Match My Email Email Syncing Service User Guide
Reklam
Reklam
Match My Email
User Guide
Multi-Match Version
Version 2.7.3
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© Copyright 2013, RAE Internet Inc. (doing business as Match My Email).
This document is the copyrighted intellectual property of RAE Internet Inc., a corporation domiciled in the State of New York, with its principal offices at P. O.
Box 143, Ardsley on Hudson, New York 10503.
The document may be copied in whole or in part, provided that each copy contains this copyright notice.
The information contained in this manual was compiled with care. Nevertheless, erroneous statements cannot be excluded altogether. RAE Internet Inc., the authors and the translators are not liable for possible errors and their consequences.
The names of software and hardware used in this manual may be registered trademarks; they are used without guarantee of free usability. RAE Internet Inc. generally follows the spelling conventions of the manufacturers. The reproduction of brand names, trade names, logos etc. in this manual (even without special marking) does not justify the assumption that such names can be considered free (for the purposes of trademark and brand name regulations).
Please direct any [email protected] recommendations or comments to
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Table of Contents
Match My Email Web Tabs in Salesforce .............................................. 8
Getting Around in MME ........................................................................ 10
Commands-Ignore, Delete, Reprocess, Save .................................................... 15
Reprocess Command ............................................................................ 18
Save Command (Troubleshooting) ........................................................ 19
Type Matches & Match Detail pop-up commands .............................................. 21
Create (and Match) a New Salesforce.com Object ................................ 22
Reassigning Ignored Messages ............................................................. 25
‘Ignore’ Page & Personal Ignore List ................................................... 29
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Google Docs Integration, Google Mail Integration, Domains & Users web tabs . 30
MME Special Features .......................................................................... 31
Multiple or Secondary Email Address Matching to a Single Contact .................. 31
Error Message: API_DISABLED_FOR_ORG: ................................................... 32
Using Microsoft Internet Explorer, Web Tab log-in is unresponsive ................... 32
Master Services Agreement ................................................................. 34
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1.
Introduction
The purpose of Match My Email (“MME”) is to integrate your email account or accounts with
Salesforce.com (SFDC). MME is designed to be fully automatic, 24/7/365, always on and operate with little or no end-user intervention. MME is a cloud service that is accessible via a browser using a username and password. MME is platform-independent and leverages open standards such as IMAP for email and OAuth for authentication. The service syncs and logs email and its attachments to standard Salesforce.com objects like Leads, Contacts,
Accounts, Person Accounts, Opportunities and Cases.
MME’s goal is to make email syncing as seamless and automatic as possible while creating a
100% complete and accurate email log inside of Salesforce.com. Its goal is to do all the work associated with email syncing for the end-user. Time studies show that MME saves the average user 100 hours of manual labor per year.
The service is desi gned to be “set up and forget” and operate completely in the background.
Once an end-user has set up his or her credentials, the service works with no user intervention, including password authentication.
MME allows the user to focus on his or her work, not email syncing and logging, and get the most value out of the organization’s technology investment.
1.1. Design Goals
The design objective of MME is to put all customer email communications into the right object(s) in Salesforce.com with no user activity required.
Fully Automatic
In contrast to other solutions, MME is fully automatic. It imports emails and their attachments from an enduser’s email account(s), processes the email in the MME cloud and then uploads
‘matched’ emails to Salesforce.com objects.
MME analyzes email headers looking for email addresses in the TO:, FROM:, CC: and BCC: lines and matches those emails addresses to ‘email address fields’ extracted from
Salesforce.com objects such as Leads, Contacts, Accounts, Opportunities, Person Accounts and Cases. When an email address in an email matches an ‘email address field” in
Salesforce.com, MME declares a “Match” state and uploads the email and its attachments to the relevant object(s) in Salesforce.com.
MultiMatch
MultiMatch is a game-changing technology that syncs an email address contained in an email to every object in Salesforce.com with the same email address. MultiMatch ensures that the email record or log in Salesforce.com is 100% complete and accurate.
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Set Up and Forget
MME is a cloud connector. It integrates data from the email cloud with the Salesforce.com cloud. For MME to work it requires three sets of credentials, i.e., usernames and passwords to the (a) email cloud, (b) MME cloud and (c) Salesforce.com cloud. MME contains an authentication layer that authenticates these usernames and passwords only once and then maintains communication between the email cloud, MME cloud and Salesforce.com using open standards a fter the initial set up. MME’s authentication layer is based on open authentication or OAuth and IMAP.
