- Notes before start
- Settings in Google
- Settings in Visma Severa (administrator)
- How does it work?
- How to manage what is synced?
- Triggers that activate sync
Google Calendar sync helps you coordinate your work schedule with two-way sync between Severa and Google. It’s safe, secure and easy to set up using OAuth authentication.
Once the authentication method has been established for an organization, individual users enable and initiate the sync in Severa. Activities made in Severa will be retrieved for use in Google and activities made in Google will be sent to Severa.
- The Activity management add-on is required in order to use Google Calendar sync.
- Paid Google G Suite account is required in order to use Google Calendar sync.
- Activate Google calendar sync add-on with administrator access rights via Upgrades.
- User email addresses in Visma Severa must be the same as those used in Google for the sync to work correctly.
- Synchronization is only possible between Severa calendar and Google's primary calendar.
- If user has also other syncs at the same time (for example between Google and mobile phone), user should be careful with the sync settings to avoid duplicate entries. In case it is not possible to disable the mobile phone sync, we recommend that mobile phone is set to manual sync.
- We recommend that when the calendar synchronization is enabled, all Severa users in the organization use it. If all users is not using sync, it could cause error when for example owner of the Severa activity is not Google User.
- Log into Google Developers console https://console.developers.google.com/ with administration access right
- Click the projects list, then click the New project. If project is already created, open project and go to step 5.
Enter project name and Create project
- Wait while the project is being created > You'll get a notification at the top right corner of the page as soon as the project is ready. Click the project name.
- Go to dashboard and Select Enable APIs and Services if API's are not enabled before
- Select Google Calendar API
- Select Enable
- Select Create credentials
- Select Service account
- Choose Create service account
- Enter a name for the account and give description.
- Select a role > Project > Editor.
- Create key > Select P12 > Create.
- Choose Save the P12 file. You will need to upload this file into Severa so remember the location of the file. The pop up will show a password, that you will need to enter into Severa, so write down the password.
- Click Done.
- In the Service account view click three dots > Edit
- Open "Show domain-Wide delegation > and select "Enable G Suite Domain-wide Delegation" > Give product name for example "severa" > Save.
- In the Service account view Choose "View Client ID" to see email address and Client ID. NOTE: You will need the Email address later so keep the developer portal open or copy this information for later use.
- Log in to Google admin console https://admin.google.com with Google admin account (G suite properties can only be accessed with Admin account)
- Next go to Security
- Click show more and select Advanced Settings
- Select Manage API client access
- Add Client name and API scope. Paste Client ID from clipboard to Client name-field and copy scope https://www.googleapis.com/auth/calendar to One or more API scopes-field.
- Authorize the change
- In Severa, click on Tools - Settings in the top menu and then click on Google Calendar in the Organization section
- Enter Service Account Email, Private key password and add Private key -file from your computer.
The email address is the one from step 12 and the password is the one you saved in step 11.
- Select what activities are synced from Severa to Google based on activity type. Note! It is not possible to restrict what calendar entries are synced from Google to Severa. Private entries from Google are matched to activity type "Personal" if such an activity type exists in Visma Severa. All other entries get the Visma Severa default activity type. Read more about activity types.
- To test connection, click "Test", then Save changes.
- Click on Tools - Personal details. Open the Calendar synchronization section, and click to mark the Enable sync checkbox.
When enabled, calendars will automatically be synchronized. Synchronization cycle is about 30 seconds. You can manually start the sync by clicking Refresh button in "My activities" bar.
This is a two-way server-server sync. Activities from Visma Severa calendar are synchronized to Google server and vice versa. Recurring and private/personal activities/entries are synced too.
Initial sync tries to match existing entries based on subject/activity name, start date, start time, end date, end time and recurrence. In the initial sync, entries older than 30 days are not synced, unless there are recurring activities with occurrences in future. After the initial sync, only changes are synced.
Synchronization is triggered by certain actions in Visma Severa. If user is not logged into Severa, synchronization is not started.
- Synchronization is started after login and will sync automatically when moving around in Severa (NOTE: If user does not work in Severa, sync is not activated)
- When calendar entry is modified in Visma Severa
- When sync icon is pressed in Visma Severa's My activities section
- Past activities where end date and end time is before current date are not synced. Exception for this is if the past activity is moved to future, it will be synced.
Restricting what is synced
It is possible to limit what activities are synced from Severa to Google based on activity types. Note! It is not possible to restrict what calendar entries are synced from Google to Severa. Private entries from Google are matched to activity type "Personal" if such an activity type exists in Visma Severa. All other entries get the Visma Severa default activity type. Read more about activity types.
Personal entries in Severa are marked as private in Google and vice versa. When entry is personal/private no other user can view the details of the entry. If there is no activity type “personal” in Visma Severa’s activity type settings then default activity type is used when entries are synced. Notice that this will make private entries public and visible to all users.
What field are transferred
Compare the two images below to see what fields ere matched it the sync.
There are 4 types of participants in Visma Severa and depending of what kind of participant is, the activity/entry and email notifications behave differently.
Visma Severa users: Visma Severa users are your co-workers, they use the same Severa and Googlr environment as you. Severa users can be added as participant/attendees in both systems and entries are updated in both calendars.
Contacts from Severa account card: In Visma Severa it is possible to attach activity to an account or a case. When account is added for the activity, also contacts from that account can be added as participants. Account contact is visible in the participants list in Severa, but this information is not transferred to Google calendar. Neither account nor account contact is visible in Google’s entry. Also note that no message about the calendar entry is sent to your account contact.
Reservations: In Severa it is possible to add reservations as participants for an activity. Reservations are managed in Tools > Settings > Reservations. Reservation is visible in the participants list in Severa, but this information is not transferred to Google calendar. Read more about how to use reservations in Severa.
External contacts: When an external attendee (= a person not using the same Visma Severa as you) is added to an entry in Google, he gets email notification about a new calendar entry. When entry is synced to Severa, external participant is displayed on the activity participant list as “Firstname Lastname” or “firstname.lastname@example.org” and the participant colour is black. If entry is updated or deleted either in Severa or in Google, also external attendee will be notified. If external attendee declines meeting invitation, he is removed from the participant list in Severa.
When Google calendar sync add-on is in use, activity owner can not be changed for saved activities. When creating a new activity, owner can be changed before activity is saved. This is to prevent errors in the sync and conflicts in the entries.
Google notification emails
Google sends notification emails for attendees about new, modified or deleted calendar entries. Usually user can choose if he/she wants to send an invitation or an update etc. When the sync between Google and Visma Severa is enabled, following should be noticed when it comes to Google sending notification emails.
- When activity is created/changed/deleted in Visma Severa, notification is send via Google to Visma Severa user participants and external participants.
- If Activity type, Account or Case is changed or activity is marked as completed in Visma Severa, no notifications are sent via Google. In Visma Severa the activity is updated and users can see the changed details.