Customizing Revenue Inbox Settings

Office 365 Google

 

Note

Some Customization features require adding certain auxiliary fields and classes to Salesforce objects; to get them added automatically ask your local Salesforce administrator to install the Revenue Inbox managed package in your Org - it will enable the full scope of RI features on Salesforce side.

Revenue Inbox Customization page allows the individual users to adjust various aspects of interaction between Salesforce and RI Outlook Add-In/Chrome Extension. This includes viewing, processing, and search patterns for different types of objects and their fields, see the left and central panes of the page.

Also, here you can adjust the appearance and various functional settings of Revenue Inbox Sidebar for individual users, using the controls on the right pane of the page.

Tip

After updating customization settings make sure to click Save in the upper-right corner of the page to apply the changes.

Important

To discard any recent changes you made, you can click Discard changes. However, once an updated customization is saved by clicking the Save button, you can only Reset to default settings, so no other previous sets of settings can be restored.

Note

Since some RI Outlook Add-In features are not available in RI Chrome Extension, their associated settings cannot be managed in RI Customization settings of RI implementation for Gmail.

 

A video guide summarizing Customization settings:

 

1. How to Open Customization Page

Click the ☰ (Menu) button in the header of Revenue Inbox Sidebar and then select Customization to open Revenue Inbox Customization settings page in your web browser.

 


 

2. Application Settings

On the right-hand side of Customization page, adjust the following settings to define the Add-In/Chrome Extension behavior:

  * Auto-insert Engagement Tracking code (MagicPixel) into composed emails. Select this checkbox to have email tracking automatically enabled for all emails you compose and send to external recipients * Notify when email is opened. Another setting related to Engagement panel; when enabled, notifications in SCC Sidebar’s bottom toolbar will be displayed when the tracking code is triggered by the recipients of all such emails, as if they were marked as important (pinned) in the Engagement panel by the user.

Note

The Magic Pixel tracking code only gets auto-inserted into emails if your Revenue Inbox Add-In/Chrome Extension is opened when you create a new email; if it’s closed when you compose an email, the tracking code will not be inserted.

  • Do not load related objects lists. If you select this checkbox, Revenue Inbox will not display related objects in the Sidebar.
  • Include internal emails into search results. By default, Revenue Inbox does not display objects related to internal emails. Select this checkbox to allow Revenue Inbox to search for internal email addresses in Salesforce and display all objects related to the opened internal email.
  • Hide Chatter. Toggle this setting to show or hide Chatter access button in RI Sidebar
  • Do not allow sharing email message in Chatter feed. Select this checkbox if you do not want to get auto-generated Salesforce Chatter notifications about emails and attachments processed by Revenue Inbox.
  • Do not allow attaching .EML files to objects. This setting defines whether you are allowed to save email messages converted to .eml files with Salesforce objects. See this article for more information.
  • Do not allow to work with email templates. This setting manages the possibility to use Salesforce email templates from RI Sidebar.
  • Do not allow to search objects in LinkedIn. This setting manages the possibility to search an Account or Contact in LinkedIn from RI Sidebar.
  • Support Case Assignment Rules. Enable this setting if you want to have the ability to assign Support Cases in queues via RI Sidebar using Case Assignment Rules, in order to assign Cases to your colleagues according to you preferences.
  • Support Lead Assignment Rules. Enable this setting if you want to have the ability to assign Leads in queues via RI Sidebar using Lead Assignment Rules, in order to assign Leads to your colleagues according to you preferences.

 

The next block of settings manages saving emails as activities in Salesforce:

  • Do not select “Auto-save in thread” by default. This setting makes the Auto-save all emails in this thread checkbox in the Record email as activity to Salesforce dialog unchecked by default, so you will need to select this box specifically for those messages you consider worth adding to the relevant correspondence thread in Salesforce. This implies performing an extra action on email processing, but allows saving some storage space in your Org.

Note

In case Auto-Save Emails in Threads synchronization setting is enabled and this box is selected, when you save an email by clicking the Save button, the Auto-save new emails within this thread checkbox will still be unselected by default and you will have to manually select it to auto-track the thread in Salesforce.

 

  • Edit email body in Save dialog. See this article for complete information about this setting.

 


 

3. Duplicates for Objects Linking

Please refer to this article for complete information on the Allow creating duplicated emails in Salesforce setting and the Allow creating email duplicates to be linked to these object types field which makes this setting more selective.

Also see this article for information on objects linking mechanics.

Important

Please note that if you adjust the duplicate handling settings, for these changes to be applied you must log out from Revenue Inbox Add-In and then re-log in.

