Match My Email MultiMatch Release 6.3.1 Email Integration Set-Up Guide
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Match My Email
Set-Up Guide for Group and Professional Editions of Salesforce.com
MultiMatch Release 6.3.1
© Copyright 2011-2016, RAE Internet Inc. (dba 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 recommendations or comments as well as questions or requests for assistance to [email protected].
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Table of Contents
The purpose of this Set-Up Guide is to get you through the above steps as quickly as possible. With the assistance of
Match My Email support, the average set-up takes about 40 minutes.
This Set Up Guide may appear quite long, but its length is due to the insertion of screenshots highlighting required actions for described steps – no matter how small or simple – in an attempt to more clearly guide the end user.
A brief descriptive is included in italics at the beginning of each main section to explain why those steps are required.
Prior to Set Up, the following information will be needed:
1. IMAP Server Name
2. Salesforce.com Login & Password for Salesforce Administrator
3. Email Login & Password, Salesforce Login & Password for each User/Seat for MME
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1.
Install MatchMyEmail Application Package in Salesforce.com
Installing the package grants functionality for the MultiMatch version of Match My Email (MME). Skipping installation and going to section 5 will result in MME functioning as the Standard version.
1.1.
Log in to Salesforce Account
1.2.
Click the following link or paste it into browser window:
https://login.salesforce.com/packaging/installPackage.apexp?p0=04tU0000000kcff
The latest version of Match My Email’s managed package can always be found at http://www.matchmyemail.com/setup-salesforce-automated-email-integration/ .
1.3.
Click Install
2.
Add Web Tab in Salesforce for Match My Email
Adding our webtab allows quick access to the MME User Interface and to a view of all Email Messages that have been uploaded into Salesforce.com.
2.1.
Click the “+” sign on Salesforce web tabs bar (at right of Home, Leads, …)
2.2.
Click "Customize My Tabs" (button positioned in the right side)
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2.3.
Select "Match My Email" from Available tabs and move to Selected tabs using Add
“>”.
2.4.
Click Save.
3.
Add MME Visualforce component to Page Layouts
These steps place a visualforce component on object page layouts. This component is a custom object and is
feature rich. If you would instead prefer to use a Related List, contact [email protected].
3.1.
Click Setup in Salesforce(either next to your name or in drop down menu)
3.2.
On left sidebar, in App Setup section (may be labeled Build), click Customize > Leads >
Page Layout. In the viewing area, scroll under Fields and click Visualforce Pages.
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3.3.
Click and drag Section down onto page below, positioning it where desired above
Mobile Cards. Dark green line will guide placement.
3.4.
Once placed, a pop up window for Section Properties will appear. For Section Name type in "Email Messages". Leave Detail Page checked. Uncheck Edit Page. Click the button for 1-Column. Click OK.
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3.5.
Click on MME Email Messages and drag down into the newly added section. A blue box will appear. Click the wrench tool in the top right corner of the blue box (not the wrench tool for section). You may need to move cursor away from and then back over box for it to be available.
3.6.
In the Properties window, change Height to 400, check box for Show scrollbars and click OK.
3.7.
Click Save to save changes to the page layout you are editing.
3.8.
Repeat steps 3.2 thru 3.7 for all standard record types (Contacts, Accounts,
Opportunities and/or Cases) used by your company.
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4.
Optional: Add Secondary Email Addresses to Contacts
The Secondary Email Addresses object provides a place to enter alternative email addresses for Contacts. Once entered, MME will use this additional address(es) for automatic matching to correct Contact record.
4.1.
Click Setup > Customize > Contacts > Page Layout > Related Lists. Click and drag
“Secondary Email Addresses” onto page layout where desired.
4.2.
Click wrench icon for Related List Properties of Secondary Email Addresses.
4.3.
Select Email from Available fields and Add to Selected Fields window.
4.4.
Click OK
4.5.
Click Save, and click Yes in pop up window to confirm actions.
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5.
