Setup

What are the system requirements for Top Producer Google Sync?

You only need a Gmail or Google Apps account in order to use Top Producer Google Sync.

If you want to copy email you send/receive in Gmail to Top Producer, you must enable IMAP in your Gmail account.

Is there anything I should do before I begin setting up Top Producer Google Sync?

Yes, if you want to sync your contacts, it is recommended that you back up your Google contacts first before you start the setup process.

In addition, if you want to copy emails you send/receive in Gmail to Top Producer, you will need to enable IMAP in your account.

I need to back up my Google contacts before I enable Contact Sync in Top Producer. Which export option should I choose in Gmail?

Select the Google CSV format option when exporting your contacts in Gmail. This will ensure you can easily import your Google contacts at a later time, if required.

How do I set up Top Producer Google Sync?

For details on setting up Top Producer Google Sync, see Google Sync Setup.

I have a team/partnership account. Can my team members and assistants set up Top Producer Google Sync as well?

Yes, the responsible agent must grant access to Top Producer Google Sync before the team members can set it up.

To grant a team member access to Top Producer Google Sync:

  1. Log in to Top Producer as the responsible agent (account owner).
  2. Open the My Account area.
  3. Click the Team Members tab and, if granting access to an assistant, click the Assistants tab.
  4. Click the agent/assistant’s name.
  5. Click Edit [Agent/Assistant] Info, and then click I want this agent to be able to integrate with Office 365, Google and Outlook at the bottom of the page.
  6. Click Save [Agent/Assistant] Info.

The agent or assistant will now be able to log in and set up Top Producer Google Sync.

I’m part of a team/partnership and don’t see the Integrations tab in the Settings area in Top Producer. Am I able to set up and use Top Producer Google Sync?

Yes, the responsible agent (account owner) must first grant you access to Top Producer Google Sync. See the FAQ above for instructions on how to do this.

General

What information can be synced between Top Producer and Google?

You can sync the following:

  • Contacts: You can sync a contact’s name (including spouse), company name/job title, address, contact information, birth date and web site addresses.
  • Appointments: You can sync your appointment details, including the date, start/end times, recurrence and reminder settings.

You can also copy email you send/receive in Gmail to Top Producer. However, it’s important to note that this integration does not sync your email, but rather enables you to copy the email you send/receive in Gmail to Top Producer for your records.

How do I specify which information is synced?

You can choose what you want to sync and whether you want to copy email to Top Producer from the Integrations tab in the Top Producer Settings area. For more information, see Google Sync Setup.

Will syncs occur automatically, or is this something I need to initiate?

Once you have completed the initial setup and selected the contacts and calendar you want to sync, changes you make will be synced automatically. However, you can also manually start a sync by clicking Start sync now from the Google Sync menu in Top Producer.

google-sync-menu

Does data only sync one way, or will changes made in both Top Producer and Google be reflected in both applications?

The sync is bidirectional, which means changes you make in Top Producer and Google will be reflected in both applications.

If I make changes to the same item in both applications between syncs, will the changes in Google or Top Producer be used?

The changes you make in Top Producer will be used. For example, if you modify a contact’s phone number in both Top Producer and Google between syncs, the phone number you entered in Top Producer will be used and the Google changes disregarded.

Can I start a sync session myself, or do I have to wait until the next sync session occurs automatically?

You can start a sync session at any time by clicking Start sync now from the Google Sync menu in Top Producer.

google-sync-menu

Can I stop the automatic syncs that occur regularly and just sync when I want to?

Yes, by default syncs occur at scheduled times. If you disable these automatic sync sessions, your data will not be updated until you manually start a sync session (by clicking Start Sync Now from the Google Sync menu in Top Producer).

To stop the automatic sync sessions:

  1. In Top Producer, open the Settings area.
  2. Click the Integrations tab, and then click Edit Settings.
  3. In the Sync Type section, select Yes beside the Disable Automatic Sync option.

How do I view sync details, such as when the last sync occurred?

You can view the last sync time and when the next is scheduled from the Google Sync menu in Top Producer.

google-menu-sync-details

How can I tell if a sync was successful, and is there a summary I can view that tells me how many contacts/appointments were synced?