 


 

4. Defining Record Associations (Smart Linking)

Another set of options under Application settings on the right-hand side of Customization page is intended for adjusting Add-In/Chrome Extension behavior when it processes new emails or events.
Disallow linking to emails for the following objects - object types entered in this field will not be selectable to be linked to email records.
Pre-select for linking to emails - object types entered in this field will be auto-selected to be linked to new email records. This function is only available if you are using Adaptive view.
Disallow linking to events for the following objects - object types entered in this field will not be selectable to be linked to event records.
Pre-select for linking to events - object types entered in this field will be auto-selected to be linked to new event records. This function is only available if you are using Adaptive view.

 


 

5. Choosing a Set of Salesforce Objects to Display

To change the set of Salesforce objects handled via Revenue Inbox Sidebar, by enabling object types in the left pane:

5.1. Use the Quick Find field to search for necessary Salesforce objects.

  5.2. After an object is selected, its object card will appear in the central pane Objects in Revenue Inbox. If necessary, adjust the fields and settings on the card to customize how this object will be handled.

 


 

6. Customizing Object Card Appearance and Behavior

You can set up how object cards appear and behave in Revenue Inbox Sidebar by making the following adjustments on the Customization page (the central column Objects in Revenue Inbox). These settings are defined specifically for every object type enabled in Revenue Inbox handling scope; note that some custom objects require additional configuring to be handled by Revenue Inbox.  

      6.1. Selecting which fields to show

      You can have up to four object fields shown on an unexpanded card. To define which fields to show, pick the needed field names in the list; to remove an unneeded field use the X icon.

 

      6.2. Specifying card sort order

      Use the Sort by picklist to set the order in which object cards will appear on the Sidebar’s home screen or in search results.

 

 

Note

The Account type opened in the central pane has an additional setting Allow to Create Person Accounts, which is displayed if Salesforce Person Accounts are enabled in your Org. When enabled, this setting allows Person Accounts to be created via RI.

>>> Click to see a screenshot <<<

 

      6.3. Defining the search/view scope

      To get focused results, Revenue Inbox Add-in applies custom Salesforce views (filters) when searching for records, and you can specify which filter you want to be applied for every object type, by selecting them in the Global search filter picklist.

For example, if you want Revenue Inbox to search only among the Accounts created by you, set My Accounts in the picklist opened for the Accounts type in Customization page’s central pane.

Tip

Besides the pre-set views you can add your own custom created Salesforce views – Revenue Inbox will automatically take up new custom list views you create in Salesforce.

      Besides this general scope focusing mechanism, you can also set additional filtering to be applied on handling of specific types of records in the Sidebar, using the Contextual search filter setting.

Contextual search filter also uses pre-set or custom created views, to focus Related and searched for records in the Sidebar, based on specific field values criteria, e.g. Status, Created date, Priority, etc. For example, if the Default filter is set for Opportunity objects, only those related Opportunities which are not older than one year and are not closed are shown, but if you want to make the scope of handled records focused according to your needs, you can create your own view according to your preferences.

      The animation below demonstrates how to change the view filters for different object types:

 

Note

There is a selection of pre-set Global and Context view filters available for every object type, suiting various records filtering needs, the default one is Default filter of Revenue Inbox; to see a filter’s criteria hover the mouse over it in the picklist.

Important

Both user-initiated search and initial search results are affected by this filter. To avoid confusion, refer to this article for special considerations about using this filter.

 

      6.4. The Search by list

      This customization setting allows to define what object fields are used both when Revenue Inbox retrieves existing associated records and when you are searching for a certain record of this type. Refer to this article to learn how to use this setting.  

      6.5. Allow creating or updating records

Select the Allow create or Allow update checkboxes to allow selected card type objects to be created or updated, respectively, via record cards.

Important

This checkbox is completely unrelated to Salesforce permissions – it only adds an additional permissions level within Revenue Inbox. For example, if a user is not allowed to create or update Lead records in Salesforce, one will not be able to create or update these records regardless of this setting’s status.

 

      You can select object types not to be displayed in Revenue Inbox search results. Enabling this setting also removes selected object types from related records list.

 


 

7. Changing Card Order and Pinning Cards

You can adjust the cards’ order in the Sidebar by either dragging them in the list or by clicking the β€’β€’β€’ (More) icon in a card’s upper right corner and moving the cards to the top or the bottom of the list.

Note

The category tabs’ (separators) order can also be adjusted directly on Revenue Inbox Sidebar’s Home screen: hover the mouse over an items category, e.g. Activity Timeline, then click the β€’β€’β€’ (More) icon that appear on the right-hand side and then select either Move tab to Top or Move tab to Bottom.