Optional: Add Mobile Cards for Email Viewing on Smartphones
5.1.
In Salesforce, navigate to Setup > App Setup > Customize.
Click on the record type to modify - in the example below, Leads is being used - and choose Page Layout.
5.2.
In the top left of the viewing area, scroll under Fields to find Visualforce Pages and click on it. Options to the right will change.
5.3.
Click onto MME Mobile Email Messages, and drag it down into the Mobile Cards section. A dark green line will guide placement.
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5.4.
Click on the wrench tool (top right of object) to open properties for MME Mobile
Email Messages. Set height to 60 pixels.
5.5.
Repeat steps 5.1 to 5.4 for
(Contacts/Accounts/Opportunities/Cases) as desired. each record type
5.6.
To create an Email Messages tab, visit Setup > App Setup > Create > Tabs and under
Visualforce Tabs click New.
5.7.
Enter as follows:
For Visualforce page: pick the option "MME Email Messages [MME_EmailMessages]"
For Tab Label: type in Email Messages [Mobile]. (Tab name will auto-fill)
For Tab Style: pick one preferred
Click Next at bottom right, on next screen click Next, and then click Save.
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6.
Create a Match My Email Account
The individual at a company who will manage the Match My Email account, whether they will import and match email or not, follows these steps to create an MME account. They are then known as the Cloud Admin.
6.1.
Open a new browser tab and navigate to the sign up wizard at https://matchmyemail.com/signup/.
6.2.
In most cases, leave type of organization as Production. Enterprise and Unlimited edition Users may choose to sign up for Match My Email account using their Sandbox.
Check the box once you have read Master Subscription Agreement. Click Next.
6.3.
If you are already logged in to Salesforce, confirm your credential is listed and click
Allow. Otherwise, you will be prompted to login first.
6.4.
Upon return to Match My Email you will see the screenshot below.
6.5.
Your company's Match My Email account has been created. You are the Match My
Email Cloud Admin and Salesforce Integration settings are established for you. The setup wizard is now taking you to Step 2 where you can establish email information.
If you, as the Cloud Admin, want to import and match your email continue to 7.0.
If you, as the Cloud Admin, are going to only manage account and not import your own email, skip to 8.0.
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7.
Setting up email for import.
7.1.
Example for Google. Click Next.
7.1.1.
You will jump to Google where you will login to the appropriate Gmail account or choose it from options. After logging in to proper account, click Accept.
7.1.2.
Default folder selection is for folders containing incoming and sent mail -
INBOX and [Gmail]Sent Mail with Google. This default selection is recommended for efficient and fully automatic function. You can change this configuration ( tips on folder selection ) now or at a later time. Click Next.
Continue to 7.3
7.2.
Example Using GoDaddy email. Click Next.
7.2.1.
If you do not know your IMAP credentials, you can use Click here for Help which will open a new browser tab and take you to Match My Email's wiki page of providers.
Here, we are entering the GoDaddy IMAP information. Click Next.
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7.2.2.
Default folder selection is for folders containing incoming and sent mail -
INBOX and Sent folder. This default selection is recommended for efficient and fully automatic function. You can change this configuration ( tips on folder selection ) now or at a later time. Click Next.
7.3.
Match My Email will begin running the first import, going back 24 hours in selected folders. ( Click here for information about importing older emails .) Allow the system to complete processing. When import log in window reports "Done", click Finish.
The screen will change to the MME cloud view, the table of emails imported into the cloud from selected folders. Matched or not, emails remain in the MME cloud for 45 days and are then purged. Matched emails will already be uploaded into
Salesforce.com and remain there.
8.
Add Email Domain
8.1.
In the MME Menu Ribbon, hover over Settings and click Domains & Users
8.2.
Click on “Add Domain”
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8.3.
Fill in fields based on following guidance.
For Domain: The email domain is everything after and not including the ‘@’ symbol in email address. (Ex. For email [email protected]
, the domain is “acmecompany.com”).
