My Security / User Security

See System Settings -> Security -> User Admin / Security section for details on User Security

In Previous versions there was a "My Security Settings" menu item under the Setup Tab. This is now displayed to the left of the main menu dropdown of the menu bar, in a popup called "My Profile":

Clicking the person icon in the top left of the screen, in any module, will open a screen with some information and editing capability to some user settings:

Users can update things like their "From Name" on forms, their preferred default product group in campaign entry, their profile picture, etc.

Nylas-Specific Details:

This also allows them to authenticate their email if using the email integration through Nylas. The My Profile screen also shows the link status to give users insight into the status of their connection.

Possible options here are as follows:

Sync state	Description
valid	All emails for folders, contacts, and calendars are syncing reliably.
invalid	The account has an authorization issue and needs to be re-authenticated.

The "Enable Email Sync" yes/no button will also display or hide the email integration shutter on the customer overview screen.

The when you first select the Email Sync to be enabled, the user may need to log out and back in again before the email integration shutter will be displayed.

User Profile Screen:

• Enable Email Sync – Set to yes, if email synchronization is desired.

• Email Folders(s) – Select the desired folder(s) to sync here. Upon first authorization this email folders dropdown may be blank. Click the refresh icon in the top right corner to refresh this window and see the folders.

• User Name / Email Address: This is where the user email address or user name can be entered. It will generally be the same email address as the user’s email in Naviga, but it doesn't have to be; it can be a different email for G-Suite or Microsoft email.

• Connection Authorized: Once you click the button to authorize the synchronization, the system initiates the synchronization through NYLAS directly to your Mail system. If you are using G-Suite you should be redirected to Google to log in and authenticate. If you are using Office 365 – it should take you to the Office Login page etc.

  • This is typically where the setups will fail if everything is not setup properly. This is a one-time step, not to be repeated for synchronization.

• Enable Calendar Sync – Set to yes, if calendar/action items synchronization is required.

User Security – CRM Email Integration

The above screen, and the below screen both enable you to activate the synchronization feature. Below screenshot below can be accessed via Setup -> User Security -> Calendar/Email Integration for users with permissions to use that screen. For users without permission, please utilize the "My Profile" (above) which is the small icon at the top left of all screens with a menu bar.

User Security Screen:

Whose emails can a user see?

Access contol determines whose emails can be seen.

Email Synchronization

The system automatically searches the emails in the folders defined in the user parameters for any email with a To, From or CC email address matching the email addresses of the user’s "My Contacts" in CRM customers. Only emails dated on or after the Users Email Synchronization Initial Authorization date/time which have not yet been loaded into CRM are selected by the system and automatically moved into the system CRM.

Note that the system recognizes if your email account contains emails which are not sent to and from your CRM contact, they won’t be synchronized into Naviga. Only email exchanges and threads of emails between you and your CRM contact will be synchronized between Naviga CRM and your email account. Even if the contact person exists in the system, but is not "my contact", it will not be sync'd, so be sure to appropriately flag contacts which you would like to sync.

Attachments will not be viewable from Naviga Ad.

If user deletes emails from CRM, the emails will not be erased from the email app.

Note that if user generates an email from their email application to a client (email does not originate from the system), it would still sync with the system, so long as the email address of the contact used for the email is linked to that contact in the database and the email is stored in one of the folders specified for the sync. (In prior versions, Inbox and sent mail were the default if nothing is selected. THAT IS NO LONGER TRUE. The user must actually select desired folders for anything to Sync)

If the email is sent from the system, it will appear in the section "System Generated Emails" on the Account record. Emails sent from their email client and sync'd to the system will be found in the "Email Integration" section. Both the system generated and the sync'd emails will be counted in the Manager "Rep Activity" screen in the count of emails