After a successful sync, Sync Complete appears in the Google Sync menu in Top Producer. You can also view the date and time of the last successful sync from this menu.

google-menu-sync-status

Currently there is no summary you can view that details how many items were synced.

If I log out and a sync is in progress, will this cause an issue?

No, you can log out of Top Producer or Google and the sync process will not be affected.

I have completed the setup process, but now want to sync with a different Google account. Is this possible?

In order to sync with a different account, you will need to remove the account from Top Producer and repeat the setup process.

  1. In Top Producer, open the Settings area.
  2. Click the Integrations tab, and then click Edit Settings.
  3. In the Sync Type section, click Remove Google Account.
  4. Repeat the setup process with the new Google account. For more information, see Google Sync Setup.

If I set up the Google Sync service from Google along with Top Producer Google Sync, what additional benefits will I receive?

If you choose to set up a service from Google called Google Sync, you will receive additional functionality on your mobile device. Not only will your appointments and contacts be synced between Top Producer and Google, your device’s native calendar app and address book will be synced too! You’ll also receive mobile alert reminders for your appointments, call display for incoming calls, and be able to access your Top Producer/Google contacts and calendar without a data connection. For more information on the benefits and how to set it up, see the End-to-End Sync with Google Sync article.

Note that setting up Google Sync along with Top Producer Google Sync is just an additional option that will give you added functionality on your mobile device. You do not need to set this up in order to sync your contacts/calendar between Top Producer and Google, or copy email you send/receive in Gmail to Top Producer.

How do I disable Top Producer Google Sync?

If you no longer want to sync data between Top Producer and Google, follow these steps:

  1. In Top Producer, open the Settings area.
  2. Click the Integrations tab, and then click Edit Settings.
  3. In the Sync Type section, click Remove Google Account.
  4. Click Yes when prompted, and then click Save Sync Settings.

Contact Sync

What contact details are synced?

The following contact details will be synced between Google and Top Producer:

  • Name (including spouse)
  • Company name and job title
  • Address information
  • Phone numbers/email addresses
  • Associated websites
  • Birthdate

Are all contacts synced automatically, or do I have to select which contacts I want to sync?

If during setup you selected the Always Add to Sync options (see below), new contacts/leads will automatically be set to sync. However, before existing contacts are synced, you must manually add them to the sync list. For more information, see Adding Contacts to the Sync List.

contact-settings

I’ve enabled Contact Sync in Top Producer, but none of my contacts are syncing. Why is this?

You need to select which of your existing contacts you want to sync. Existing contacts won’t be synced until you add them to the sync list. For more information, see Adding Contacts to the Sync List.

New contacts you create in Top Producer will automatically be set to sync if you selected the Always Add to Sync options during setup (see below).

contact-settings

I've imported contacts and none of them are set to sync. How do I add them to the sync list?

Regardless of the Always Add to Sync options you selected during setup, imported contacts will never automatically be set to sync.

To add imported contacts to the sync list, go to Contacts > Import Contacts. From the Recent Imports list, select an import > select the contacts > click More Options > Add to Sync.

Why isn't the contact's address I entered in Google appearing correctly in Top Producer?

If address details are missing or appearing in the wrong fields in Top Producer, it’s likely that you entered the entire address in the field below in Google.

google-address-field

To ensure addresses are synced correctly, enter the address details by clicking the Details details-icon icon to the right of the address field.

How can I find out which contacts are set to sync?

In Top Producer, contacts that are set to sync with Google will display the Sync google-icon icon in both the Contacts Summary and the Contact Record.

In Gmail, clicking the Top Producer label on the left side of the Contacts list displays all contacts that are set to sync with Top Producer. In addition, the Top Producer label appears adjacent to all contacts set to sync in the Contacts list.

I’ve entered some of my contacts in both Top Producer and Google. Will duplicates of these contacts be created after a sync?

If you have added the same contact to both Top Producer and Google, and the contact is marked for sync in both applications, a duplicate will be created after you perform a sync.