 

 

You can pin object type cards to their categories (tabs) displayed in the Sidebar at all times, even if Revenue Inbox cannot find associated items of that type in Salesforce.
To do that, find the item type’s card in the central pane and toggle the πŸ“Œ (Pin) icon in its upper right corner.

Tip

The recommended cards to pin besides all Salesforce record types you work with: Activity Timeline, Tasks, Events, Emails. That is required to ensure that their category tabs (separators) are seen on the Sidebar’s Home screen even when no such items have been registered yet.

For example, if the Case card is not pinned on the Customization page, this object category will not be displayed in the Sidebar if no Case related to selected email or calendar item is found in Salesforce.

 


 

8. Customizing Detailed Card View

In addition, via the page’s central pane you can define which record fields will be handled as Important. Important fields are listed for viewing and editing in an object card’s detailed view displayed when the > (Expand) icon is clicked in an record card’s header in the Sidebar, as well as in the Create new {record type} dialog and the Save email / Save event dialog. Also refer to this article for additional details on how fields and layouts are handled.

Important

Please note that a field is also handled as Important if it is set to be auto-prefilled with data (when viewed in the create a new record in Salesforce dialog).

  To customize the detailed view, do the following:

8.1. On the Customization page, click Detailed view in the card.

  8.2. Click the field you want to add to the card. You can use the Filter field to search for Salesforce fields that are not currently enabled in the Sidebar.

  8.3. Click the notepad icon to show more details about the field. You can designate it as Important

  Important fields are prioritized for displaying when you create new records or view existing ones in the Sidebar. You can toggle the Show only important fields checkbox to display only fields designated as Important, or display all fields.

  8.4. Click Done

Important

Please note that if you adjust objects’ or fields’ settings, for these changes to be applied you must log out from Revenue Inbox Add-In and then re-log in.

 


 

9. Configure Attachments Saving in Salesforce

Tip

Refer to this article for an overview of how files attached to emails/meetings are handled by Revenue Inbox.

There are two different object types used for storing email/event attachments in Salesforce, Content document (File) (in both Lightning Experience and Salesforce Classic) and Attachment (representing the the older approach used in Salesforce Classic). The differences between them are summarized in this table (check the columns CRM Content and Attachments respectively).

Using Salesforce Content documents, the recommended way, allows to avoid duplication of stored files and to optimize Salesforce storage use, while Salesforce Attachments are used only when the first option is not available. To determine which type is used for storing attachments in your Org, see this Forcetalk thread.

Depending on what kind of object is used for storing attachments in your Salesforce, to set up attachment saving via Revenue Inbox you need to enable the respective object in the central column Objects in Revenue Inbox on Customization page.

To set up attachments setting via Revenue Inbox, open Customization page, find the Content document (File) or Attachment type in the left pane Objects in Salesforce and select the checkbox next to it. The object will be added to the central column, all its settings and fields automatically populated. If both object types are selected, Content document (File) will prevail, so if your Salesforce Org uses Attachment objects, make sure that the other box is disabled. And keep in mind that if neither object type is enabled Revenue Inbox will not be able to save attached files in Salesforce.

 


 

Attachments auto-selection

In the latest RI updates end users can set how files attached to emails or calendar items should be handled by default, through auto-selection. This setting is located at the bottom of the right pane of Customization settings. The available options are:  

  • Only autoselect files > 100 kB - this option allows to prevent saving in Salesforce of small images or animations attached to an email/calendar item as part of the signature, for example; however, the users will be able to select them, if needed.
  • Autoselect all attached files - this option means that any attached files will be autoselected to be shared in Salesforce; but the users will be able to unselect unneeded attachments
  • Do not autoselect attached files - this option means that no attached files will be autoselected; but the users will be able to select needed files

 


 

10. Default Customization Settings

If you have changed some of the above described settings and the resulting Add-In/Chrome Extension behavior does not meet your preferences, you can always revert to the default behavior by clicking the button Reset to default settings at the top of Customization page. The default set of settings is defined specifically for your Revenue Inbox implementation by RevenueGrid.com and your local assigned administrator; during a reset all object-specific and Add-In/Chrome Extension behavior settings are reverted to their default values except for the Use Adaptive view one. Please note that user-specified settings can be backed up and recovered from another user in the same organization using customization management mechanisms.  

 

Setting the Default (Initial) Customization

In the latest Revenue Inbox updates the default (initial) set of customization settings can be defined by local Revenue Inbox Admin, to be applied right after the product is installed or after customization is reset to default by clicking the Reset to default settings button in Customization page header. This feature enables quick uniform management of settings for different user categories and facilitates restoring product functioning after unwanted adjustments were made in the settings.