Match My . Set-Up Guide. for Professional and Group Editions. of Salesforce.com. MultiMatch Version

Transcription

1 Match My Set-Up Guide for Professional and Group Editions of Salesforce.com MultiMatch Version MultiMatch Set-Up Guide RAE Internet Inc

2 Copyright , RAE Internet Inc. (dba Match My ). 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 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@matchmy .com. MultiMatch Set-Up Guide RAE Internet Inc

3 Table of Contents 1. Install MatchMy Application Package in Salesforce.com Add Web Tabs in Salesforce for Messages and MME Customize Page Layouts for Accounts, Leads, Contacts, Opportunities, and Cases Create a Match My Account Set Up Salesforce Automatic Authentication Set Up Importing (IMAP or Google Mail) Set up Domains and Users Google Docs Integration (option for Google Apps Users) The purpose of this Set-Up Guide is to get you through steps 1-7 above as quickly as possible. With the assistance of Match My support, the average set-up takes about 45 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. Prior to Set Up, the following information will be needed: 1. IMAP Server Name 2. Salesforce.com Login & Password for Salesforce Administrator 3. Login & Password, Salesforce Login & Password for each User/Seat for MME MultiMatch Set-Up Guide RAE Internet Inc

4 1. Install MatchMy Application Package in Salesforce.com 1.1. Log in to Salesforce Account 1.2. Paste the following link into browser window: Click Continue 1.4. Click Next MultiMatch Set-Up Guide RAE Internet Inc

5 1.5. Click Install Once installation is complete, you should see the following screen. MultiMatch Set-Up Guide RAE Internet Inc

6 2. Add Web Tabs in Salesforce for Messages and MME 2.1. Click the + sign on web tabs bar (at right of Home, Leads, ) 2.2. Click "Customize My Tabs" (button positioned in the right side) 2.3. Select " Messages" and "Match My " from Available tabs and move them to Selected tabs using Add > Click Save. MultiMatch Set-Up Guide RAE Internet Inc

7 3. Customize Page Layouts for Accounts, Leads, Contacts, Opportunities, and Cases 3.1. In Salesforce, click User s Name and choose Setup. In left column under App Setup choose Customize", Leads, Page Layouts Click Related Lists. Click and drag the button for " Messages" to the list below. Place it between other items (a green line will indicate the mouse button can be released). MultiMatch Set-Up Guide RAE Internet Inc

8 3.3. Scroll to find Messages section and click on wrench In the pop-up window, select in this order (to mimic the format of Outlook): From, Subject, Date, Direction, and Attachments from Available Fields and use Add> button to move to Selected Fields. Select the # symbol in Selected Fields and use the Remove< button to move it to Available Fields. In the Sort By drop down menu, choose Date. Click the button for Descending. Click OK. MultiMatch Set-Up Guide RAE Internet Inc

9 3.5. You will see the selected fields now showing for Messages. Make sure that Related Lists is highlighted and click Save 3.6. Answer Yes in pop up window asking to Overwrite Users 'Related List Customizations'? 3.7. Repeat steps 3.1 through 3.6, but in left column under App Setup -> Customize, but instead of Leads choose Contacts and then Page Layouts. Repeat again for Opportunities, Accounts, and Cases, if all of these Salesforce objects are used. If some of these are not used, they do not need to be customized. MultiMatch Set-Up Guide RAE Internet Inc

10 4. Create a Match My Account 4.1. Go to the Match My web site Point your browser to or go to the MME website shown in the screenshot below and click the button for Login. All major browsers are supported: Internet Explorer, Firefox, Chrome and Safari On the next screen where it reads Don t Have An Account click Sign Up. MultiMatch Set-Up Guide RAE Internet Inc

11 4.3. Fill in the Sign Up Form. Click Submit. Note that your address will be your Username in MME. The password typed here should be strong (use a combination of letters both lower case and capitals, numbers, special characters!,#,etc) Account Verification using ed Code For security purposes, you will need to verify your account by entering a verification code in the dialog box. At this time, check your account for a new message from MME. Click on the link OR copy the verification code and paste it in the MME browser tab window and click Submit. MultiMatch Set-Up Guide RAE Internet Inc

12 4.5. Your account has been set up. You are the ACCOUNT OWNER. As the Account Owner, you will have all privileges within Match My . You will be able to set up domains as well as users and assign them roles: end-user or domain admin. The Account Owner can view the entire stream related to all the users in your account within the MME Web Tab in Salesforce.com. The Account Owner can set up as many as 10 domains for import. MultiMatch Set-Up Guide RAE Internet Inc

13 5. Set Up Salesforce Automatic Authentication 5.1. While still in a MME browser tab ( outside of Salesforce, on the black MME Command Ribbon click Settings (do NOT try in MatchMy Salesforce web tab) On the Salesforce Integration tab, the Access Type should show Remote Access (OAuth). If not, use drop down menu to select it. Click Grant In Grant Remote Access dialog box, click Next This will redirect you to Salesforce for authorization. MultiMatch Set-Up Guide RAE Internet Inc