It is recommended that you remove these contacts from one application before you perform a sync. In addition, try to enter contacts in one program—either Top Producer or Google—and then sync your changes to the other program.

Can I change which contacts are synced?

Yes, inTop Producer, open the Contacts Summary screen, select the contacts, and then click Sync > Add to Sync or Remove from Sync. You can also perform a search for the contacts you want to add/remove, and then click More Options > Add to Sync or Remove from Sync.

In Gmail, click the Top Producer label on the left side of the Contacts list, select the contacts, and then click Groupsgroups-icon > select or clear the Top Producer check box > Apply.

Can I search for contacts in Top Producer that were originally created in Google?

Yes, you can search for contacts in Top Producer that were originally created in Google by performing a search for the Google contact type.

    1. In Top Producer, go to Contacts > Search for Contacts.
    2. In the Contact Type section, click Select from List.
    3. Select the Google check box, and then click Done.
    4. Click Search.

All contacts that were created in Google and synced to Top Producer appear in this list.

If I delete a contact in Google that is set to sync with Top Producer, will the contact also be deleted in Top Producer?

No, if you delete a contact in Google, it will remain in Top Producer, and vice versa. However, the contact’s information will no longer be synced.

Calendar Sync

What appointment details are synced?

The following appointment details will be synced between Google and Top Producer:

  • Appointment title
  • Date
  • Start/End Time (including All Day settings)
  • Recurrence
  • Reminder

Are all appointments synced automatically, or do I have to select which appointments I want to sync?

Once you have completed the initial setup, all of your appointments will be automatically synced. You do not have to manually set which appointments you want to sync.

Can I change which calendar I sync with, or sync with more than one calendar?

You can change which calendar you sync with from the Integrations tab in the Settings area in Top Producer (see below). You can only sync one Google Calendar with Top Producer.

calendar-settings

Can my team members and assistants set their Top Producer account to sync with the same Google account?

Each team member/assistant should set their Top Producer account to sync with a different Google account. Data duplication can occur if multiple team members sync their Top Producer account with the same Google account.

In addition, according to the Gmail Terms of Use, each user account is intended for single use.

I'm part of a team and don't want my team members to see my personal appointments. Is it possible to only sync work-related appointments?

Yes, assuming you have separate calendars set up in Google (e.g. a business calendar and a personal calendar), simply select the business calendar on the Integrations tab in the Settings area in Top Producer. Only your business-related appointments will appear in Top Producer, but you can view appointments from all calendars in one view in the Google Calendar.

For details on how to create multiple calendars in Google, see the Create a new calendar article in the Google Calendar help.

Will the appointment attendees be synced as well?

No, appointment attendees will not be synced between Top Producer and Google. The appointment date, start/end time, recurrence and reminder settings will be synced.

Will all of the activities I create in Top Producer be synced, or will only my appointments be synced?

Only your appointments will be synced. Other types of activities you create in Top Producer (for example, to-dos) will not be synced.

What types of reminders can I receive for my appointments?

You can receive pop-up reminders from within the Google Calendar and email reminders. In addition, if you set up a service from Google called Google Sync, you can also receive mobile alerts for your Top Producer/Google appointments on your phone or tablet. For more information on the types of reminders available, see Syncing Your Calendar.

Can I receive alerts for my appointments on my mobile device?

If you choose to set up a service from Google called Google Sync, you will receive additional functionality on your mobile device, including the ability to receive mobile alerts for your Top Producer/Google appointments on your phone or tablet. For details on the benefits of setting up Google Sync along with Top Producer Google Sync, see the End-to-End Sync with Google Sync article.

Why aren't all of my past appointments syncing?

Appointments older than 14 days will not be synced. After the initial setup is complete, all future appointments and appointments within the last 14 days will be synced.

Is there a way I can sync appointments older than 14 days?

No, currently there is no way to sync appointments older than 14 days. Appointments within the last 14 days and all future appointments will be synced once you’ve completed the initial setup.

If I mark an appointment done in Top Producer and later make changes to this appointment in Google, will these changes be reflected in Top Producer?

Yes, even if you mark an appointment done in Top Producer, any changes made to this appointment in Google will also appear in Top Producer.

