Capsule is a web-based CRM tool you can use for your small business. Capsule keeps track of contacts and organisations you do business with, communication with them, sales opportunities, and what activities and tasks there are that need be done. Capsule <–> DEAR integration allows you to download your contacts from Capsule as Suppliers and Customers in DEAR.
Users will need the Integrations: CRM - Capsule permission in order to use this feature.
NOTE: Capsule does not automatically sync with DEAR. Manual loading (Contact tags, Address types, Contacts) is required to update.
Table of Contents
First you must connect DEAR to your Capsule account/site.
It is possible to link several Capsule sites to a single DEAR account. Each linked site has its own independent settings and contact list.
To connect Capsule to DEAR:
- Navigate to Integration → Customer Relationship Management.
- Click + to connect a new store.
- Click Connect to Capsule. You will be prompted to enter your Capsule store name and, if you are not already logged into Capsule, your login details.
- Click Allow to give DEAR permission to access your Capsule account.
- Repeat these steps to connect as many Capsule sites as you require.
In the Setup tab, several integration settings can be customised.
Ignore contacts without organisations
The default value is Yes. Contacts in Capsule CRM can be independent persons or linked to an organisation. When this setting is enabled, only contacts that are assigned to an organisation will be downloaded to DEAR. If the setting is disabled, both organisation contacts and independent contacts are downloaded.
Download only tagged contacts
Capsule allows you to tag contacts and organisations to categorise them (e.g. Customer, Vendor, Lead, etc.). When enabled, DEAR will only download Capsule contacts that have been tagged.
Default taxation rules
You may specify default taxation rules for Customers and Suppliers. These rules will be assigned to newly created (downloaded) Customers or Suppliers from Capsule CRM. Taxation rules must be valid.
Link Capsule and DEAR address types
Capsule has three types of Addresses: Postal, Home, Office. In this grid you may map it to DEAR Address type. This field defines how contact’s address will be processed: as Billing, Shipping or Business.
Link Capsule tags to DEAR contact types
See Defining Contacts with Tags.
Disconnect from Capsule site
When you disconnect from the Capsule account (site), DEAR removes all associations between DEAR objects and Capsule. Note that customers and suppliers that were successfully downloaded will not be deleted.
Contacts are downloaded from Capsule to DEAR. If a customer/supplier with the same name is found in DEAR, the customer/supplier details will be updated. If not, DEAR will attempt to create new customers and suppliers from the downloaded contacts.
Defining Contacts with Tags
DEAR uses Capsule's tag system to simplify the contact download process. The Link Capsule tags to DEAR contact types section appears on the Setup tab of Capsule integration. Click Load from Capsule to download any newly created contact tags to DEAR.
There are three options in DEAR:
Map Capsule Contact Types to these three options to make downloading contacts more efficient. For contacts with undefined tags or no tags, see Downloading Contacts.
Contacts can be downloaded from Capsule from the Contacts tab. There is no automatic sync; download must be manually triggered by clicking Download Contacts. If a customer/supplier with the same name is found in DEAR, the customer/supplier details will be updated. If not, DEAR will attempt to create new customers and suppliers from the downloaded contacts. Refresh simply reloads the contact list, without downloading any new information from Capsule.
In general, all contact’s fields are equal in Capsule and in DEAR. All Capsule contacts are saved in the temporary DEAR storage and displayed in the contacts grid.
In most cases (if tags are specified and it matches with tag mapping), you do not need to select the Contact Type (the last column in the grid) as it will be automatically assigned. But in case if no tags are specified, or if there's any conflict between them, then a user action is required. You can manually choose a specific contact type. The contact (Customer/Supplier) will be processed accordingly after you change its contact type in the grid.
All Capsule contacts that are not converted to Customer or Supplier could be converted as Customer or Supplier in bulk using Save Not Defined as Customers and Save Not Defined as Suppliers. These actions will process all contacts with not defined type and set it to the chosen type. This might be useful if all contacts in Capsule are customers (or suppliers).
Contacts that are assigned to an organisation in Capsule will be downloaded to the Contacts tab of the Customer/Supplier in DEAR.
NOTE: Compulsory fields for DEAR Customers/Suppliers (Accounts, Currency, etc.) are not supplied by Capsule and will take default values. Check your contacts after download to make sure their details in DEAR are correct.