Archive for Chatter - Installation and Configuration Guide Thank you for installing Archive for Chatter, the leading Salesforce.com Chatter archiving and compliance app on the AppExchange! To get started, please follow the below steps to install and configure Archive for Chatter: Installing the Archive for Chatter Package Configuring Archive for Chatter Custom Settings Configuring Archive for Chatter Private Message Archiving (OPTIONAL) Licensing your Users Conifguring the Archive for Chatter Lockbox (OPTIONAL) Using the Archive for Chatter Historicals Feature (OPTIONAL) Setting up secure Salesforce.com Email (OPTIONAL) Installing the Archive for Chatter Package *As with all software, the Archive for Chatter Package should be installed during off peak or non-business hours. 1. Click the installation URL provided by edynamics or paste it into your web browser. (if you do not have this URL, please email: support@edynamicsllc.com) 2. When prompted enter your Salesforce User Name and Password 3. On the Package Installation Details page click Continue. 4. The next page is the Approve Package API Access page. This page lists the Package Custom Objects, Extended Object Permissions, General User Permissions, and Administrative Permissions. Click Next on this page. 5. On the Choose security level page choose the Grant Access to Admins Only option. Once a security setting is selected click Next. 6. On the next page, the Install Package page, click Install. 7. Archive for Chatter is now Installed! Note: If the package takes a long time to install you will see a screen saying: Your request is in progress. You will be notified by email when it completes. Configuring Archive for Chatter Custom Settings *It is important that the Archive for Chatter custom settings are configured immediately after the package install. 1. Archive for Chatter installs a Saleforce.com App named Archive for Chatter, that is accessible via the App list in the upper- right hand corner of the Saleforce.com window. Please click the Archive for Chatter App in the App list to access Archive for Chatter s settings.
2. Once in the Archive for Chatter App, you ll notice some new tabs across the top of your screen. Please click the Archive for Chatter Configuration tab to access the application s core configuration settings. 3. Once in the configuration screen, you ll notice sets of options, grouped in sections. In the Email Destinations & Core Functionality section, please follow the below instructions. a. Check the Archive to Email option if you d like to archive all Chatter content to an email address (customer specified). b. In the Journaling Email Destination field, please enter an email address to which Archive for Chatter will send all Chatter content. e.g. myarchive@xcorp.com Note: please also copy this email address and paste it in the PM Journaling Destination field at the bottom of the screen (this is where Private Message archive emails will be sent. See the next section of this document.) c. Check the Archive to Custom Object option if you d like to archive all Chatter content to the Archive for Chatter Lockbox (a custom object included as part of the Archive for Chatter application. d. In the Alert Email Destination field, please enter an email address to which Archive for Chatter will send administrative alerts. e.g. alerts@xcorp.com 4. Next, in the Extended Functionality section, please follow the below instructions. a. To enable group capture (only capturing Chatter content for a subset of your users), please follow the below instructions. i. Check the Enable Group option. ii. In the Group Name picklist, please select the name of a Salesforce.com Public User Group that contains the users for which Archive for Chatter should capture content. (Instructions for setting up a public user group can be found here: http://na9.salesforce.com/help/doc/en/creating_and_editing_groups.htm) iii. Check the Enable Group to Non- Members if you d like to have Archive for Chatter conditionally capture Chatter content for users that are not members of the Public User Group only when those users interact with group members. b. Check the Include File Attachments option to have Archive for Chatter attach a file to the archive email, when a file is included with a Chatter post or comment by a user. Note: Archive for Chatter will only attach files that are smaller than 3MBs. c. Check the Display Followers option to include a list of a record s followers in the archive email at the time that a Chatter post or comment was created by a user.
d. Check the Preserve Full Conversation option to display the full Chatter thread (original post and previous comments) in the archive email. If checked, for each new comment on a Chatter thread, the full thread history will be displayed in the archive email. 5. Next, in the Email Formatting section, please follow the below instructions. a. In the Email Header Logo field, include a publicly accessible URL to your JPG, GIF, or PNG corporate logo. This URL can point to your logo on your website or you can upload your logo to the content store in your Salesforce.com org and make it publicly accessible via a URL. The logo will be displayed in the top portion of the archive email body. b. In the Email Subject Suffix field, include a unique string of text that will be appended to the subject line of every archive email. This subject suffix can help you to identify Chatter content in your existing e- discovery solution. e.g. [CHATTER] c. In the Email Footer Disclaimer field, include your corporate legal disclaimer. The disclaimer will be displayed in the footer portion of the archive email body. 6. Last, click the Save button at the top or bottom of the screen. 7. The core Archive for Chatter Settings are now configured! At this point, you can post and comment in Chatter to ensure that Chatter content is reaching your journaling mailbox and, ultimately, your e- discovery solution. Configuring Archive for Chatter Private Message Archiving (OPTIONAL) *Unlike post and comment archiving, Private Messages are not archived in real-time. Instead, they are sent your journaling mailbox once per day via a batch job. 1. In the Archive for Chatter app, please click the Archive for Chatter Configuration tab. 2. In the Private Message Capture Settings section, please follow the below instructions.