Always On
MME is on 24/7 365 days per year. It syncs your email in the cloud, not at the laptop, desktop or mobile device level, so it is always on and working – whether you are logged into your email account or not.
Drudgery Free
Time studies have shown that the end-user of a manual email syncing tool will click his or her mouse 25,000 per year to log email to Salesforce.com. Semi-manual solutions require the end-user to frequently log into a screen and resolve ambiguous and junk emails. MME saves the average user 100 hours of manual, unproductive labor per year.
Zero Mistakes or Omissions
Neither manual nor semi-automatic tools can guarantee that the email log in Salesforce.com is up-to-date and 100% complete and accurate. Because MME is always on, all email communications are logged to Salesforce.com in a timely manner. Due to MultiMatch, the end-user can be 100% confident that all email communications are displayed in every
Salesforce.com object that he or she opens and views
Reprocessing
The MME cloud can be viewed as quarantine. Imported email is held in the MME cloud for
45 days. By putting imported email in a ‘holding bin’, MME can guarantee that no viruses, spam, malware, junk mail, personal emails or confidential content can ever get uploaded into
Salesforce.com. While in quarantine, MME reprocesses the email that is in a ‘No Match’ state every twenty minutes looking for new email address matches in Salesforce.com. If a new match is found, the email is uploaded to the new object in Salesforce.com. This solves the ‘early bird’ email issue -- an email arriving before an object has been created in
Salesforce.com. Early bird emails are automatically uploaded to a new Salesforce.com object shortly after it is created by the user.
Privacy Controls
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The MME cloud maintains privacy and confidentiality at three levels. During email import, the end-user has full control over which email folders are designated to sync with
Salesforce.com. Within the MME cloud, there is the Ignore command that acts like a ‘black list’ and blocks the processing of emails containing specified email addresses. Within
Salesforce.com, MME complies with all Salesforce.com sharing and profiling rules and entitlements.
Reactive Controls
Sometimes an end-user will want to change the email log after it has been uploaded into the
MME cloud or Salesforce.com. MME provides reactive controls for that purpose. Users can
Delete, Manually Match, and Unmatch emails.
Platform Independent
Since no software or plug-ins is needed, MME is platform independent. It works on the email server or service connected any device like iPad, PC, MAC, smartphone or tablet and any email client like Outlook, Gmail etc. All an end-user needs to use the system to work is a username and password.
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2.
Match My Email Web Tabs in Salesforce
The web tabs “Email Messages” and “Match My Email” are typically added after the MME package has been installed in Salesforce and during MME set up. The web tabs appear in the light blue command ribbon within Salesforce and enable easy access in the SFDC environment to MME information.
[in SFDC click “+” > Customize My Tabs > move these two to available tabs]
Clicking the ‘Match My Email’ web tab will open the MME screen for login. Once logged in, the default view is the Email Page, or cloud view, containing a table of emails, matching status, and a number of options for searching, filtering, and acting on those emails. Below, the components of this web tab are described in detail.
Web Tabs
The ‘Email Messages’ web tab will provide a list of emails uploaded into Salesforce. For
‘View’, a user can choose ‘All Email Messages’ or ‘My Email Messages’ and click ‘Go’ button.
In this view, it is possible to perform a bulk delete of Emails in Salesforce. As shown in screenshot below, check boxes next to message desired for deletion. The number of emails selected will be shown at bottom in yellow. Once selected, click ‘Delete’ button, and in pop up confirm deletion.
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It is possible to also select all by checking the top check box next to the column header
‘Action’. Please note by doing so, you are choosing to select and delete all emails from
Salesforce. Messages remaining in the cloud can be imported again by using Reprocess.
Performing a search in Salesforce for a particular record, then clicking either Show More or
Show Filters, will open a view of the Email Messages web tab with emails pertaining only to the searched object. This allows users to perform a bulk delete on a focused list of Email
Messages.
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3.
Getting Around in MME
The black MME Menu Ribbon is visible when a user logs in to MME, either within the
Salesforce environment or in an independent browser window at www.matchmyemail.com
. It aids in navigating through several pages —Email, Import, Ignore, Settings—that allow the user to view and make decisions about emails, make use of settings for privacy, and set up and adjust import and authentication settings.
On Email Page one finds:
Email Viewer showing a table of emails in the MME cloud.
Indications of whether an email was matched, and if so, how.
