PieSync Integration Guide

You can now integrate Livespace with multiple cloud apps using our PieSync integration.

It provides 70+ different integrations, with new apps being added by PieSync every week.

Integrations include services like Email Marketing & Automation apps, Customer Support, Accounting, eCommerce and much more.


PieSync is an online platform allowing you to connect multiple cloud apps seamlessly. Users can choose what data they would like to sync. Once sync’s are set-up, PieSync’s 2-way mirroring works in the background, continuously updating in real time giving users data consistency across all connected tools.

 

 Getting Started

Step 1: Choosing your apps

First, choose the apps that you would like synced. Piesync provides a search bar to quickly get to the apps you’re looking for. After you select the first app, you immediately proceed to select the second app and Piesync will connect the two on next step.

Step 2: Authorize your apps

In order to use PieSync, you will need to have registered accounts with the apps you selected. You’ll need to connect PieSync to these apps so they can fetch the contacts data configuration. You do this for both apps. If it is the first time using PieSync, you will need to authorize both apps, one after the other.

If you have previously set up a connection with any of these apps, you can choose to re-purpose that authorization. You can also choose to log in to your apps with a separate account too.


Step 3: Configure your sync

3.1 A two-way sync is made up by at least two rules

Once you’ve authorized your 2 apps, you tell PieSync how they should keep your data in sync. By default, PieSync proposes a two-way sync with a drop-down to allow for one-way syncs (do I need one-way or two-way?).

A two-way sync starts off with 2 rules. Each rule fulfils the conditions of each side of the sync. PieSync looks at all the data stored on each side, so you can define exactly what data needs to move from one side to the other. If you need a simple all-to-all sync, this is all you need to setup (ie. don’t change anything to the default setup).

3.2 Adding conditions & actions

Your contacts don’t behave the same way across all apps:

  • In your marketing tool, customers are recipients that move across distribution lists and change subscriber status
  • in your invoicing tool, they have carefully kept address & contact information
  • In your contacts management tool linked to your phone, you expect to have their phone numbers and benefit from caller ID
  • In your e-commerce platform, new buyers become customers
  • And in your CRM, your customers should consolidate all of this information into a single view

Through PieSync you can and should tweak the sync so that not only contacts get synced, but you also respect the segmentation, tags, groups, categories, custom attributes, subscription status etc. of the apps that the contacts live in. In a PieSync rule, you can choose to add a filter and add actions to syncs.

What you can do varies from app to app. Typically, it is in the if-clause that you’ll be able to define a segment of your contacts. In the then-clause, you can perform actions such as adding the contacts to the counterpart of that same segment in the other app. Combine this with other actions you can perform as a result of a sync, and the possibilities are truly endless.

 

3.3 Connection settings

In addition to setting up sync rules, PieSyncs presents a series of app-dependent options. These include:

  • a toggle to help avoid duplicates – possibly hard-coded by default
  • handy ways to have PieSync SYNC DELETIONS or SYNC UNSUBSCRIBESacross datasets
  • you should choose your master app so that during the initial sync and afterwards, conflicting changes can be resolved
  • in connections that include Google Contacts, PieSync suggests you ADDITIONALLY SYNC TO THE GOOGLE CONTACTS GROUP ‘MY CONTACTS’, especially useful for iPhone users, as your iPhone contacts get synced to ‘my contacts’ in Google by default.

3.4 Field mapping

A contact is more than just a name. All your contacts attributes need to be carefully mapped with one another in a sync.

  • PieSync’s DEFAULT FIELD MAPPING shows you those default fields they will always keep in sync and details how they mapped them between the two apps you have connected. You cannot change these fields.
  • In the CUSTOMIZABLE FIELD MAPPING, you’ll be able to map fields stored in your apps that PieSync didn’t find logical counterparts for. This includes default fields as well as custom fields. You can add an unlimited amount of mappings and remove, enable/disable them anytime.
Custom Mappings are available from the Pro Plan onward.

3.5 Start syncing!

Make sure no other integrations are running next to PieSync for the accounts you have connected in PieSync. Other integrations will have access to your data and have the ability to manipulate as well. For this reason, Piesync recommends using PieSync and nothing else to keep your data in sync.

In case you have a lot of contacts in your applications, the initial sync will take some time, even if you configured PieSync only to sync a subset of your contacts. During the initial scan, we need to process all of your contacts (also the contacts outside the chosen subset) to avoid duplicates during the sync. After the initial sync, it should never take much longer than five minutes for updates to show.


Step 4: Monitor your connection in the Dashboard

Once the connection is running, the activity monitor will be your real-time view of PieSync’s operations. It provides insight in:

  • new contacts being created from your first app to your second app that didn’t exist yet
  • new contacts being created from your second app to your first app that didn’t exist yet (if you did a 2-way sync)
  • updates made to contacts that had been synced & matched up before the update is now also synced up
  • whether your synchronization is active or not – you can pause the connection should you so wish

Avoid Duplicates

When Avoid Duplicates is enabled in the dashboard, PieSync only syncs contacts that have an email address. The email address is the field they match your contacts on between your two databases/apps.

When enabled, what happens during the initial sync?

  • When you have a contact in both applications prior to the sync with matching email address, these will stay in sync once your sync is active.
  • The sync or ‘binding’ established during the initial sync will stay in place from then on. When you change the email address after, it will change on the other side as well (depending on the direction of your sync of course).

