Match My Email Set-Up Guide for Professional and Group Editions of Salesforce.com MultiMatch Version 2.8.4 MultiMatch Set-Up Guide RAE Internet Inc. 2013 1
Copyright 2011-2013, 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 support@matchmyemail.com. MultiMatch Set-Up Guide RAE Internet Inc. 2013 2
Table of Contents 1. Install MatchMyEmail Application Package in Salesforce.com... 4 2. Customizing View for Salesforce Objects to MME Views... 6 3. Optional: Adding Secondary Email Addresses to Contacts... 8 4. Create a Match My Email Account... 9 5. Adding Domain and Domain Ignore Rule... 11 6. Set Up Salesforce Automatic Authentication... 13 7. Set Up IMAP (Email) Importing... 15 8. Adding more Users to Match My Email... 19 9. Adjusting Settings for Email Viewing & Sharing by Users... 21 10. Add Web Tabs in Salesforce for Email Messages and MME... 24 The purpose of this Set-Up Guide is to get you through steps 1-9 above as quickly as possible. Match My Email support, the average set-up takes about 40 minutes. With the assistance of 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 MultiMatch Set-Up Guide RAE Internet Inc. 2013 3
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 SingleMatch 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=04tu0000000mby8 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 Continue 1.4. Click Next MultiMatch Set-Up Guide RAE Internet Inc. 2013 4
1.5. Click Install 1.6. Once installation is complete, the following screen will show. Click Configure and wait until it is finished. You can also arrive at option to Configure by clicking Setup > Installed Packages > and then clicking Configure next to Match My Email. MultiMatch Set-Up Guide RAE Internet Inc. 2013 5
2. Customizing View for Salesforce Objects to MME Views These steps override the standard Salesforce View for our custom object Email Messages with a custom view. 2.1. Click Setup (which can be found either next to your name or in drop down menu) 2.2. On left sidebar, click Customize > Leads > Buttons, Links, Actions MultiMatch Set-Up Guide RAE Internet Inc. 2013 6
2.3. Click Edit next to View 2.4. Click the button next to Visualforce Page 2.5. From the dropdown menu, choose the MME option for this object. Click Save. 2.6. Repeat steps 2.2 through 2.5 for the other objects of Accounts, Contacts, Opportunities, and Cases, or at least those objects you use in Salesforce. MultiMatch Set-Up Guide RAE Internet Inc. 2013 7
3. Optional: Adding 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. 3.1. Click Setup > Customize > Contacts > Page Layout > Related Lists. Click and drag Secondary Email Addresses onto page layout where desired. 3.2. Click wrench icon for Related List Properties of Secondary Email Addresses. 3.3. Select Email from Available fields and Add to Selected Fields window. 3.4. Click OK 3.5. Click Save, and click Yes in pop up window to confirm actions. MultiMatch Set-Up Guide RAE Internet Inc. 2013 8
4. 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. 4.1. Open a new browser tab and navigate to the Match My Email web site www.matchmyemail.com 4.2. Click the Login button to be redirected to MME s secure login site. 4.3. Next to Don t Have An Account click Sign Up. 4.4. Fill in the Sign Up Form and click Submit. Note that your email address will be your Username in MME. Please enter an email address to which you have access. After successfully submitting the form, you will need to access the email account for a verification code. The password typed here should be medium to strong (a combination of lower and upper case text with numbers and special characters(!,#,etc) can help the strength. MultiMatch Set-Up Guide RAE Internet Inc. 2013 9
4.5. Verify Account with Emailed Code 4.5.1. For security purposes, you will need to verify your account by entering a verification code. At this time, check your email account for a MME message in your Inbox. It might go to Junk or Spam folder. 4.5.2. You may click the link in the email, which will open a new browser tab, or copy the code and paste into the tab where you were working in MME. 4.5.3. Click Submit. Your account has been set up with you as the Cloud Admin. Any Alerts that show simply indicate you need to proceed with additional steps of set up. As the Cloud Admin, you are able to manage all aspects of your Match My Email account, including adding your email Domain and adding more Users. These steps are covered in the next section. MultiMatch Set-Up Guide RAE Internet Inc. 2013 10
5. Adding Domain and Domain Ignore Rule A Domain Ignore will prohibit emails from matching to Salesforce records that contain email addresses of company employees. This could be a Lead or Contact, or an email connected to a Case or Opportunity Contact role. This is a protective measure against unnecessary or unwanted matching in Salesforce. 5.1. In the black MME Menu Ribbon, go to Settings > Domains & Users 5.2. Click on Add Domain 5.3. 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 jane@acmecompany.com, 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 showing some common email providers. You can visit the Match My Email wiki http://wiki.matchmyemail.com/index.php/main_page for more providers, or contact your IT staff. COMPANY IMAP server host Connection & Port 1&1 imap.1and1.com Secure, 993 Exchange Contact IT staff for exchange server name or email provider for hosted exchange server name. Confirm IMAP enable and verify port. Gmail imap.gmail.com Secure, 993 GoDaddy imap.secureserver.net Secure, 993 Office 365 outlook.office365.com Secure, 993 Rackspace secure.emailsrvr.com Secure, 993 MultiMatch Set-Up Guide RAE Internet Inc. 2013 11