Emails with status “No Match”.
Ability to Reprocess emails
Ability to add email addresses to Ignore list
Ability to search through emails in cloud
Ability to delete emails from cloud and permanently delete them from Salesforce
On Import Page one finds:
IMAP import settings
Ability to select folders
Ability to start next import manually
On Ignore Page one finds:
Personal Ignore List of email addresses
Domain Ignore List of email addresses
Ability to add email addresses to or remove them from Ignore List
On Settings Page one finds:
Salesforce Integration
Optional set up information for Google Docs and Gmail integration.
Ability for Account Owner to add Domains and Users to MME account.
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4. ‘Email’ Page
When a user logs in to MME, the screen will default to a view of the MME cloud. At any time a user can click “Email” in the black MME Menu Ribbon to return here. If a user is elsewhere in their Salesforce account, they can also click the ‘Match My Email’ web tab.
The Email Cloud View is the heart of MME and this screenshot maps areas explained in the subsequent sections below.
The Email Cloud View allows a user to see their email stream in the MME cloud and how emails have been processed by MME. End Users can only see their emails. Domain Admins are able to see and manipulate the email stream of their entire domain, while the Account
Owner can see and manipulate the email stream of the entire account.
4.1-Search
Options
4.5-Filter Options
4.7-Commands
4.8-Email
Check
Boxes
4.10-Email List
4.2-Time
Period
Selector
4.9-Sorting
4.3-RSS/Chatter
4.4-Pages
4.6-Settings
4.11-Type Matches
4.1. Search Options
Users can enter keywords, phrases or symbols in the sender, subject, or content of emails boxes. Pattern matching allows you to use '_' to match any single character and '%' to match an arbitrary number of characters (including zero characters). To match exactly '%' or '_' characters escape them as '\%', '\_'. The check boxes allow the user to choose what part of the email message is searched, the subject field, email body, or attachments.
The ‘Clear Search Filter’ button will clear all fields and make it easy to begin a new search.
Mouseover the question marks for guidance in how to fill in these fields.
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It takes 2-3 hours for new emails to be indexed and for searches to be possible. Thus, after initial set up and importing, one must wait a few hours before being able to use ‘Search’.
4.2. Time Period Selector
Time Periods are set through the dropdown menu in the middle of the screen. Users can choose between the last 24 hours, Daily, 7 Days, 14 Days and All period [which equals 45 days in MME].
Choosing the Custom time period option opens two boxes in which the user can type in the date they want or use the calendar icons to select. If typing in, the dates are displayed in reverse Japanese calendar notation, i.e. YYYY-MM-DD. In the example below, 2012-09-20 th is September 20 , 2012.
Clicking on the Calendar icon to the right of the date fields opens a calendar dropdown in which the user can select a date by toggling back and forward through the calendar. Once the data range is selected the user clicks on the Browse button to show the messages in the selected date range.
4.3. RSS / Chatter
RSS and Chatter Feeds are enabled by clicking on the RSS button after the user has configured the Email Viewer to the desired MME View.
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4.4. Pages
The page to be viewed is selected by clicking on the page number. If there are not enough messages in the system to require multiple pages of emails for viewing, this area will be blank on the screen.
4.5. Filter Options
The Email Cloud Views are selected and displayed using the Filter Options, the top grey ribbon above the table of emails. Emails can be sorted and viewed according to a rich variety of options for the Match State, the Type of Salesforce object, and Association by using the drop down menus and clicking the ‘Refresh’ button. (This overrides any limits on date in the
Time Period Selector.)
MME categorizes importe d emails by their “Match State”, for example “No Match”, “Ignore”, or match made with type of SFDC object and other information indicated —all in the Type:
Matches column at far right. The default viewing state will be shown as ‘All excluding Ignore’, but a user can choose ‘All’ emails, or view emails of a particular state including ‘Ignore’, ‘No
Match’, or ‘Reprocess’. After selecting a particular state, click the Refresh button to view the desired emails in descending chronological order.
When emails are matched, MME will identify the type of Salesforce object to which it is matched. In addition to the default Type filtering option of ‘All’, a user can choose to filter emails to view all those matched with ‘Accounts’, ‘Cases’, ‘Contacts’, ‘Leads’, ‘Opportunities’, and ‘Users’. Clicking the Refresh button will apply these choices and display appropriate emails.