If I delete an appointment in Google that is set to sync with Top Producer, will this appointment also be deleted from Top Producer?

Yes, the appointment will be deleted from Top Producer as well. Similarly, if you delete an appointment in Top Producer, the appointment will be deleted from Google.

Copying Email to Top Producer

What is “Gmail Record Keeping”?

Gmail Record Keeping enables you to copy email you send/receive in Gmail to Top Producer for your records. For details on how to enable this option, see Google Sync Setup.

Once I enable Gmail Record Keeping, will email I send/receive in Gmail automatically be synced to Top Producer?

No, this integration does not sync your email, but rather enables you to copy email to Top Producer by assigning labels to the email you send/receive in Gmail.

Any email you copy will appear in the Activities tab in the Top Producer Contact Record for all those associated with the email.

I enabled Gmail Record Keeping in Top Producer, but none of the email I send/receive in Gmail is appearing in Top Producer. Why is this?

You need to assign the Top Producer label in Gmail to any email you want to copy. See the FAQ below for instructions on how to do this.

How do I copy email I send/receive in Gmail to Top Producer?

In Gmail, assign the Top Producer label to any email you want to copy.

  1. Select the email you want to copy.
  2. Click Labelslabels-icon > Top Producer > Apply.

label-emails

The email is copied to all those associated with the email, and will appear in the Activities tab in the Top Producer Contact Record.

I noticed there are two Top Producer labels in Gmail. What is the purpose of each?

Applying the Top Producer label copies the email to Top Producer. The Top Producer/Copied label is automatically applied once an email has been successfully copied to Top Producer.

tp-labels

How do I automatically apply the Top Producer label to specific email?

You can automatically apply the Top Producer label to specific email by defining a filter in Gmail.

    1. In Gmail, click the down arrow in the search box.

search-box

    1. Enter your search criteria, and then click Create filter with this search.

Tip: If you are creating a filter to automatically copy entire conversations to Top Producer, use the conversation’s subject for your search criteria.

  1. Select the Apply the label check box, and then select Top Producer.
  2. Click Create filter.

Any email matching the filter criteria you applied will automatically be copied to Top Producer.

Can I automatically copy all messages in a conversation to Top Producer?

Yes, by default, all messages in a conversation will not automatically be copied to Top Producer unless you apply the Top Producer label to each message. However, you can automate this process by defining a filter in Gmail. For details on how to do this, see the FAQ above.

What email details are copied to Top Producer?

The content, subject, attachments, date and time are copied to Top Producer.

Once I copy an email, where will it appear in Top Producer and how do I view it?

Copied email will appear in the Activities tab in the Top Producer Contact Record.

    1. In Top Producer, open the Contact Record of the person associated with the email, and then click the Activities tab.
    2. Select Complete from the Show drop-down list, and then click the View email message view-email-icon icon to view the email content.

view-email

Will the email be copied to everyone associated with the email?

Yes, the email will be copied to everyone associated with it. A new Contact Record will be created if one doesn’t already exist in Top Producer.

If I copy an email and one of the recipients doesn’t yet have a Contact Record in Top Producer, will a new one be created? If so, will this contact automatically be set to sync?

A new Contact Record will be created if one doesn’t already exist in Top Producer. However, you must manually add this contact to the sync list before their contact details will synced.

When I’m composing an email in Gmail, I don’t see an option to copy it to Top Producer. Can I mark an email for copy when I’m composing it?

No, you can mark the email for copy after you have sent it. After sending, simply select it from your Sent Mail, and then click Labels labels-icon > Top Producer > Apply.

What happens if I rename or remove a Top Producer label in Gmail?

If you rename or remove the “Top Producer” label in Gmail, you will need to enable Gmail Record Keeping again in order to copy email to Top Producer.

To enable Gmail Record Keeping:

  1. In Top Producer, open the Settings area.
  2. Click the Integrations tab, and then click Edit Settings.
  3. In the Gmail Record Keeping section, select Yes.
  4. Perform a sync by clicking Start sync now from the Google Sync menu.

You should now be able to copy email you send/receive in Gmail to Top Producer.