Customizing Revenue Inbox Settings

Tip

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 Salesforce app in your Org - it will enable the full scope of RI features on the Salesforce side.

Revenue Inbox Customization page allows adjusting various aspects of interaction between the Add-In/Chrome Extension and Salesforce (including viewing, processing, and search patterns for different types of objects and their fields), as well as the appearance and functioning of Revenue Inbox Sidebar for individual users. 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 changes made to your customization, click Discard changes before saving the configuration. Once a customization is saved, you can only reset to default customization settings, so your previous settings will be lost.

 

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.

 

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 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 MagicPixel into all composed email messages. 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 in the Engagement panel by the user.

Note

If your Revenue Inbox Add-In/Chrome Extension is not opened when you create a new email, the MagicPixel tracking link will not be automatically inserted and you will not be able to track email opens.

  • Do not load related objects lists. If you select this checkbox, Revenue Inbox will not display related objects in the Sidebar.
  • Use Adaptive view; Classic view is used when unchecked. Select this checkbox to use Adaptive view (also known as Cognitive user interface) as your default Revenue Inbox view.
  • 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.
  • 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.

 

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

If the Auto-Save Emails in Threads synchronization setting is enabled and this setting is checked, when you save an email by clicking the Save button, the Auto-save all next emails in this thread checkbox will still be unselected by default and you will have to manually select it to auto-track the thread in Salesforce.

 


3. Handling Duplicates

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.

Important

Please note that if you adjust the duplicate handling settings, for these changes to be applied you must log out from Revenue Inbox 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 shown in the Revenue Inbox Add-In/Chrome Extension, do the following:

1. On the left-hand side, in the Objects in Salesforce area, specify which Salesforce objects you want to be available in Revenue Inbox Add-In/Chrome Extension.

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

3. As you select an object, its object card will appear in the Objects in Revenue Inbox area. If necessary, use this card to customize how this object will be displayed.

 


6. Customizing Object Card Appearance and Behavior

You can change how object cards appear and behave in Revenue Inbox 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; 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 a card. To pick which fields to show, select the field names in the list. Click the X button to remove a field from the card.

      6.2. Specifying card sort order

      Set the order in which object cards will appear on the home screen or in search results, use the Sort by picklist.

Note

In the latest Revenue Inbox updates Account card 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

      Revenue Inbox applies custom Salesforce views (filters) when searching for records via the Add-In/Chrome Extension and you can specify which one you want to use by selecting it in the Global search filter picklist (formerly known as Search in Salesforce view). For example, if you want Revenue Inbox to search only for Accounts you created, set My Accounts in the this setting opened for the Accounts object in Customization page’s central pane. Please also note that besides preset 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 search filtering pattern, in the latest Revenue Inbox updates you can also set additional filtering to be applied on displaying specific types of Related records by means of the Contextual search filter setting. Contextual search filter also uses preset views or customly created ones, to define what records will not be displayed among Related records in the Sidebar when you select an email or event, based on specified object fields: Status, Created date, Priority, etc. For example, if the Default view is used, only those of related Opportunities which are not older than one year and are not closed are shown, but if you want to make the scope of displayed related records more or less focused, 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 preset Global and Context view filters available for every object type, suiting various record filtering needs, the default one being Default filter of Revenue Inbox - hover the cursor over this filter in the picklist to see its criteria.

Important

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

      6.4. The Search by list

      This customization setting determines what fields of this object type are used in Revenue Inbox search, both initial and user initiated. Please refer to this article to learn how to use this setting.

      6.5. Granting permissions to create or update connected records

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

Important

This checkbox is completely unrelated to Salesforce permissions – it only adds an additional permissions level within Revenue Inbox. For example, if users cannot create or update Lead records in Salesforce, they will not be able to create or update these records regardless of whether this checkbox is selected or not.

      You can select object types not to be displayed in Revenue Inbox search results. This checkbox also removes selected object types from initial and user-initiated search altogether:

 


7. Changing Card Order and Pinning Cards

You can change the card order by either dragging the cards or by clicking the ••• (More) icon and moving the cards to the top or the bottom of the list.

You can pin cards to have them available in the Add-In/Chrome Extension at all times, even if Revenue Inbox cannot find any related records of that type in Salesforce. For example, if the Case card is not pinned on the Customization page, it will not be displayed in the Add-In/Chrome Extension unless there is an existing case in Salesforce related to the opened email.

 


8. Customizing Detailed Card View

In addition, via the page’s central column you can choose which record fields will be handled as Important, that is, listed for viewing and editing in the card’s detailed view (displayed when the > (Expand) icon is clicked in the record’s header in the Sidebar), as well as in the Create new {record type} dialog and the Record email as Activity to Salesforce dialog that appears when you save a new email or calendar item manually in Salesforce. Please 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 automatically prefilled with data (when viewed in the create a new record in Salesforce dialog).

To customize the detailed view, do the following:

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

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 used in Revenue Inbox.

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 records in the Detailed view. You can use the Show only important fields checkbox to only display fields you designated as important, and vice versa.

4. Click Done or Discard to save or discard the Detailed view settings.

Important

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

 


9. Setting up Attachments Saving in Salesforce

Please 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). Essentially, using Salesforce Content documents allows to avoid duplication of stored files and to optimize Salesforce storage use, while Salesforce Attachments are used only when the other method is unavailable. To determine which object is used for storing attachments in your Org, please refer to 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 do that, open Customization page, find the Content document (File) or Attachment object in the Objects in Salesforce column on the left-hand side of the page 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 one is unselected. Finally, please note that if neither object 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.