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The third drop down field in the Filter Options ribbon allows filtering based on the name of the matched object, i.e. the name of the Lead, Contact, Account, etc. The defaul t option is ‘All
Matches’. As the user clicks on the drop down box arrow, the list of matched objects to choose from for filtering is displayed with the number of matches indicated in parentheses.
Again, by clicking the Refresh button after filtering options are made, the Email Viewer will show relevant emails.
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4.6. Settings
M ouseover the ‘Settings’ option to display a pop up window in which Email Viewer settings can be set depending on user preference. The user can Show or Hide the Sender column of the Email List, Show or Hide the Recipient column and select the number of Messages per page from 20 to 100.
4.7. Commands-Ignore, Delete, Reprocess, Save
The Manual C ommand buttons of ‘Ignore’, ‘Delete, ‘Reprocess’, and ‘Save’ allow those actions to be taken on messages that are selected using the check box in the far left column.
By clicking the box for one message, these commands “mine” information within the message and then use that as a starting point for the user to refine their desired use of that command.
Find details about how to employ these commands in their own subsequent section below.
4.7.1. Ignore Command
The ability to ‘Ignore” emails is a way for users to employ privacy controls and keep private and/or irrelevant emails from cluttering up the MME cloud. This is especially beneficial for users importing from their general Inbox and Sent folders —the recommended folders.
There are two methods that allow a user to make use of “Ignore” – the manual command discussed here and the Ignore Tab (see Chapter 6). Both methods lead to the creation of a
Personal Ignore List. When MME processes emails, the first step executed by the MME algorithm is to check this Personal Ignore List. Users can ignore email addresses by choosing two methods, ‘just address’ or ‘entire message by address’. When an email address is ignored, the email is not processed for that email address.
To add an email address to the Personal Ignore List, check the box next to the email message you wish to ignore and click the Ignore button popping down a box of options.
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The “Apply To” field will default to “1 selected message” or the appropriate number of selected messages based on how many boxes are checked.
The “Ignore type” field has two options:
‘just address’: means that processing of the email message will be ignored for just this address. This is useful if there is more than one email address in the email header. The message will be processed for the other email addresses. For this reason, the Match State in the Type:Matches co lumn may be ‘No Match’ or show match information. If all email addresses in header of an email message are on the
Ignore List as ‘just address’, then the system will report a status of ‘Ignore’.
‘entire message by address’: means that when this email is in the header, this entire message will not be processed. It is important to apply this type of ignore carefully because even if other email addresses desired for processing are in the email header the email will not be processed at all and result in “Ignore” in Type:Matches column for Match State.
Clicking apply will add the chosen addresses to the Personal Ignore List.
It is important to employ a ‘just address’ ignore for a User’s own address if the User has their email address entered in the email field for a Lead, Contact, or another Salesforce object.
Without the ignore, every email a User sends or receives with this email address, which could be all emails, will be matched and uploaded to the particular record. This can create unnecessary processing, API call usage, and use of Salesforce storage. (See Section #### for information on domain-wide ignores.)
It is necessary to reprocess messages once an address has been added to the Ignore list.
This can be done using the Match Detail pop up commands described in 4.11 or in batches using the check boxes and Reprocess Command button described in 4.7.3.
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After reprocessing is complete, a pop up window will indicate how many messages were processed and direct the user to refresh the page. Click the ‘Close’ button to exit the pop up window.
4.7.2. Delete Command
The Delete command allows users to delete an email from the MME cloud, and ultimately
Salesforce if that is desired, but should be used judiciously. Typically, a user will click the
Check Bo x next to the messages desired for removal. Clicking the ‘Delete’ command button opens a window in which the user is asked to apply Delete to the selected number of messages or all messages. All messages means all, not just all the emails that might match the one selected, so rarely would ‘All’ be used.
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The Delete command window contains the option of checking a box for uploaded data. No check in the box means the emails are deleted from the Email List in the MME cloud, but uploaded data will remain in Salesforce. However, if the box is checked, then the email will be deleted from the Email List AND the email and all related links will be deleted from
Salesforce. In doing so it is important to remember that once deleted, emails cannot be
uploaded again into Salesforce.
4.7.3. Reprocess Command
To reprocess an email is to ask MME to again analyze the email address or addresses in the email header. This may be because changes have been made that could include adding an email address to the Ignore list, adding a new Lead in Salesforce, or updating email information in Salesforce. While automatic reprocessing occurs on emails with a ‘No Match’ status every 20 minutes, messages with a match state will need to be manually reprocessed.
