GET IN NOW Step 2: Add Users

Transcription

1 GET IN NOW Step 2: Add Users 1. Match My User Roles During the set-up of Match My Lite, a MME account is created. The individual whose credentials are used to create an account becomes the Account Owner or Cloud Admin. This Account Owner/Cloud Admin may or may not be someone who wants to match s to Salesforce. If the Account Owner/Cloud Admin does not to use the MME service, he or she will not be billed. The Account Owner/Cloud Admin uses an address as their username and creates a secure (or complex) password. This complies with Salesforce.com requirements that account owners of third party applications use a strong or complex password. Other users, once added, can log in to MME with their username and password. It is only the Account Owner that has this unique complex password for logging in to MME. All other users of MME will be designated as Domain Admins or End Users. The type of user dictates what entitlements or abilities those users have as presented in the diagram below. Account Owner/Cloud Admin Domain Admin Individual End User Ability To: Log-in Control Salesforce and credentials Select Folders to import Import from designated Folders View and act upon his or her own stream Control Ignore list of personal s Full-text search of all s and attachments Create new SFDC records from data Force match s to existing records View and act upon for entire domain Control Ignore list for entire domain Add /delete end-users Control all domain-side settings Manage Match My account Add/delete domains Add/delete/assign domain admins

2 These different types of user-ship allow different levels of privacy controls. End Users can only see their s. Domain Admins can see all communication within their domain. The Account Owner/Cloud Admin (there is only one) can view the entire stream related to all users in the MME account. Cloud Admins can be blocked from viewing content. This must be done by Match My Support in the back-end. It is important to note that passwords are not visible to anyone other than the individual password owner per Salesforce.com security rules. All passwords are immediately encrypted in the MME cloud. MME Support does not have access to the encrypted passwords and cannot access content. Therefore, it is important for the Account Owner/Cloud Admin to remember the complex password they set for the MME account. Otherwise, they can use the Reset Password feature which will require access to the account associated with the Account Owner/Cloud Admin to perform a reset. 2. Adding a Domain (Account Owner/Cloud Admin only) At creation, a MME account only works for one user, the Account Owner/Cloud Admin. To add more users to the account, the Cloud Admin must add a Domain In the black MME Command Ribbon, go to Settings 2.2. Open Domains & Users tab Copyright 2013, RAE Internet Inc. dba Mailspect Inc. and Match My

3 2.3. Click on Add Domain 2.4. Fill in Add domain pop-up per following guidance. For Domain: This is the domain of the addresses from which importing will occur. For example, if the company has employee s as then the domain would be entered as acmecompany.com without symbol. For IMAP server host: the IMAP address of the domain. For example, imap.companyname.com is a typical address. Depending on where is hosted, the following may provide some guidance (a full list is available on the MME wiki ( : o Microsoft Exchange Mail Server type exchange.hostname/ip o Yahoo Mail Server type imap-ssl.mail.yahoo.com o Gmail/Google Apps Server type imap.gmail.com o Rackspace Mail Server type secure. srvr.com o Go Daddy type imap.secureserver.net For Connection: Choose Secure to dedicated port (TLS) and fill in the Port number as 993. In some instances, if it is not a secure port connection, the other options provided in drop down menus can be selected. For To authenticate use: Choose either full address or username only based on the requirements of your host. Below is

4 guidance per some of the more common hosts. Full address works with most LDAP directories while username only is typical of an Active Directory associated with an Exchange server. o Microsoft Exchange Mail Server choose Full address o Yahoo Mail Server choose Full address o Gmail/Google Apps Server choose Full address o Rackspace Mail Server choose Username only o Go Daddy choose Full address For Login with Google Apps: Only available to Google Apps users. Choose Enabled from drop down menu to allow Users to login to MME by clicking Google button for convenience. For Allow End-user to Import From: check boxes for both This IMAP server and Other IMAP server. This IMAP server restricts end-user to importing from the designated domain. By checking Other IMAP server enables imports from any IMAP server. Click Submit 3. Adding Users (Cloud Admin, Domain Admin in controlled domain) The Cloud Admin can add users and designate them as Domain Admins or End Users. To do so, the Account Owner logs in to MME with their address and the complex password. A user that is designated as a Domain Admin may add users within their controlled domain. For these reasons, only the Account Owner and Domain Admins will be able to view the Domains & Users tab on the Settings page. (**If a MME user cannot see the Domains & Users tab, it means they are classified as an End-User.) 3.1. In the black MME Command Ribbon, go to Settings Copyright 2013, RAE Internet Inc. dba Mailspect Inc. and Match My

5 3.2. Open Domains & Users tab The screenshot below shows an example. A domain is listed on the left and users within that domain are on the right. It is important to note the Role each user has, as that pertains to what level of communication they will be able to view. As stated previously, End Users can see only their s in the MME cloud. Domain Admins can view all s within that domain in the cloud. The Account Owner can see s for the entire MME account, which may include up to 10 domains and associated users Click on Add User Fill in Add User pop-up per following guidance. For Username: It will be either full address or username only depending on how your IMAP, LDAP or Active Directory is configured. Check the To authenticate use field for the domain or see section 2.4.

6 For First Name and Last Name: Simply type in the user s information that is being added. For Role: Choose a role in the dropdown list. An End-User can only see their in the MME cloud; while Admins can see all the s imported into Match My by all users in the domain group. Click Submit Considerations for newly added Domain Admins & End Users Once added as a user, either in the role of Domain Admin or End User, an employee can log in to the company s Match My account with their address and password. It is only the Account Owner that has a complex password for logging in to the MME account. Being added to the account provides users with access to the MME account but does not mean they will be able to import yet. Newly added users will need to follow the steps in the Quick Set-Up Guide to enable Salesforce Authentication and IMAP Importing or watch the video on the wiki. Match My allows each user to import from multiple addresses (two account imports are included in each MME subscription, extra account imports are available per user for additional fees). To add these accounts, a user would go to the Import tab and click +New and follow the steps in Quick Set-Up Guide-Section 3: Setting Up Imports. New users may also want to add the Messages and Match My web tabs to their Salesforce Account as are documented in the Set up Guide. For assistance or for questions, users may contact support@matchmy .com. Support is free and included in the subscription fee. 4. Set up Domain Ignore A Domain Ignore will prohibit s from matching to Salesforce records that contain addresses of company employees. This could be a Lead or Contact, or perhaps an connected to a Case or Opportunity Contact role.. The steps below assume that a Domain was added as per steps in 2.2. Copyright 2013, RAE Internet Inc. dba Mailspect Inc. and Match My

7 4.1. In black MME Tab Ribbon, click Ignore Click the Domain subtab, to right of Personal subtab Click the Add button. For Address to Ignore: type domain which is everything after symbol. In the example joe@acme.com, the domain is acme.com. For Ignore Type: choose just address. This is VERY important. For Direction of Address: click the button by any User to Apply to: should be showing domain already. Click Save.