Revenue Inbox Activities Synchronization Settings Explained¶
Some Synchronization 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 Salesforce app in your Org – it will enable the full scope of RI features on the Salesforce side.
Revenue Inbox includes a number of settings that control how email messages and calendar items are shared with Salesforce. To configure these settings:
- Open the Dashboard
- Go to the Sync settings page > Detailed Settings and see the Activities Sync Settings block.
This article explains specific Sync settings which can be managed.
Please note that if you adjust the Auto-Save All Emails in A Thread sync setting or update the list of Blacklisted email addresses/domains; for these changes to be applied you must log out from Revenue Inbox and then re-log in.
Automatic Saving of Emails (emails autosharing)¶
You can get all relevant (see point 5 in this article) incoming and outgoing email messages automatically saved in Salesforce. With automatic saving enabled, your email messages will be automatically saved as Salesforce Tasks or Email messages linked to related Contacts, Leads, and other Salesforce objects retrieved according to these principles. Emails autosaving is performed not immediately but on the following synchronization session.
If you receive or send an email from/to an unresolved (not previously registered in Salesforce) Contact or Lead, Revenue Inbox can create a relevant Salesforce automatically to autosave it. See this article for more information.
To enable or disable automatic emails saving by RI: in the Emails block, toggle the Enable Auto-Saving switch button
Inbox SPAM processing¶
If Emails auto-saving is enabled and Leads or Contacts auto-resolving is set up in your configuration, Revenue Inbox will process SPAM emails from non-blacklisted email domains which get through to your MS Outlook or Gmail Imbox. That happens because RI processes all new non-internal emails in the automatic saving mode and it has no means to differentiate between business emails from previously unknown business contacts and SPAM emails. This way, in this mode Revenue Inbox will also auto-create Leads or Contacts (plus Accounts) in Salesforce based on SPAM email’s data.
If that happens:
1. Delete the auto-created Lead or Contact plus Account directly in Salesforce. It’s one of the basic principles of Revenue Inbox not to delete any records from Salesforce, so that must be performed manually by the user.
2. Select the auto-processed SPAM email in MS Outlook’s Inbox and click Do not sync in the Suggested new records tab in Revenue Inbox Sidebar. This will add the email address to RI’s not-for-syncing blacklist
or you can mark the SPAM email as Junk mail in MS Outlook so it will be automatically moved from the Inbox, this way preventing its autosaving by Revenue Inbox
To prevent autosaving of SPAM emails, make sure that they do not get into your Inbox, by using MS Exchange’s anti-SPAM mechanisms on both user level and Admin level.
Automatic Sharing of Email Threads¶
Revenue Inbox offers the ability to automatically save entire email correspondence threads to Salesforce.
With automatic sharing of email threads enabled, all emails in a thread of your choice will be saved automatically, linked to relevant contacts or leads, as Salesforce activities (completed Tasks or Email message objects).
To enable this, in the Email Sync Options section, turn on the Auto-Save All Emails In a Thread switch button.
After the setting is enabled, to save any email in a new or existing conversation thread, in the Save this email to Salesforce dialog, see that the Auto-save new emails within this thread checkbox is selected and click Save.
All non-blacklisted/internal future emails which belong to selected correspondence thread will be automatically saved in Salesforce as Task objects or EmailMessage objects (if your Org has Enhanced email enabled).
Linking to Opportunities¶
You can also have your emails associated not only with contacts and leads, but also with related opportunities. These related opportunities must satisfy all of the following requirements:
- You are the owner of the opportunity
- The account associated with the opportunity contains a contact of the person whose email address is specified in the From, To, or CC fields
If several opportunities satisfy these requirements, the email will be saved to the most recent one. If such opportunity was not found, the email will be saved to the account that is associated with the related contact. However, if neither an opportunity nor an associated account were found, the email will not be shared at all. This setting applies only to automatic email/event sharing, not to manual saving of events/emails.
To enable the possibility to link saved Emails to Salesforce Opportunities, in the Misc. Settings block toggle the Link to Opportunities switch button.
Automatic Syncing of Calendar Items (events autosharing)¶
You can have all your incoming and outgoing Calendar items automatically synced in Salesforce.
With automatic meetings syncing enabled, your meetings will be automatically synced up to your Salesforce calendar and also to the calendars of your colleagues Revenue Inbox, if they were invited.
In the latest product updates, syncing of new Calendar items and their updates can also be performed within several minutes, via insta-syncing. This option is available for big Enterprise customers.
To enable automatic syncing of meetings, toggle the Enable Meetings Auto-Syncing switch button.
With automatic syncing of appointments enabled, your appointments will be automatically synced with your Salesforce calendar. To enable automatic sharing of appointments, toggle the Enable Appointments Auto-Syncing switch button.
Blacklisting Email Addresses and Domains¶
In the latest Revenue Inbox updates, this individual user-defined blacklist and the corporate blacklist managed by the local admin or by our Support team are complementary. That is, both these not-to-be-shared by sync blacklists are applied when Revenue Inbox processes your emails.
If you do not want email messages and calendar from/to certain addresses or domains to be shared with Salesforce, e.g. personal or in-company ones, you can add them to the blacklist. Revenue Inbox will never share emails from/to these addresses and domains in Salesforce automatically, however you still can save them directly via the Sidebar. Revenue Inbox Add-In also applies these addresses on initial search filtering, thus also excluding them from parsing in the Sidebar.
The blacklist is also applied on MS Outlook meetings and Gmail events sharing and auto-sharing in Salesforce. By default, MS Outlook Meetings or Gmail events which have only blacklisted addresses/domains among their invitees will not be autosaveable in Salesforce. Another way to prevent sharing of a calendar item is to mark it as Private.
If there is at least one non-blacklisted address/domain among the invitees, the calendar item will be autosaveable in Salesforce, linked to the corresponding Lead or Contact.
At that, there is also an option available for Enterprise RI customers that allows saving calendar items which have no Lead or Contact to link it to, see the details about the SalesforceEventAutoTrackIncludingNotShared setting in this article.
To add both email addresses and domains to the not-to-be-shared-by-sync blacklist, in the Misc. Settings block, Email Domains Blacklisted From Syncing box, specify all addresses or domains you want to exclude from auto-syncing in Salesforce.
For example, if you want to blacklist free email services such as Gmail.com and Outlook.com, add them to the Blacklisted Domains box as comma-separated values. Note that the list does not support using wildcards.
Both Emails and Meetings invitations received from addresses belonging to specified domains will not be automatically synced in Salesforce.
If an email is received from multiple senders, and only certain email addresses are in the blacklist, the email will still be linked to registered senders who are not blacklisted.
Additionally, Revenue Inbox enables you to blacklist specific email addresses right form the Sidebar. To do that, select an email from/to an address to be blacklisted from sync and click the Do Not Sync button in the New Records tab displayed in the Sidebad.
Other Sync Adjustments¶
Besides above-described regular sync adjustments, Revenue Inbox offers special synchronization settings to meet your company’s specific preferences - syncing calendar items as other object types besides events and one-way synchronization options.