The user can choose to individually reprocess emails by clicking the Check Box to the left of emails desired and selecting the drop down arrow on the Reprocess button. The choice will be to reprocess the number of emails selected. Click Apply to execute the reprocess. Once
‘Done’ is indicated in window, click Refresh.
A user can also reprocess all emails in Email Viewer by going straight to the Reprocess button and clicking the drop down arrow. In the command box, for ‘Apply To’ use the drop down to select the option for all emails. Click Apply. Another window will pop up that reads
Please Wait and will indicate emails are being reprocessed. It is important to wait until the
‘Done’ appears at the top, as shown in the below screenshot before the user clicks the Close button.
It is important to understand that reprocessing uses API calls in addition to those used for normal processing. Thus it may be advisable if significant reprocessing is desired, to check
API call usage in Salesforce and/or do smaller groups of emails such as 50 to 100 instead of choosing all emails in cloud, which could be in hundreds or thousands.
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The Reprocess command can also be enabled through the pop-up dialogue box that occurs when a user scrolls his or her mouse over the Type:Matches cell related to a specific email in the column of the Email Viewer closest to the right edge of the screen. By clicking on the
Reprocess button in the Pop-Up, that specific email will be reprocessed. After the reprocessing is complete, the user will be prompted to Refresh the screen to show the new
State of the email. (This is further described in Section 4.11 below).
The reprocess command can be used in conjunction with filtering options to help clean up the Email List. For example, use the filtering options and Refresh to show in the Email List only emails of a particular type that need reprocessing. Then, use the Reprocess
Command and apply to all emails.
4.7.4. Save Command (Troubleshooting)
The Save command currently exists as a mechanism for troubleshooting assistance. A user can save a particular email, or emails, by clicking the Check Box next to the emails in question. Choose the Save Command and apply to selected messages. The emails will be saved in the location on the local computer where downloaded files normally reside. These email files can be attached to an email being sent to [email protected]
for viewing by support staff.
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4.8. Email Check Boxes
Check Boxes next to individual emails are used to specify which email should be affected by a Command. Note that at the top left-hand corner of the Email Viewer there is a Check Box which will check all the emails on a page. By default, pages show 20 emails. This can be changed in either Settings (See 4.6) or in the black Menu Ribbon under Profile.
4.9. Sorting
The headings for columns in the Email List exist also as a Sorting Ribbon. Much as one can sort a column in a spreadsheet by clicking the column header, in the Email List a user can change the order of viewed emails by alphabetical, date, or by size. Clicking on the column header ‘From’, ‘To’,, etc. once will sort the column. Clicking on a column header a second time will sort it in the opposite order. For example, one click will sort size from smallest to largest, and the second click from largest to smallest. An arrow will appear to help indicate the direction of the sort.
4.10. Email List and Drilldown
Details regarding the email being processed are shown in the Email List: Sender, Receiver,
Subject, Date, and Size. By clicking on ‘Sender name’, ‘Recipient name’ or ‘Subject’ within the Email Viewer, the user can open the underlying email that is stored in the Match My
Email database. This opens a pop-up window which contains the email and its attachments.
Inside the pop-up window, the user can enact the following:
Show Headers - enables the user to view the Header details
Show Source - enables the user to view the Source code details
Hide Message - hides the body of the email or restores it to view
Show Attachment - open the attachment for viewing
Print Message – enables the user to print the email
.
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4.11. Type Matches & Match Detail pop-up commands
The Type: Matches column shows the state of the email. Place the cursor over the match status to open a Match Details pop-up box with details about the match. A user can see details of why a match was made and when, or see why an email was ignored. Inside the
Match Details pop up box are command options explained below which allow the user to change the state of an email or the ability to jump seamlessly into Salesforce.
4.11.1.
Green Link
In the Match Details pop up box, clicking the name of the matched “Object’ e.g., Lead or
Contact (in green), enables the user to jump from the MME Email Viewer to th e user’s
Salesforce.com account to view the object file that has been associated with a particular email. If Salesforce.com is already open, the jump to the Salesforce.com account is direct and immediately to the object file (Lead, Contact, etc.). If Salesforce.com is not open, then the user will be prompted to enter username and password before the jump can be completed.
4.11.2.