5.4. Click Save. 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 5.5. With Domain added, click Ignore in black menu ribbon. 5.6. Click the Domain tab (behind the Personal tab) and then click Add button. 5.7. Fill in the fields per guidelines below:. For Address to Ignore: type email domain which is everything after the @ symbol. In the example jane@acmecompany.com, the domain field should contain acmecompany.com. For Ignore Type: choose just address. This is VERY important for this particular rule. For Direction of Address: click the button by any User to Apply to: should be showing domain already. 5.8. Click Save. MultiMatch Set-Up Guide RAE Internet Inc. 2013 12
6. Set Up Salesforce Automatic Authentication The following steps are required to set up the connection between MME to a User s Salesforce Account This enables MME to obtain email addresses for matching and upload emails under a Salesforce login which will dictate email ownership within Salesforce and inherent privileges of User s Salesforce profile. 6.1. While still in a browser tab pointed to Match My Email s secure site (https://matchmyemail.com), in the black MME Menu Ribbon, click Settings and choose Salesforce Integration. 6.2. The Access Type should show Remote Access (OAuth). If not, use drop down menu to select it. Click Grant. In pop up window, leave Sandbox disabled. Sandbox is only available with Salesforce Enterprise and Unlimited editions. Click Next. 6.3. You will be bounced to Salesforce where you need to login to your Salesforce account. This is the account into which email will be integrated and attributed ownership. 6.4. After logging in, click Allow. MultiMatch Set-Up Guide RAE Internet Inc. 2013 13
6.5. Upon returning to the Salesforce Integration tab, click Finish. 6.6. Under Matching Rules, the default is to have them all enabled. However, if you do not use a Salesforce object, such as Cases, you can disable matching. 6.7. Under Other Services, if you want copies of attachments uploaded to Google Docs, enable Google Docs Uploads and see Chapter 9. 6.8. Under Other Services, Email-to- Case is a special feature of Salesforce that is supported by Match My Email. Before enabling and using Email-to- Case, please contact support@matchmyemail.com. 6.9. Click Save or settings will not be saved. MultiMatch Set-Up Guide RAE Internet Inc. 2013 14
7. Set Up IMAP (Email) Importing Once your Match My Email account is verified and Salesforce.com credentials are in place, the next step is setting up Imports for email into the cloud. To do so, you will be entering your email address and email password. If at a future date the email password is changed, it is necessary to return to the Import page and update it. Users with Google Mail (Gmail) may choose to follow the steps immediately following in Section 7.1 to set up Google Mail Integration using Google OAuth. The advantage is that future changes to email passwords are automatically authenticated, eliminating the need to update this information in MME. This is offered as a convenience to Gmail users but is not required. Gmail users can skip to Section 7.2 to use IMAP settings. 7.1. Gmail Users Only Set up Google Mail Integration 7.1.1. In the Black MME Menu Ribbon, click Settings>Google Mail Integration 7.1.2. For Account status field, choose Enabled from the drop down menu and click Grant button. This will jump to Google. MultiMatch Set-Up Guide RAE Internet Inc. 2013 15
7.1.3. At Google screen, if not already logged in to Google you may be prompted to do so. Click Allow Access button. 7.1.4. Back at MME screen, click Save. 7.2. All users need to set up email importing. Click Import in black Menu Ribbon or click Please Provide Information. 7.3. Click +New button. MultiMatch Set-Up Guide RAE Internet Inc. 2013 16
7.4. In Import settings screen, fill in fields based on guidelines below: 7.4.1. Gmail Users: Provide a name for the import If you set up Google Mail Integration in 7.1, then for Import from, choose Google Mail account from dropdown menu. 7.4.2. Non-Gmail Users Provide a name for the import Enter server from which to Import, this could be based on Domain settings already entered, for which the Domain Server will autofill. Or choose Other IMAP server, and use information from IT staff or from MMEl wiki http://wiki.matchmyemail.com Username should be email account from which you want to import. Password is for this email account. 7.5. Once import details are entered, click Refresh Folders and the folder structure of your IMAP account will appear in Available Folders box (red arrow). MultiMatch Set-Up Guide RAE Internet Inc. 2013 17
