From the get go, we set out to develop the easiest solution to use because we wanted to achieve 100% adoption and utilization. As a result, we developed the only automated solution on the market that works with all email clients and servers. We are also the only solution that provides a custom "Emails" Tab in Salesforce for processing emails, and a custom "Emails" Object for storing and displaying logged emails.
Prior to proceeding please make sure you have administrator rights, or ask a Salesforce system administrator (sysadmin) to perform the install. The Vision App currently supports Salesforce Professional, Enterprise, Unlimited and Developer Editions.
Download the Ap from the AppExchange
Setup in Salesforce
Now go to your your new 'Emails" tab, click the 'Preferences' subtab, then click "configure mail forwarding" for instructions on setting up your email forwarding to Salesforce.
Setting up another Absolute Automation user in Salesforce is a two step process.
Turn them on in Salesforce
Make sure their email is forwarding to Salesforce.
Note: If you setup your inobund and outbound email forwarding at the server level all you need to do is make sure this user's email is added to these server rules.
We've included an instructional walkthrough to set up your Salesforce email forwarding in your new Emails tab.
Go to Emails tab >> Preferences and look for the configure mail forwarding link.
Note that the instructions are broken up into Outbound (email you send) and Inbound (email you receive). You must complete both sets of directions to get both inbound and outbound email logging.
Setting up another Absolute Automation user in Salesforce is a two step process.
Absolute Automation is included with your Vision package. Billing runs with all licenses on the first of the month.
Absolute Automation supports "Exchange Online" Plan 1 and Plan 2, as well as all three "Office 365 Enterprise" Editions. IS.com does not support "Office 365 Small and Midsize Business" Edition.
See the supported "Exchange Online" plans here:
See the supported "Enterprise Editions" here:
For reference, here is a comparison of features offered:
You may need to establish transport rules for your Microsoft product(s). Visit the Microsoft Technet article here:
InsideSales.com takes the security and privacy of your data very seriously. Our Vision and Absolute Automation products are used by over 1,000 clients, including a number of Fortune 500 and financial services clients with strict compliance requirements.
The Absolute Automation application instantly processes and transmits email content to Salesforce. During this process email is 1) either logged to the Lead / Contact record if it exists, 2) posted to your Emails holding pen (if the Lead/Account does not exist), or 3) instantly deleted (if you "ignored" the email address, domain, or content in the email).
The email processing takes place on dedicated Amazon Web Service (AWS) servers. We do not keep any copies of your email in the AWS servers. Every email is processed in real-time so there is no batch processing.
For troubleshooting purposes, your Salesforce Admin has access to the Emails Tab >> Admin Logs sub-tab that will let you know how each email was processed. The only content in Admin logs will be the TO:, From:, and Subject line of the email. In addition our application includes email encryption functionality to further enhance security and privacy of emails within Salesforce. For example, all emails that are temporarily saved in users Pending Tabs are encrypted so they do not show up in Salesforce search results.
Tracking your email activity uses a portion of your Salesforce storage allotment. To help keep your storage costs down, review the following items to help reduce your usage.
In some cases you may want to send emails that are not logged in Salesforce. These may be personal emails, or business emails containing sensitive communication that should not be logged.
There are three ways to send an email without having it logged in salesforce.com.
For further privacy settings:
Here are options to send private emails:
And here is an option to make all Emails company-wide in Salesforce private:
And even further company-wide privacy settings:
Does InsideSales.com Absolute Automation support custom objects?
By default, Absolute Automation automatically logs emails to Contacts and Leads based on the ‘Email’ and ‘Other Email Addresses’ fields. Emails are also logged to Accounts, Opportunities, and Cases.
You can also create lookups from Emails to your custom objects; IS.com's dynamic email view lets you easily build these associations. You can add an "Emails" related list to your custom object to see all emails linked with it.
This is exactly how the default Email-to-Case linkage works. We automate that process by looking for a Case ID in the email. You can similarly automate your Email-to-Custom Object links by looking for the right data within the email.
If you would like to be able to manually assign emails to your custom objects via a custom object lookup please create custom lookups from Emails to these custom objects and we will add them to your Email layout here:
There is a $20 per month cost for each custom field linked in this manner. This a $20 per month cost for the ENTIRE instance, not $20 per Absolute Automation user.
Mass uploading your historic emails to salesforce.com is easy. You simply need to mass forward your old emails as attachments to a unique IS.com-provided email address. Contact IS.com support at firstname.lastname@example.org to get your company-specific email address.
The system is designed to upload massive amounts of emails quickly while allowing for an efficient way to prune out unnecessary emails. The Absolute Automation Email Logger will also catch emails that don't belong to any existing lead or contact record and allow you to auto-create new Contact and Account records on the fly.
The easiest way to forward emails is to multi-select a grouping of emails and click Forward in your email client. When you do this, the emails become attachments.
When sent to the IS.com bulk upload email provided to you, the IS.com platform will translate those records into historical emails. We recommend limiting the total number of selected emails to fewer than 200 per batch. Your mail server may also have size limits on sent emails, so larger emails will need to be sent in smaller batches.
An alternative method to manually forwarding batches of emails is creating an Outlook rule and pointing it at a folder full of emails you want logged.
Be advised that this process might cause significant slowdown on your computer, making it difficult to use or multitask while the forwarding is occurring. This might be a process you might want to run overnight.
To have Outlook forward all emails contained in a folder:
Once the forward actions complete, you can delete the rule and the "Forward" folder if desired.
Absolute Automation includes a series of pre-defined Salesforce reports that were uploaded when you installed the package. These can also be used as models for creating your own reports using the demonstrated Salesforce objects and criteria.
The reports can be found in the standard Reports tab, in a new Email Reports folder.
It's unusual for the Outlook plugin not to work "out of the box" but hopefully with a little troubleshooting we can get your emails forwarding to salesforce.
Some steps to check:
Once you follow the instructions you'll need to 'Mange: disabled Items' and enable the iHance outlook add-in. Then re-start Outlook and you should see the iHance plugin in your toolbar. Make sure log outbound and inbound emails is selected as pictured above.
If none of these solutions work, you may want to explore moving to a server-side logging configuration.
In some cases if your non-admin Salesforce users are having problems getting their emails correctly added to Salesforce, there may be a permissions issue.
Typically you'll want to check two variables:
Salesforce doesn't let you give custom permissions to the default profiles, so (if you haven't done so already), you need to "clone" your user profiles so that you can give them the right permissions.
If your non admin Salesforce users are not able to view the 'Emails' tab this could mean two possible things:
A. The "Emails" tab isn't in your user's tab set, but is available when you click the "+" sign next to the tabs.
B. The "Emails" tab isn't available in the full list of tabs for the user.
In that case, the User's profile doesn't have sufficient access to the custom "Emails" object.
Here is our support article on making our custom Emails object viewable to all users' profiles, and assigning the user to this updated profile.
Regular expressions is Google Apps method of forwarding emails for selected users (rather than all Google App users).
To select the users use the first part of their email address (before the @ symbol) in a regular expression.
Here is an example of a regular expression for "mydomain.com." Of course yours will substitue your users' names followed by your doman name in the same manner.
Note there are no spaces between the vertical slash symbol ( | ) or between the parentheses separating the names from the @ symbol and your domain name.
In the same area you added your forwarding address add your own regular expression to option 3. under 'Execute this setting only if the envelope sender matches' as illustrated in the picture below.
Make sure the Execute box is checked. Click save!