My contacts
Overview
Under Settings → My contacts you sync your personal address book at Google or Microsoft with the contacts in Octibiz. A phone number you maintain on your mobile does not have to be entered in the CRM a second time — and the other way round.
It is a personal setting, like the sales mailbox: you connect your address book, not the organisation's. Others do not see your connections.
Three rules decide what the sync does:
- It never deletes. If a contact has been deleted in the other address book, Octibiz only notes
it. The contact remains — with all documents, records and histories attached to it — and is not written back afterwards.
- Empty fields overwrite nothing. Only what is actually filled in over there is taken over:
phone, mobile and position as soon as they are filled there; the email address only if the contact has none here yet.
- Contacts are recognised by their origin. A contact that has been matched once carries the
identifier from the other address book and is found again by it on the next run. The first time, the sync searches by email address. If it finds nothing, it creates a new contact — but only if there is a name over there.
Core tasks
Connect an address book. Connect address book asks for provider, name, integration and direction. It requires an integration of the same provider that is already connected and active — Octibiz signs in to the provider through it. The picker only offers matching integrations.
Check the state. The list shows name, provider, direction and status: Synced, Waiting for the first sync or Error — the reason for an error appears when you point at the status. Paused connections carry the note paused.
Sync now. The sync runs by itself every 30 minutes. Sync now (arrow icon) starts it at once and reports how many contacts were touched.
Disconnect. The bin icon disconnects the connection. Contacts that were already synced remain.
What is written out. With Write only and Both ways, contacts changed since the last run go to your address book — first name, last name, email, phone, mobile, position and the customer's name as company. Per run and connection there are at most 200; the rest follows in the next run. The selection follows the connection's brand, not your own customers: with a brand, contacts of that brand and contacts without a brand go out; without a brand, contacts of all brands.
Fields in detail
Connect address book
| Field | Required | Values / format | What it does |
|---|---|---|---|
Provider provider | yes | Google or Microsoft | Which address book is synced. It decides which integrations are offered and is only set when creating the connection. |
Name label | yes | text, max. 100 characters | The name the connection has in your list. |
Integration integrationId | yes | connected, active integration of the same provider | Which sign-in at the provider is used. The system checks that it exists, matches the provider and that you may use it. |
Direction direction | no | Read only (default), Write only or Both ways | Read only takes contacts from the address book into Octibiz, Write only writes contacts from Octibiz into the address book, Both ways does both. Nothing is deleted in either direction. |
Only via API and automation
| Field | Values / format | What it does |
|---|---|---|
brandId | a brand in which you hold the contact sync permission; empty = no brand | Newly created contacts get this brand. When writing out, only contacts of this brand and contacts without a brand go along. |
active | yes/no, default yes | No pauses the sync without disconnecting; the list then shows paused. |
Settings & permissions
- Permission
platform.contact_sync.manage. Without it the tile does not appear and the page
cannot be opened.
- The connection belongs to your account. Every connection is bound to the user who created it;
other people's connections are neither visible nor editable.
- No module of its own. Contact sync is part of the Octibiz core.
- API:
/api/v1/contact-sync-connectionsto create, change and disconnect,
POST /api/v1/contact-sync-connections/{ulid}/sync for an immediate sync.
FAQ & troubleshooting
"Contact sync requires a connected OAuth integration (integrationId)." There is no matching integration yet, or the one you chose belongs to another provider. First set up the sign-in at Google or Microsoft under Integrations.
**The Integration picker is empty.** There is no active integration of the chosen provider, or your account may not read the integrations.
**The status reads Error.** The last run was aborted; the reason is shown at the status. Usually the integration's sign-in has expired. Afterwards, Sync now.
A contact was deleted on my phone but is still in Octibiz. Intended: the sync never deletes. Delete the contact in Octibiz itself if needed.
Entries from the address book do not arrive. The direction is set to Write only, or the entry has no name over there — an entry without first and last name is not taken over.