SmartCloud Connect Synchronization: An Overview¶
SmartCloud Connect synchronization is the recurrent background process of two-sided data exchange between your email account (on an MS Exchange, Outlook.com or Gmail server) and your Salesforce account that SmartCloud Connect performs to maintain data mirroring between your email/calendar items and their matching Salesforce objects, also considering your choices and actions in SmartCloud Connect Sidebar or your email client locally. Sync data is transferred securely server-to-server over EWS in the case of MS Exchange and over official and secure Salesforce API to/from your Salesforce account.
By default, data synchronization is carried out every 30 minutes; synchronization runs regardless of whether SmartCloud Connect Sidebar or MS Outlook/another supported email client is opened or not, as server-to-server interactions unnoticed by the end-user. Since data exchange is carried out between your email server and Salesforce server while your local email client and the Sidebar only serve to display data and register your choices and actions, synchronization does not consume any noticeable amount of your local internet traffic.
Key aspects of synchronization process can be flexibly adjusted by the end-users individually via Sync dashboard and SmartCloud Connect Customization page or by the local admin via Admin settings. Synchronization can be manually suspended or forced to run before the next scheduled session. It may also get suspended due to errors and monitored for troubleshooting.
Maintaining data mirroring is based on tables of matching fields mapped between email/calendar items and Salesforce objects. These mapping tables are used to compare the values in matching fields and transfer updated values from email server to Salesforce or vice versa, replacing old values in corresponding fields with actual ones. This ongoing data mirroring process has its specific exceptions and overriding patterns applied in certain cases as required by convenience of use considerations, e.g. for processing event attendees lists.
Besides this core process of data mirroring, synchronization sessions include several related jobs: creation of Salesforce objects based on new emails or calendar items and user input, finding and linking of related records in Salesforce, deletion of a matching object if the procedure requires that (for example, removal from Salesforce of an event that got cancelled on the email server).
Some actions can only be performed via synchronization: sharing of calendar items in Salesforce, saving of email messages in Compose mode, processing of email messages, contacts, or tasks assigned Salesforce category or moved to the Salesforce folder. Additionally, due to the sync interval it may take up to 30 minutes for a corresponding record to appear in Salesforce after your performed one of these actions. However, please note that several other actions involving creation or updating of Salesforce records do not depend on synchronization as they are performed by SmartCloud Connect immediately in Salesforce, e.g. saving email messages using the Save button in Read mode.