7.6. For Import Folders field, choose Selected from drop down. Most users select Inbox and Sent Items for synchronization with Salesforce. NOTE: Account imports limited to 18 folders per account in basic subscription. Do not select an option for All Mail, or Junk, Spam, Draft, etc. These additional selections will slow down processing of relevant emails. For assistance, contact support staff. 7.7. Click the top arrow button, the < button, to move your selected folders to the Selected Folders window on the left. 7.8. Status should be set for Autorun my import by schedule. If not, please choose this option. 7.9. Click Save. 7.10. Regarding folder selection and importing Users may select and import up to 18 folders/subfolders. Subfolders are only selected if a rule immediately moves an email message into that subfolder. When manually moving emails into subfolders for organization, please leave messages in selected folder for 1 hour to ensure MME has has access to email message for analysis. Once import settings saved, Match My Email will begin importing on next processing cycle. You may click Start Import Manually button to manually force an import. MME will import from selected folders going back 24 hours and moving forward every 20 minutes. Copies of emails from selected folders are held in MME cloud for 45 days and then purged. Messages in MME cloud with No Match status are automatically reprocessed. MultiMatch Set-Up Guide RAE Internet Inc. 2013 18
8. Adding more Users to Match My Email Each user is a paying Seat for MME. Adding Users to a Match My Email account is a two-part process. The first part is performed by the Cloud Admin. The second part requires having the new User s email and Salesforce logins and passwords, and can be performed by the new User or by proxy. 8.1. MME Cloud Admin should navigate to www.matchmyemail.com and click Login. 8.2. Cloud Admin enters credentials to login to MME. 8.3. In black menu ribbon, go to Settings > Domains & Users The screenshot below is 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 email communication they will be able to view. End Users can see only their emails in the MME cloud. Domain Admins can view all emails of all Users within that domain in the MME cloud. 8.4. Click on Add User. MultiMatch Set-Up Guide RAE Internet Inc. 2013 19
8.5. Fill in Add User details per following guidance: For Username: Everything in front of @ symbol in email address. Example of jane@acmecompany.com, username is jane. The username entered should reflect authentication of server, so it should reflect any AD structure or unique ID as appropriate. 8.6. Click Save. For First Name and Last Name: Simply enter User s names. For Role: Choose a role in the dropdown list. An End-User can only see their email in the MME cloud; while Admins can see all the emails imported into Match My Email cloud by all users in the domain. 8.7. Considerations for newly added Domain Admins & End Users Once a User is added, they are authorized to the use the MME account already established by Cloud Admin but must still complete their individual settings. To do so, each new User can then login to Match My Email with their email address and email password. Once logged in, each user should set up their own Salesforce integration (reflected in Section 6), IMAP import (reflected in Section 7), and Salesforce Web Tabs (reflected in Section 10). These steps are outlined in the Quick Set up Guide found at http://www.matchmyemail.com/wp-content/uploads/2013/05/quick-set-up-guide-for- Users-Salesforce-Authentication-IMAP-2.7.3.pdf. MultiMatch Set-Up Guide RAE Internet Inc. 2013 20
9. Adjusting 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 9.1 for User-level control. In Professional edition, you can use Permission Sets in 9.1 for User-level control or Sharing Settings in 9.2 for Organization-level control. 9.1. 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. 9.1.1. 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. 9.1.2. 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. MultiMatch Set-Up Guide RAE Internet Inc. 2013 21
9.1.3. Click Save. 9.1.4. Repeat steps 9.1.1 through 9.1.3 for each User where adjustment to permissions is needed. 9.2. To adjust Sharing Settings, navigate to Setup > Administer/Administration Setup > Security Controls > Sharing Settings. 9.2.1. 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. MultiMatch Set-Up Guide RAE Internet Inc. 2013 22
9.2.2. In the list, use the drop down to choose change in sharing setting. Public Read Only is recommended. 9.2.3. Click Save. MultiMatch Set-Up Guide RAE Internet Inc. 2013 23
10. Add Web Tabs in Salesforce for Email Messages and MME Adding these Web Tabs allows quick access to the MME User Interface and to a view of all Email Messages that have been uploaded into Salesforce.com. 10.1. Click the + sign on web tabs bar (at right of Home, Leads, ) 10.2. Click "Customize My Tabs" (button positioned in the right side) 10.3. Select "Email Messages" and "Match My Email" from Available tabs and move them to Selected tabs using Add >. 10.4. Click Save. This completes set up of Match My Email. For assistance with set up or for questions, contact support@matchmyemail.com. A User guide and other documentation can be found at http://www.matchmyemail.com/support/. MultiMatch Set-Up Guide RAE Internet Inc. 2013 24