When enabled, what happens once the sync is active?

  • When you add a contact without an email address on one side of the sync, it won’t be added to the other app.
  • When you add a contact with an email address, it will be added to the other app and a sync is established between the contact in both apps.

When disabled, what happens during the initial sync?                                                                                     

  • When you have a contact in both applications prior to the sync with no email address, the contact will be detected as a newly created contact in both apps, since there’s nothing (email) to match it on. This can result in the contact duplicating on both sides of the sync (in a two-way sync).

When disabled, what happens once the sync is active?                                                                                    

  • When you add a contact without an email address on one side of the sync, it will still be added to the other app. However, when the contact already exists on the other side, it will be duplicated there. No sync or ‘binding’ will be established without a matching email address, so any changes you make to the contact won’t be reflected in the other app.
  • When you add a contact with an email address, it will be added to the other app and a sync is established between the contact in both apps.

When is disabling recommended?                                                                                                                                             

  • When you’re unsure, please reach out to PieSync directly at; support@piesync.com and explain your particular use-case. They can confirm whether disabling it is a good idea or whether it will result in duplicates.
  • When setting up a one-way sync (e.g. A→B) to run an export/import of your contacts, with an empty database in the app you’re syncing to (B), no problems should arise.

Some connections have this enabled by default. Can I have this disabled?      

  • This feature can’t be manually enabled or disabled in all connections. In some cases, this feature is mandatory and enabled by default.
  • When keeping all the above information in mind, you still wish to disable this feature, contact; support@piesync.com and they can advise on how best to proceed if we think it will result in duplicates.

What is Customizable Field Mapping?

Customizable Field Mapping allows you to create custom mappings so you can define which contact fields should be kept in sync between your applications, including custom fields.

Important to note – Customizable Field Mapping is only available from the Pro or Medium PieSync Plan and onward.

You can set up customizable field mappings below the default field mapping in the configuration. You can add an unlimited amount of mappings and remove, enable/disable them anytime. In case you add a custom field in the apps you are syncing, just click the refresh button and the field will appear in the custom mappings list after.

Custom fields are dependent on the apps you have connected and which (custom) fields you have available on both sides.

What are Custom Fields?

Custom fields are fields that are not part of the standard fields offered by the applications you are syncing. In most cases, they are added by the user.

You are able to amend the sync direction of your customizable field mappings according to your specific case.

What is a custom mapping?

Two fields* (standard or custom) kept in sync, defined by the user.  *Some standard fields are already synced in the default field mapping, so worth checking before adding additional custom fields*

Are custom mappings always two-way?

The custom mappings will sync in the direction you have set up in the configuration of your connection, so this could be either two-way or one-way.

However, there are some exceptions where a custom mapping can only sync one-way:

  • When certain contact fields are not allowed to be modified through a third-party integration such as PieSync.
  • When a field only allows some specific values.
  • When two mapped fields are of a different type.

Bear in mind that the general direction of the sync decides your syncing behaviour. When you have your connection configured as a one-way sync in the other way (←), following message will pop up.

 

IMPORTANT SIDE NOTES

Why are my (custom) fields not showing in the custom mappings dropdown OR  greyed out?

  1. Each field can only be mapped once.
  2. Fields that are used in the built-in mappings (default field mapping), cannot be used in the custom mappings.
  3. Fields in a custom mapping must be of the same or a similar type. You can’t sync a numeric field to a date field for example. When selecting fields in a custom mapping, the list on the other side will only show the fields that can be mapped, unavailable mappings are either not visible or greyed out.
  4. Some types of custom fields (and app & integration dependent) are technically not mappable (drop-down, lists, multiple values)
  5. Fields with multiple values can’t be synced in a custom mapping. In some cases, they are synced in the default field mapping. With multiple values, we mean fields such as emails, phone numbers, and addresses where each value has a label to differentiate between ‘home’, ‘work’ and ‘other’ for example.

Why can’t I set up any custom mapping?

This could be caused by one of the following reasons:

  • All standard fields were already mapped by default
  • There are no other (custom) fields available/left to map
  • There are no compatible fields left to map

Custom Mappings are available from the Pro Plan onward.

 

Adding Custom Fields in Livespace

You can add custom fields to your Livespace account very easily.

Go to your Account Settings > Forms (on the left side column) > select Additional Fields along the top sub-section > choose the section you would like to add the Custom Filed to.

Once you have selected the section (and sub-section), you would like to add Custom Filed to;

  • add the key information you would like displayed
  • add to any Groups or create a Group (applicable if choosing multiple options)
  • include any description you may want
  • Highlight if required
  • Add

Good to Know

  • Fields in a custom mapping must be of the same or a similar type. You can’t sync a numeric field to a date field for example. When selecting fields in a custom mapping, the list on the other side will only show the fields that can be mapped, unavailable mappings are either not visible or greyed out.
  • The entire syncing solution exists in the cloud, so you don’t have to install or download any additional software.
  • A two-way sync starts off with 2 rules. Each rule fulfils the conditions of each side of the sync. Starter plans in PieSync are limited to two of these rules, but the Pro plan and onward allow for more.
  • PieSync is available in Livespace on the Automation or Enterprise plans.
  • You can set up your free PieSync trial here.