Using the Product with Gmail boxes via the Chrome Extension¶
Using the Extension’s Sidebar¶
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’s pane, in Gmail box or Google Calendar UI, click the Salesforce button in the toolbox on the right.
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
Saving Emails in Salesforce¶
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 three ways to save an email from Gmail Inbox or Sent folders to Salesforce:
A. 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)
Unlike saving emails in compose mode in MS Outlook which is only performed by Revenue Inbox synchronization, with the Chrome Extension Gmail/G Suite messages can be shared in Salesforce directly and immediately using the Save button at any point in view or compose modes.
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.
B. 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
C. By assigning the email the blue Salesforce Emails label
The other custom label/Gmail subfolder added to your mailbox on Revenue Inbox installation is Tracked successfully; this label/subfolder marks emails and calendar items which have already been successfully saved in Salesforce via Revenue Inbox.
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.
Saving Archived emails¶
Syncing Calendar Events in Salesforce¶
Google Calendar Events saving is performed on the following sync session; it may take between 1 and 30 minutes for a saved Event to appear in Salesforce.
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
1.3. Click Save at the top of Revenue Inbox Extension’s Sidebar. The Save this event to Salesforce dialog will appear
3. Color-coding (only available by request)
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; 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, Blueberry is set as the marker for events saving in Salesforce by Revenue Inbox synchronization, unless another color is configured.
Events handling features presently unavailable in Revenue Inbox Chrome Extension¶
Several calendar items handling mechanics available in Revenue Inbox MS Outlook App or Web Sidebar are presently not implemented in the Chrome Extension:
- No saving of series of recurring Events supported
- No auto-saving of files attached to events: Attached files saving only be performed using the Save button
- Setting special Event reminders is not available
- Only Event organizers (but not the in-org attendees) can save events using color-coding (see point (2) above)
Syncing Contacts between Gmail and Salesforce¶
Also see this article to learn more about syncing of Contacts.
You can sync a Gmail Contact in Salesforce in the following way:
By assigning the Contact you need to sync in Salesforce the custom Salesforce Contacts label. This custom Gmail folder/label is added to Gmail on sync activation and is then used as the marker for Contacts syncing in Salesforce by RI sync engine.
In addition to that, your business Contacts existing in Salesforce get down-synced to Gmail, as auto-created Gmail contacts.
Syncing Tasks between Google and Salesforce¶
Presently, syncing of recurring Task series is not supported in either direction, only a single Task from a series gets synced per attempt
RI Chrome Extension also allows to easily synchronize Google Tasks in Salesforce using the custom Salesforce tasks list auto-created in Gmail by RI Sync engine. To sync a task:
1. Open the needed task in Gmail
2. Add the Task to the custom Salesforce tasks list. See this Google article to learn how to add a Task to a List.
You may also assign several Tasks in bulk this way
3. Now the Task will be automatically synced to Salesforce on the following Sync session within 1 - 30 minutes, depending on the current Sync period
Also see this article to learn how Google Tasks fields are matched with Salesforce Tasks fields.
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 App or Web 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¶
1. Click on the ☰ (Menu) icon in the Sidebar
2. Select Refresh in the Menu
>>> Click to see a screenshot <<<
Differences between the Exchange/Office 365 Add-In implementation and the Chrome Extension for Gmail¶
The Extension does not require additional Gmail singing-in to access the Sync settings page
Presently, the Extension only supports the following RI Smart Actions:
Book Me (Calendar Availability), Time slots, Engagement panel (only auto-insertion of the tracking code is supported, and it is inserted only while the Extensions Sidebar is opened), Salesforce Templates, Observations, Reports
Presently, the Extension does not support automatic saving of all emails in a communication thread
- The Extension can save emails in Compose mode immediately in Salesforce, independently from RI Sync; the resulting Salesforce Task’s or EmailMessage’s Date and time field are set to the Date and time when the Sidebar was opened to save it
- Smart description is not supported
- No sharing in Salesforce of inline attachments (also not supported in the Exchange/Office 365 Add-In implementation). However, the Chrome Extension can share in Salesforce files sent as Google drive links
- No “default attachment” (an email’s exact copy in .eml format) saving available
- No calendar events insta-sync available