Manual Matching
The ‘+Match’ command enables the user to force (or manually make) a match, whether the email in question resulted in a state of No Match or already identified a match. Clicking
‘+Match’ brings up a Match pop up window in which a user can select the Type of Salesforce object to which the email is to be manually matched and select among Names available for that object type. Names are located using “two-letter” look up that displays all the possible names contain those two letter. A three- or four-letter look up can be used to narrow the possibilities. Clicking OK will manually make the Match and immediately link the email to the selected Salesforce file object.
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4.11.3.
Create (and Match) a New Salesforce.com Object
A new Salesforce object can be created from the email viewer, most often in the case of a
‘No Match’ status, though the functionality works for messages already matched. In the same manner to make a manual match, hover over the phrase ‘No Match’ which will open the
Match Details pop up box. Click the ‘+Match’ button to reveal the Match window and expand the option at the top of the window ‘Create and match to a new object’.
Use the Type dropdown menu to choose the type of object to create. To create a Contact, the Account it will associate with should already be created. If the Account does not already exist, it must be created first, followed by creation of the Contact. To create an Opportunity, which is also associated with an Account, the Account must exist or be created first.
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Clicking the Envelope button in the lower left corner will open another pop up with the contents of the email, providing a convenient reference for populating the object fields.
Select text in the email, then click on it and drag it to the appropriate field to save time. Fields marked with a ‘*’ are required. When complete, click OK button.
The message will immediately be matched and show details in the Type: Matches column as shown below. Hovering over the match information brings up the Match details pop up box noting the match reason. Clicking the green linked Lead Name in the pop up box will jump to the Lead page in Salesforce.
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4.11.4.
Undoing a Match
A user is able to undo a M atch by clicking the ‘-Unmatch’ button. This will result in the email being unlinked to the Salesforce file object. A pop up window will ask for confirmation of this step before performing the action. If a mistake is made, the user can go through the steps above for making a Manual Match to recreate the link for the email to the Salesforce file object.
Bulk Unmatch is available as a feature in the Email Messages related list. One can check boxes next to emails for a record and click the UnMatch button to break the link for this record to the Email Message. This does not remove the message as it may be linked to other objects. Also, performing an unmatch in
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this manor does not affect the email’s match status in the MME cloud (indicated in the Type: Matches column). These messages will still show as matched.
Unmatching can be reversed by finding the emails in the cloud and reprocessing them. To do this one would mouseover the match status and click Reprocess button in pop-up window. The emails would again be matched to all relevant
Salesforce objects.
4.11.5.
Reprocessing
If the Type: Matches column d isplays “Reprocess” as the Match State for an email message, it may indicate that there is a disruption in the authentication of Salesforce credentials to
MME. It may also indicate a max out on the number of API calls needed to process emails between MME and Salesforce. If the system does not address these messages within 24 hours, contact MME support staff for assistance.
Though MME reprocesses ‘No Match’ emails every 20 minutes, it is also possible to manually force the system to reprocess a specific message by clicking the ‘Reprocess’ button in the
Match Details pop up box. In the case where a user makes a change to a Lead or Contact, or adds an email address to the Personal Ignore List, by clicking ‘Reprocess’ the change will performed immediately.
4.11.6.
Reassigning Ignored Messages
It is possible that an email may be relevant to Salesforce even though the system is directed to ignore it via the Personal Ignore List. If the Filter Options (mapped as 4.5) is changed to either ‘Ignore’ or ‘All Messages’, any messages with a Type: Match of Ignore will be visible
(‘Ignore’ showing in the far right column). If a user would like to manually match this email to a Salesforce object after all, mouseover the match state of ‘Ignore’ and use the ‘+Match’ button in the pop up window as described in section 4.11.2 above to make a match. The change will take effect immediately and the Type: Matches column will display the new state.
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5. ‘Import’ Page
5.1. Email Folder Structure & Selecting for Import
Clicking ‘Import’ will allow the user to view the email addresses and folders from which information is being imported.
By clicking on each import listed in the “Name” column, for example “from GMAIL” in the screenshot above, details of the import settings including IMAP server and folder selection can be viewed and/or modified.
To change folders for import, remove the folders in the Selected Folders window. Click the button “Refresh Folders”. The system will connect with user’s email account and populate the Available Folders window with the folder structure. The user then selects the folders and clicks the < button to add them to Selected folders.
In order to capture relevant ingoing and outgoing emails, the Import Folders field should be set to “Selected” and Inbox and Sent folders should be selected. If a filter or rule puts emails in specific subfolders when received, then that folder should be selected with, or instead of, the Inbox. Again, the desire is to select folders where relevant emails pertaining to SF operations will be received as well as sent.