For IMAP server host, Connection, and To authenticate use: these fields depend on where your email is hosted. Please refer to the table below, visit the Match My Email wiki for a list of IMAP service providers . or contact your IT staff.
COMPANY
1&1
Exchange
Gmail
GoDaddy
IMAP server host imap.1and1.com
Connection & Port
Secure, 993
Contact IT staff or email provider for exchange server. Confirm IMAP enable and verify port. imap.gmail.com
Depending on type of account, imap.secureserver.net or outlook.office365.com
Secure, 993
Secure, 993
Office 365 outlook.office365.com Secure, 993
Rackspace secure.emailsrvr.com Secure, 993
For Login with Google Apps: For Google Apps Users, choose ‘Enabled’ to allow Users to login to
MME by clicking Google button for convenience.
For Allow End-user to Import From: “This IMAP server” restricts end-user to importing from the designated email domain. Checking “Any other IMAP server” enables flexibility for IMAP imports and is recommended. Google users should check “Gmail”
8.4.
Click Save.
9.
Add Ignore Rule for Email Domain
It is VERY IMPORTANT to add an ignore rule for an email domain. This is a protective measure against unnecessary or unwanted matching of internal email into Salesforce.com records that might contain employee email addresses.
9.1.
Click Ignore in MME menu ribbon. Click +New
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9.2.
Fill in the fields per guidelines below:.
For Address to Ignore: type email domain which is everything after the @ symbol. In the example [email protected]
, the domain field would contain “acmecompany.com”.
For Ignore Type: choose ‘skip address’. This is VERY important for this particular rule.
For Direction of Address: click the button by ‘any’
User to Apply to: choose your domain in drop down.
9.3.
Click Save.
10.
Set up Salesforce Integration for Domain (Team De-Duplication)
The following steps are required to set up the connection between MME to the company's Salesforce.com organization. This enables MME to upload email via one Salesforce.com login and eliminate duplicates when colleagues are cc'd and importing the same email message into Match My Email.
10.1.
In the MME Menu Ribbon, click Settings > Salesforce Integration, then click New.
10.2.
Fill in the fields as follows:
Confirm box for Enabled is checked
For Applies to: field, choose your email domain from the drop down menu.
Underneath, you will note there are two options available:
“Permit end-user to edit rules” if checked would permit end-user to edit personal settings
“Use as default for end-user” if checked will provide integration for Users as a default until they integrate via their own Salesforce login. It is better for Users to set up their own personal integration in order for MME to follow appropriate roles and permissions.
For Access Type: choose Remote Access OAuth
Click Grant button
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10.3.
For Organization type, choose Production. (Sandbox is an option for Enterprise and
Unlimited editions when MME is installed in a company’s Sandbox.) Click Next.
If red text appears about pop up windows, you need to adjust your browser setting to allow pop-ups, or at least allow a pop up from https://matchmyemail.com
. Click Next again.
10.4.
You will be bounced to Salesforce where you login to Salesforce.com using the credentials for a Salesforce.com System Administrator. After logging in, click Allow.
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10.5.
The newly saved information will be listed in light grey text. Click the “+” sign to expand Matching Rules options.
10.6.
By default, matching to Leads, Contacts, and Accounts is enabled, as well as Users.
(Match Users is useful for future reporting of email activity per User.) If you want to match to Opportunities by email address of Contact Role, check Match Opportunities.
You can also enable Matching Cases here. and any record types you do not use such as Cases in example below. Click the “+” sign to expand Upload Rules options.
If you are using Salesforce-Contact Manager edition, ONLY check Match Contacts.
If you want to use Email-to-Case, please reach out to MME support staff at [email protected]
as this feature requires discussion about settings in both
MME and Salesforce to work properly.
10.7.
Under Upload Rules, you can manage the way MME uploads attachments into
Salesforce. MME stores attachments in your Salesforce organization’s more plentiful file storage.
By default, “Upload Email to Salesforce” and "Enable team dedupe" are enabled.
