Using Revenue Inbox for Salesforce with Gmail via the Chrome Extension

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Using the Extension’s Sidebar

Tip

The Extension’s pane in Gmail is mostly identical to Revenue Inbox Sidebar in MS Outlook; it includes the same set of controls and information fields with the same functions. Therefore, you may make use of the guides on using Revenue Inbox Add-In interface (guide 1, guide 2) to learn how to work with the Chrome Extension. Similarly, Customization and Synchronization settings of the Chrome Extension mirror ones available for the MS Outlook Add-In.

After you sign in to your Gmail box, you the Revenue Inbox extension will be opened in the pane on the right-hand side of the Gmail window opened in Chrome browser.  

 

To show or hide the Revenue Inbox extension pane, do the following:

  • In Gmail or Google Calendar, click the Salesforce button.

You can interact with Salesforce via the Extension while:

  • Viewing an email message, either in Inbox, Sent Mail, or any other folder
  • Composing a new email message
  • Viewing or creating an event in Google Calendar

 

After you set up the Chrome Revenue Inbox Extension to interact with your Gmail box, you can perform the following actions

 


 

Sharing Emails in Salesforce

Important

Please note that the Extension does not process email messages marked with checkbox ticks in Gmail interface, instead it requires actually opening every email to process them.

There are four ways to share an email from Gmail to Salesforce:

1. Using the Save button in the Extension’s panel (direct/manual saving)

  • Select an email from Gmail Inbox or Sent folder or compose a new message
  • Mark Contact(s), Account(s), or other related Salesforce objects to be associated with the email in the Extension’s Sidebar
  • Click Save in Revenue Inbox Extension’s window
  • the Save this email to Salesforce dialog will appear

In this dialog, you can set several aspects how the email shall be shared in Salesforce:

    1. Using the Search Salesforce records field, select People and Business Salesforce object(s) to be linked to the email in Salesforce via the Related To field of the resulting Task or EmailMessage items
    2. (optional) Select email attachments to be stored in Salesforce along with the message
    3. (optional) Modify the Subject for the matching Task/Email message created in Salesforce
    4. Set the Priority for the Task/Email message
    5. Set the Status for the Task/Email message (set to Completed by default)

Note

Unlike saving emails in compose mode in MS Outlook which is only performed by Revenue Inbox synchronization, with the Chrome Extension Gmail/GSuite messages can be shared in Salesforce directly and immediately using the Save button at any point in view or compose modes.

Tip

When a Gmail email is saved via RI, the Activity date/time (that is, the matching Task object’s completion date/time or the matching EmailMessage object’s Sent date/time) are set based on the date/time then the Chrome Extension’s Sidebar was opened in Gmail to handle this email.

 

2. By moving (or dragging-and-dropping) the email you need to save in Salesforce to the custom Salesforce Emails folder. This folder/label is created and set as the marker for item autosharing in Salesforce by Revenue Inbox synchronization

 

3. By assigning the email the blue Salesforce Emails label

 

The other label/Gmail subfolder added to your mailbox on Revenue Inbox installation is Tracked successfully; this label/subfolder marks emails and events which have been successfully autosaved in Salesforce by Revenue Inbox synchronization.

Important

In the cases 2 and 3 email sharing is performed by Revenue Inbox synchronization, that is, not instantly but on the following sync session (within 1-30 minutes). The Task/Email Message object created this way will be automatically linked to primary related objects retrieved by Revenue Inbox initial search.

 

Sharing Archived emails

Archieved Gmail messages can be shared in Salesforce via RI Sync just like any other email messages, but assigning them the Salesforce emails label or clicking the Save button.

 


 

Syncing Calendar Events in Salesforce

Note

Unlike sharing MS Outlook calendar items via Revenue Inbox Add-In, sharing Google Calendar items is performed instantly, that is, it does not require waiting for a sync session.

Sharing Google calendar events in Salesforce can be done in three ways:

1. Using the Save button in the Extension’s panel (immediate/manual saving)

    1.1. Open the calendar event you want to sync with your Salesforce calendar

    1.2. Search People and Business Salesforce objects and mark the checkboxes next to their names in the Extension. If no relevant objects exists, create them

    1.3. Click Save at the top of Revenue Inbox Extension’s Sidebar. The Save this event to Salesforce dialog will appear

    1.4. Add People or Business records to be linked to the resulting Salesforce Event using the Search Salesforce records field
 

2. Revenue Inbox can be set up to share all Calendar events automatically on synchronization sessions. Please refer to this article for detailed information on these settings.

In the cases ( 2 ) and ( 3 ) the Event object created this way will be automatically linked to primary related objects retrieved by Revenue Inbox initial search.

Tip

To exclude an email message or event from being shared in Salesforce, you can add its email address to sync blacklist in synchronization settings.

 

3. Color-coding (only available by request)

Important

In the latest Extension updates, this syncing method is disabled by default and it can be enabled exclusively for for big Enterprise Revenue Inbox customers by request sent to our Customer Success Managers team. Along with the request you should specify what color(s) you want to use for color-marking Gmail calendar events to be synced with Salesforce. The available colors are: Tomato, Tangerine, Banana, Basil, Sage, Peacock, Blueberry, Lavender, Grape, Flamingo, Graphite. That is required to prevent confusion of colorcoding patterns already in place within a company. In addition, you can define the time range for Events syncing (by default that is 15 days in the past from the actual date). Search GoogleCalendarLastActivityTimeSpan in this article for more information.

By marking the event with the chosen color – this color marking is not to be confused with Gmail labels.

In the latest Revenue Inbox updates, the event will be shared in Salesforce within 1-3 minutes owing to the Insta-Sync feature. Note that after you set up Revenue Inbox, the Blueberry blue color is automatically set as the marker for item auto-sharing in Salesforce by Revenue Inbox synchronization

   

Events handling features presently unavailable in Revenue Inbox Chrome Extension

Several calendar items handling mechanics available in Revenue Inbox MS Outlook/Office 365 Sidebar are presently not implemented in the Chrome Extension:

  • No sharing of series of recurring events supported
  • No auto-sharing of files attached to events: attached files sharing can be performed only along with events saved using the Save button (see point (1) above)
  • Send meeting time slots / Share calendar availability are presently unavailable
  • Setting special event reminders is not available
  • Only event organizers (but not attendees) can save events using color-coding (see point (2) above)

 


 

Sharing Contacts in Salesforce

You can share a Google contact in Salesforce in the following way:

By assigning the contact you need to share in Salesforce to the custom Salesforce Contacts label. This folder/label is created and set as the marker for item autosharing in Salesforce by Revenue Inbox synchronization

 


 

Searching for and creating Salesforce objects via the Extension

You can search for or create Salesforce objects in the Extension in the same ways as in Revenue Inbox MS Outlook/Office 365 Add-In. Please refer to this article for detailed information on these functions.

For information on how to install the Revenue Inbox extension in your Chrome browser, refer to the article Signing Up with Revenue Inbox for Salesforce and Gmail.

 


 

How to refresh the Sidebar

To refresh the Chrome Extension Sidebar’s user interface and the data displayed in it, for example after importing or adjusting the Extension’s Customization settings,

>>> Click to see a screenshot <<<

 


 

Differences between the Exchange/Office 365 Add-In implementation and the Chrome Extension for Gmail