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Using the ‘Import Folders’ dropdown field, the user can change the logic used for importing from “Selected”, the default option, to “All, Except Selected”. If this reverse logic is used, then all folders should be moved to Selected Folders window EXCEPT the folders from which emails need to be uploaded. There may be situations where this reverse logic is helpful.
Whichever logic is used, it is vital that folders such as Draft, Trash, Junk etc. are NOT
selected for importing. Contact support[a]matchmyemail.com for assistance.
Please note that with IMAP protocol, it is important to set up the email account to leave emails on the server and not remove them for at least 24 hours. If promptly removed, MME is unable to download and process them for matches.
5.2. Start Import Manually
If a user would like to force an import to check operations or to immediately have email processed, use the button “Start Import Manually” found with Import settings. This button directs the system to perform the steps that normally happen every 20 minutes automatically in the background. After clicking the button, the user can observe progress in the window in lower portion of screen. Wait until ‘Done’ is noted at end of code (scrolling down may be required) before proceeding.
5.3. Adding New Email Imports
*To add new users, See Chapter 7-Domains & Users
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By clicking on “+New”, users can add email addresses from which to import. On the next screen, shown in screenshot below , the user will be prompted for an “Import Name”. This name is at user discretion. It becomes more important to give it a descriptive name if several email addresses are used for importing so that they can be differentiated in the Name column. Importing is often set up during an online session when MME is initially installed and configured. Assistance for this step can be found in Set-up Guides at http://www.matchmyemail.com/support/ or by contacting MME staff at [email protected].
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6. ‘Ignore’ Page & Personal Ignore List
A user can access the ‘Ignore’ Page by clicking ‘Ignore”’ in the black MME Menu Ribbon.
The page will show a user’s Personal Ignore List. Initially it is empty, but as emails are added to the list, it can grow and be quite long, which is fine.
Email addresses can be added to the list as described in Section 4.7 while on the Email
Viewer screen. Another way to add to the list is clicking the ‘Add’ button.
This will open a pop up box in which the user can manually type or cut & paste in an email address, select ignore type, select which direction to ignore (as sender, receiver, or any) by clicking a button, and click Save. (See Section 4.7.1 page 15 for explanation of ‘just address’ versus ‘entire message by address’ ignore types)
Once an address is in the list, users can click ‘Delete’ to remove an address, thus directing
MME NOT to ignore it when processing. However, previously Ignored emails will not be automatically Reprocessed and must be reprocessed manually.
Clicking ‘Modify’ will open a the Ignore List Entry pop up box (shown below) in which a user can designate the direction of the address, meaning to ignore the address if they are the sender of a message, the recipient of a message, or to ignore in any instance.
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7. ‘Settings’ Page
7.1. Salesforce Integration web tab
Here one finds details of the integration set up with Salesforce. The default Access Type is
Remote Access (OAuth) which once set up enables continual authentication, even when the
Salesforce password changes. Salesforce integration can be disabled here. Matching Rules can also be disabled. This is usually handled during set up, though can be changed. One may want to disable matching for an object if it is not used by an organization. The Other
Services section contains the ability to enable services such as Google Docs uploads and
Email to Case.
Information pertaining to these options can be found in Set-Up Guides at http://www.matchmyemail.com/support/ . Once acted upon during MME set up, these setting are rarely changed. For assistance with Settings contact [email protected]
.
7.2. Google Docs Integration, Google Mail Integration, Domains &
Users web tabs
The remaining webtabs in Settings are for users with specific needs and are configured during set up. Support staff can assist. In general, Google Docs Integration combined with enabling Google Docs uploads will send copies of email attachments to a user’s Google Docs account. When access to a Gmail account is granted via Google Mail Integration, a user need not enter their email password and can login to MME using email address and check box for Login with Google Account. These Google-related sub-tabs are optional.
The Domains and Users webtab will not appear for End Users. Only Account Owners and
Domain Admins have this tab for domain(s) management. For detailed information about
Domains & Users, refer to MME Set-up Guides.
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8.
MME Special Features
8.1. Multiple or Secondary Email Address Matching to a Single
Contact
In product design, it was understood that some Contacts may utilize more than one email address for communication with a Salesforce user. To that end, as part of the MME package installation a User can choose to add the related list ‘Secondary Email Address’ to the page layout(s) for Contacts. MME will then also utilize email addresses here to match email to a particular Contact. This functionality is only available for Contacts, and not Leads.