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For Upload Attachments: o If you leave the Upload Attachment box checked, you can set the size in MB that can be uploaded. The default is 5MB, the upper limit into Salesforce, but can be lowered. Attachments larger than MB limit will not upload to Salesforce, but as long as attachments aren’t larger than
30MB you will be able to view attachment for 45 days in MME cloud. o If you check the Upload Attachments box, but set it for 0 MB, actual attachments will not be uploaded but LINKS WILL be uploaded with email on match, and you will be able to click a link to view the attachment in the MME cloud for 45 days, after which email will be purged from cloud. o If you uncheck the Upload Attachments box, then NO attachments and ONLY email will be uploaded into Salesforce on match.
By default, MME blocks inline images up to 25 KB. Thus, inline images such as signature logos up to
25KB will not be uploaded. You can choose to increase this size.
If your company uses Google Drive, check the box and visit Settings > Google Drive Integration to have copies of attachments uploaded there.
Click Save.
11.
Optional: Ignore Rule for Confidential Email
Available for Match My Email Admins only, this feature can be used to ensure sensitive or confidential emails are discarded from the MME cloud entirely. It can be created for a specific email address or domain and/or employ a confidential tag in subject or body.
11.1.
Click Ignores in MME menu, click the Confidential Tags button, and click +New.
11.2.
Fill in the fields per guidelines below:
For Confidential Tag: Type in the word(s) that will be used in subject line or email body to indicate a message should be discarded. Tags are not case sensitive and can include symbols or spaces. Do not start a tag with "mme" as this can conflict with other app features. If you leave the tag blank, all email in direction indicated with address entered will be discarded.
Address to Ignore: Type email domain or email address to or from which the confidential emails will be coming. If you leave this blank, the system will apply tag to all imported emails.
Direction of Address: Decide if you want to ignore emails when this email address is Sender or
Recipient. If Address is blank, then decide if you want to ignore emails when Confidential Tag is in email from someone (Sender) or to someone (Recipient).
User to Apply to: choose your email domain.
11.3.
Click Save.
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To add colleagues as additional Users to the Match My Email account just created, please follow steps in our Adding Users to Existing Match My Email Account guide .
12.
Optional: Adjust Settings for Email Viewing & Sharing by Users
Match My Email makes use of a custom object Email Messages and its related Email Messages Related Object to contain and show the matching email information. The Group and Professional editions of Salesforce offer different options for managing what Users can view regarding these objects, so refer to the appropriate section below for your edition.
In Group edition, you can use Permission Sets in 12.1 for User-level control.
In Professional edition, you can use Permission Sets in 12.1 for User-level control or Sharing
Settings in 12.2 for Organization-level control.
12.1.
To Change Permission Sets for MME objects, navigate to Setup >
Administer/Administration Setup > Manage Users and view a list of Users for your
Salesforce organization.
12.1.1.
Click on a User’s Full Name to view specifics for that User. Click the link at top for Permission Set Assignments and click Edit Assignments.
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12.1.2.
Select one or both of the Available Permission Sets and click the top arrow button to add to Enabled Permission Sets. This will add these permissions for this specific User in Salesforce.
Email Messages View All - enables Users to view any Email Message.
Email Messages Modify All - enables Users to modify (delete) any Email
Message.
12.1.3.
Click Save.
12.1.4.
Repeat steps 13.1.1 through 13.1.3 for each User where adjustment to permissions is needed.
12.2.
To adjust Sharing Settings, navigate to Setup > Administer/Administration Setup >
Security Controls > Sharing Settings.
12.2.1.
In the list you will see Email Message. If you would like to change the setting from Private to Public Read Only so all Users can see all email, Click Edit.
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12.2.2.
In the list, use the drop down to choose change in sharing setting. Public Read
Only is recommended.
12.2.3.
Click Save.
This completes set up of Match My Email. For assistance with set up or for questions, contact [email protected]
. A User guide and other documentation can be found at http://www.matchmyemail.com/support/.
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