The Updated Save Email/Save Event Dialogs

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The latest Revenue Inbox updates feature a revised “Save Email in Salesforce” / “Save Event as an Activity in Salesforce” dialog.

Tip

If you prefer to save your business communication and meetings in Salesforce automatically or semi-automatically, make use of the smart and flexible auto-saving features included in Revenue Inbox.

 

The dialog appears when you select an email or calendar item in MS Outlook/Outlook.com/Gmail Inbox or Sent folder and click the Save button in RI Sidebar in order to get the item shared in Salesforce. Refer to the articles on sharing emails and syncing calendar items for more details.

If the Save button is used, MS Exchange/Office 365 Emails are saved directly by RI Add-In in Read mode or by RI sync engine in Compose mode. In the latter case emails are saved in Salesforce on the following scheduled sync session (within 1-30 minutes).

 

Save Email dialog

Via this dialog you can:

  • search in Salesforce and select People and Business record(s) you want to link to the matching Task or Email message object in Salesforce
  • set the resulting Salesforce Task‘s Priority and Status and modify its Subject, if necessary. Or, if Salesforce Enhanced email is enabled in your Org, the resulting EmailMessage object‘s Subject
  • mark the attached file(s) you want to share in Salesforce along with the email, if any; modify the files’ names, if necessary
  • define if you want to auto-share in Salesforce future emails in the same correspondence thread (the Auto-save messages in this thread? checkbox). See this article for more information.

 

 

To proceed with saving, you need to select People records (WhoId) and Business records (WhatId) to be linked to the shared email in Salesforce under Linked records – unless the relevant objects have already been retrieved and added by RI initial search. Use the Search Salesforce records field to find these objects in Salesforce and select them; to remove an object from the list, click the x icon on the right-hand side.

Note that this field is now unified, used for both these object classes. To ensure proper linking according to your Revenue Inbox settings and Salesforce configuration, the dialog indicates it if there are conflicts in linking of selected objects.

Next, under Attachments, you can select files attached to the email to be shared in Salesforce along with it, including an exact copy of the message in .eml format. Refer to this article for more information. Note that you can also change the files’ names on sharing, by clicking the pencil (Edit) icon next to their names.

Note

An email attachment cannot be saved in Salesforce in the following cases: 1. if it exceeds the file size limit in Salesforce – 25 Mb per file; 2. if the file’s extension was not whitelisted by your local RI Admin.

Important

Please note that with Salesforce Enhanced email enabled, due to a technical limitation, when you save an email along with its attachments in Salesforce via the Add-In, the created Email Message object’s HasAttachment field will not convey accurate status regarding the presence of attachments, so this field/flag should be disregarded.

 

In addition, you can edit the values in the saved item’s Other fields, these are the key fields of the corresponding Task or EmailMessage objects defines in RI Customization Settings.
By default, for Task objects you can edit the Subject, Priority, Status (set to Completed if you do not prefer to set another value), and for EmailMessage objects you can edit the Subject field.

Tip

You can add some more editable fields to the dialog via Revenue Inbox customization settings. There you need to select the Task or EmailMessage object type respectively, and then in the object’s Detailed view mark the fields you want to edit via the dialog as Important.

 

In addition, if Automatic Sharing of Email Threads is enabled in your RI Sync settings, you can select the Auto-save new emails within this thread checkbox at the bottom of the dialog to get all future emails from/to this correspondent shared in Salesforce automatically, without your involvement.

After populating all necessary fields, click the Save button in the bottom right corner of the dialog to share the email in Salesforce.

When the email is successfully shared in Salesforce, a success toast notification pops up, signalling that the email was saved in Salesforce and (linked to) {number of related records} other objects. Besides, after the email is saved, it will be assigned the blue Salesforce category in MS Outlook.

If RI synchronization is active, the user-side differences between saving messages in Read mode and Compose mode is the kind of notification you will get (see the screenshots above) and the fact that messages opened in Compose mode will be saved in Salesforce on the following sync session (within 1-30 minutes), unlike messages opened in Read mode, which are saved immediately.

The Salesforce object created when saving an email is logged in Revenue Inbox Past activities under Activity Timeline and can be opened in Salesforce directly by clicking the blue Expand icon next to it.

 

Special considerations: what combinations of records s can be linked to shared emails

Case 1. If Allow creating duplicated emails is enabled in Revenue Inbox sync settings, up to 16 objects of different types can be linked via the dialog, the extra objects actually being linked to the clones of the email created in Salesforce by Revenue Inbox.

 

Case 2. Allow creating duplicated emails is disabled, Salesforce Enhanced email is not enabled, and a Lead is selected to be linked. In this case no other objects can be linked, according to the general Leads processing logics in Salesforce. Similarly, if any other object type was selected, no Lead can be added for linking.

And if a Contact was selected to be linked, no more People records (WhoId) can be added but Business records can.

 

Case 3. If Salesforce Enhanced email is used in your Org and EmailMessages type was enabled in RI Customization settings, and therefore your emails are saved in Salesforce as EmailMessage objects instead of Tasks. Plus Allow creating duplicated emails (see Case 2) is disabled.

In this scenario, your shared emails can be linked to a single People record (WhoId) only (a Lead or Contact) and also to multiple Business records (WhatId).

   


Save Event Dialog

The Save this event to Salesforce dialog appears when you open a sent calendar item in MS Outlook (or Gmail) calendar and click the Save button in RI Sidebar. It is used to initiate the item’s synchronization in Salesforce, linked to relevant People and Business records.

Important

Note that calendar items can only be synced with Salesforce after they are sent.

To proceed with saving, you need to select People records (WhoId) and Business records (WhatId) to be linked to the synced calendar item in Salesforce under Linked records – unless the relevant objects have already been retrieved and added by RI initial search. Use the Search Salesforce records field to find these objects in Salesforce and select them; to remove an object from the list, click the x icon on the right-hand side.

Note that this field is now unified, used for linking objects from both these categories. Since, unlike a Task or EmailMessage, a Salesforce Event can be linked to a number of Business and People records, there are no linking conflicts/limitations applicable for this field.

 


Editing saved Email’s body

In the latest Revenue Inbox updates, there is an optional feature that allows editing emails’ bodies on saving to Salesforce. The feature is managed by the setting Edit email body in Save dialog in Customization Settings. Note that it’s not available in most configurations, unless specifically requested by contacting our CSM team, this option is available only for Enterprise customers.

This feature’s limitations: only bodies of emails saved in Read mode can be edited on saving; HTML formatting is not supported; it is not available for Enhanced Emails – that is, only matching Tasks’ Descriptions can be edited. Finally, email bodies exceeding the field’s limit (32k characters by default) get auto-truncated.