If you do not see the related list available, please contact support[a]matchmyemail.com.
8.2. Importing Legacy Email
When a User sets up MME, emails begin importing with “Message Date: on or after yesterday” which means from the last 24 hours. Emails pre-dating the start of MME importing are termed Legacy Emails. This can include emails from two months prior or two years prior or more. It is possible to import these older messages into the MME cloud for matching and uploading into Salesforce. This Legacy Importing is a free service available to MME subscribers only. Users should contact support[a]matchmyemail.com to ask for assistance.
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9.
Troubleshooting
9.1. Error Message: API_DISABLED_FOR_ORG:
This error message occurs when a Salesforce Professional Edition user attempts to connect to Salesforce.com without first properly upgrading or configuring his or her Salesforce account. Contact MME support for assistance.
9.2. Using Microsoft Internet Explorer, Web Tab log-in is unresponsive
Internet Explorer users should update Security settings before starting MatchMyEmail setup:
Go to Internet Options -> Security tab -> Trusted sites -> Sites.
Type in " https://*.matchmyemail.com
" in "Add this website to the zone" field.
Hit "Add" -> Corresponding entry should appear in a list "Websites".
Hit "Close".
Go to Privacy tab -> Sites.
Type in "matchmyemail.com" in "Address of website" field.
Hit "Allow" -> Corresponding entry should appear in a list "Managed websites".
Hit "Ok" -> "Ok"
9.3. My Outgoing Email is not being logged?
MME is using IMAP protocol to retrieve a copy of incoming / outgoing messages. It's very likely that Sent folder is not part of selected folders in Import settings or email client is not saving a copy of sent message into Sent folder from server (please check your email account options). Contact MME support for assistance.
Please visit http://wiki.matchmyemail.com/index.php/Main_Page for more frequently asked questions and answers.
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10. Limitations
10.1. In MME
MME Folder Limits: Basic MME subscription per user allows importing from up to 18 folders/subfolders per email address, up to 36 folders/subfolders when importing from two email accounts. There are no folder import limitations for
MME Unlimited subscription. Contact Sales for rate differences..
MME Automatic IMAP Imports File Size Limit: There is a limit of 100 MB of emails imported per day per User account (seat) into the Match My Email cloud.
Message Size Limit: The message size limit is 30 MB. Messages < 30MB are imported into MME cloud. If attachment is < 5MB (Salesforce limitation), it is uploaded into Salesforce with email. If attachment exceeds 5MB, it is replaced with link to MME cloud where attachment is available for 45 days, after which it is deleted.
MME IMAP Imports Count Limit: 2 IMAP imports are available per MME account. Additional imports are offered for extra fees.
MME Legacy Imports Limits: 200 legacy emails can be processed at a time, and processing can occur three times each day for a total of 600 messages a day or 18,000 messages in a month. Legacy importing must be set up in coordination with MME support staff.
10.2. Salesforce Limits & MME Operations
Salesforce API Usage Limits: Salesforce limits an organization on total API calls within a 24 hour period. Minimum limits are established at 5,000 API calls for most editions, which is the number used in strategizing import operation for
MME. https://na4.salesforce.com/help/doc/en/integrate_api_rate_limiting.htm
Salesforce Limits on Custom Apps: Salesforce limits the number of custom apps available from the AppExchange as follows: Group edition: 1 app,
Professional edition: 5 apps, Enterprise edition: 10apps. (Unlimited edition has no limitation on custom apps.) http://na4.salesforce.com/help/doc/en/limits.htm
Salesforce File Size Limit: The maximum document size that can be uploaded is 5 MB. Therefore, MME does not import into the cloud any email that is larger than 5 MB.
Salesforce Data & File Storage Limit: Salesforce provides a standard amount of 1GB of Data Storage and 11GB of File Storage shared by all users of organization. MME MultiMatch uploads emails as Data Storage but is able to upload email attachments as File Storage, of which there is more available for all users.
Salesforce Custom Limits: Salesforce limits the number of custom objects, custom tabs, custom fields per objects and other aspects of customization.
Custom objects and custom tabs limits can affect MME deployment. http://na4.salesforce.com/help/doc/en/limits.htm
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11. Master Services Agreement
11.1. Contact Match My Email support for a PDF of the Master Services
Agreement or click on
http://www.matchmyemail.com/legal/
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