a. In the PM Journaling Email Destination field, please ensure that your preferred journaling email address is specified (you may have done this in step 3.b. above). This is where all Chatter Private Message archive emails will be sent. b. Next, click either of the Enable PM Archiving buttons to turn on Private Message Archiving. When the page refreshes, you should see that Private Message archiving is now enabled. c. A special securiy permission in Salesforce.com must be associated with the user account that installed Archive for Chatter in order for Private Message archiving to function. Please follow the below steps to configure this permission. i. In your Salesforce.com org, go to Your Name - > Setup. ii. Click the arrow to the left of Manage Users to expand the option list. iii. Click Permission Sets. iv. Click the New button. v. Please complete the fields on this screen as indicated exactly on the screenshot below. vi. Click the Save button. vii. You are now in the Permission Set detail screen. Please locate and click the System Permissions link. viii. Click the Edit button at the top of the screen. ix. In the list provided, please locate and ensure that Manage Chatter Messages permission is checked. x. Click the Save button at the top of the screen. xi. You must now assign the newly created Permission Set to the user that installed Archive for Chatter. To do so, in the menu at the left please click the Users link under the Manage Users heading. xii. Locate the user that you need to assign the Permission Set to and click his or her name. xiii. Scroll down to the Permission Sets related list on the user s detail page and click the Edit Assignments button. xiv. Move Manage Chatter Messages over to the box on the right and click the Save button.
d. Chatter Private Message archiving is now fully configured! Licensing your Users *It is important that each Salesforce.com user in your org is licensed to use Archive for Chatter. Archive for Chatter will only capture content for properly licensed users. Upon first installation of Archive for Chatter you should license all your users. Going forward, each new user that you add to Salesforce.com should also receive an Archive for Chatter license if you d like their Chatter content to be captured. This is only a requirement for installations in a Production org. 1. In your Salesforce org, click Your Name - > Setup - > Installed Packages 2. Locate the installed package named chatterarchive 3. To the left of chatterarchive, click Manage Licenses 4. Click the Add Users button 5. Select the users for which you d like to allocate Archive for Chatter licenses 6. Click the Add button Configuring the Archive for Chatter Lockbox (Optional) *The Archive for Chatter Lockbox is an inside Salesforce repository of all Chatter posts and comments made by your users. To use the Archive for Chatter Lockbox, you must first ensure that all custom security profiles for your users have read and create access to the Archive for Chatter Lockbox custom object. The System Administrator profile already has access to this object by default. Please note: in addition to setting custom security profile access to the Archive for Chatter Lockbox custom object, you must check the Archive to Custom Object setting in the Archive for Chatter configuration to enable Lockbox functionality. 1. Identify the custom security profiles that require access to the Archive for Chatter Lockbox (those in use by users) by browsing to Your Name - > Setup - > Manage Users - > Profiles 2. For each custom security profile that you ve identified, click its name in the list of profiles (e.g. click the name for Sales Profile ) 3. In the Apps section, click Object Settings 4. Locate Archive for Chatter Lockbox in the list and click its name 5. Click Edit 6. In the Object Permissions section, ensure that Read and Create are the only items checked. 7. Click Save 8. Repeat this process for each custom security profile that you ve identified. Please note that depending on your version of Salesforce.com, the steps above may be different. If this is the case, replacing Step 3-6 above, simply click Edit once in the desired custom security profile, scroll down to Custom Object Permissions and ensure that Read and Create are the only items checked for Archive for Chatter Lockbox. Using the Archive for Chatter Historicals Feature (Optional) *Archive for Chatter is designed to capture user posts and comments from the point in time that you installed the application (all future posts and comments). If you d like to capture historic posts and comments (before Archive for Chatter was installed) for sending to your journaling mailbox and/or the Archive for Chatter Lockbox, please follow the setups below to enable Archive for Chatter Historicals. 1. The Archive for Chatter Historicals functionality contains two components: a. The Archive for Chatter Historicals tab this allows you to specify a date and time before which Archive for Chatter will process historic posts and comments and also allows you to toggle this functionality on or off b. The Chatter Queue tab this is where historic posts and comments are enqueued and stored for processing by Archive for Chatter 2. To use Archive for Chatter Historicals, first click the Archive for Chatter Historicals tab. 3. In the Queue posts older than this date field, please specify a date and time before which Archive for Chatter will process historic posts and comments
4. Next, click the Fill Queue button 5. At this point, Archive for Chatter will process historic posts and comments and populate the Chatter Queue. To confirm, please click the Chatter Queue tab 6. Once you see items displayed in the Chatter Queue, you are ready to start the Queue Processor so that Archive for Chatter can send copies of the Chatter Queue s posts and comments to the journaling mailbox and /or the Archive for Chatter Lockbox. Please note that it may take up to 15 minutes for the Chatter Queue to fully populate. 7. Click the Archive for Chatter Historicals tab and in the Queue Processor section, click the Start Queue Processor button. 8. At this point Archive for Chatter will gradually process all of the items in the Chatter queue. Depending on the volume in the Chatter Queue, this can take a few minutes to a few hours. 9. To confirm that Archive for Chatter has processed all Chatter Queue items, click the Chatter Queue tab and note that the Archived field is checked for each item. 10. Once all Chatter Queue items have been processed, click the Archive for Chatter Historicals tab and click the Stop Queue Processor button.
Setting Up Secure Email (Optional) *Optionally, your journaling email system (internal) and your Salesforce.com org can be set up to send/receive TLS encrypted email. Archive for Chatter leverages the internal Salesforce.com SMTP engine and you can control whether or not this engine employs TLS to secure Archive for Chatter archive email. 1. To setup TLS email in Salesforce.com, go to Your Name - > Setup - > Email Administration - > Deliverability 2. Set the TLS Setting to Preferred. If the remote server offers TLS, Salesforce.com upgrades the current SMTP session to use TLS. If TLS is unavailable on the remote server, Salesforce.com continues to send unsecured SMTP mail. 3. For more information on configuring Salesforce.com email, visit: https://na9.salesforce.com/help/doc/en/emailadmin_deliverability.htm