14 5.4. Login to Salesforce As in screenshot pictured below, click Allow. MultiMatch Set-Up Guide RAE Internet Inc

15 5.6. Upon returning to the Salesforce Integration tab, click Finish Under Matching Rules, the default is to have them all enabled. However, if you want to further customize your MME setup, you can do so here Under Other Services, for Google Docs uploads and -to- Case, choose Disabled from drop down menus. It is recommended you Disable Use Google Docs Upload, unless you want copies of attachments uploaded to Google Docs, in which case see Chapter 8. -to-Case is a special feature implemented for a client who uses web forms to create support tickets and wanted to track the s related to those Cases within MME and Salesforce.com. Before using -to-Case, please consult with MME support Click Save. If you do not click Save, the set up will not be saved. MultiMatch Set-Up Guide RAE Internet Inc

16 6. Set Up Importing (IMAP or Google Mail) Once your Match My account is verified and Salesforce.com credentials are set up, the next step is setting up Imports for s. To do so, you will be entering your address and password. If at a future date the 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 6.1 to set up Google Mail Integration using Google OAuth. The advantage is that future changes to 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 6.2 to use IMAP settings Gmail Users Only Set up Google Mail Integration In the Black MME Menu Ribbon, click Settings>Google Mail Integration For Account status field, choose Enabled from the drop down menu and click Authorize Service button. This will jump to Google At Google screen, if not already logged in to Google you may be prompted to do so. Click Grant Access button. MultiMatch Set-Up Guide RAE Internet Inc

17 Back at MME screen, click Save All users need to set up importing. Click Please Provide Information or in the black Menu Ribbon click Import To Import from a new Account click +New 6.4. Fill in fields for Import based on guidelines below: MultiMatch Set-Up Guide RAE Internet Inc

18 For Google Apps / Gmail when Google Mail Integration has been granted 1. Import from: Google Mail Account For Google Apps / Gmail using IMAP option Administrator is required to enable IMAP access for account(s): 1. Import from: Other IMAP server 2. IMAP server host: imap.gmail.com 3. Connection: Secure to dedicated port (TLS) 4. Port: User: full address 6. Password: _password For Yahoo mail 1. Import from: Other IMAP server 2. IMAP server host: imap-ssl.mail.yahoo.com 3. Connection: Secure to dedicated port (TLS) 4. Port: User: full address 6. Password: _password For Go Daddy 1. Import from: Other IMAP server 2. IMAP server host: imap.secureserver.net 3. Connection: Secure to dedicated port (TLS) 4. Port: User: full address 6. Password: _password For Rackspace 1. Import from: Other IMAP server 2. IMAP server host: secure. srvr.com 3. Connection: Secure to dedicated port (TLS) 4. Port: User: username only 6. Password: _password For 1 and 1 1. Import from: Other IMAP server 2. IMAP server host: imap.1and1.com 3. Connection: Secure to dedicated port (TLS) 4. Port: User: full address 6. Password: _password For Microsoft Exchange MatchMy would import s from Microsoft Exchange 2003,2007,2010. Administrator should enable IMAP access: MultiMatch Set-Up Guide RAE Internet Inc

19 Exchange 2003: Exchange 2007: Exchange 2010: 1. Import from: Other IMAP server 2. IMAP server host: exchange.hostname/ip 3. Connection: Secure to dedicated port (TLS) 4. Port: User: full address 6. Password: _password 6.5. Click Refresh Folders and the folder structure of your IMAP account will appear in Available Folders box (red arrow) Import Folder Selection For the field Import Folders there are two selection options: Selected and All, except Selected. Most often Selected should be chosen. Circumstances in which All, except Selected would be chosen could be if future business expansion warrants additional folders be used and it is desirable to avoid future steps of remembering to add these folders. The strategy with folder selection would then be to move folders, such as personal folders or Junk, that contain s irrelevant to Salesforce to be added to Selected folders. This will leave folders that will contain to be uploaded into MME in Available folders window. For assistance, contact support staff Click on INBOX and SENT folders, a folder set up in which desired s for Salesforce communication are received, or any other system SENT folder such as [Gmail]Sent if using a Gmail account and use the Add< button to move to Selected Folders window. Status should be set for Autorun my import by schedule. If not, please choose this option. Click Save. MultiMatch Set-Up Guide RAE Internet Inc

20 Folder Selection Strategies Typically, users will select Inbox or [Gmail]Inbox, and Sent or [Gmail]Sent folders. This will capture both incoming and outgoing mails to analyze for matches. When an client such as Outlook is used, there may also be a folder called Sent Messages or Sent Items created by the client that you would also want to select. Individual folders should also be chosen if they contain relevant s that the end-user wants to synchronize with Salesforce.com. Often these specific folders use routing like Rules and Alerts in Outlook or Mail Filters in Gmail to automatically sort incoming and outbound s. Similarly, if you receive relevant s in an account that is not your primary business account or is a personal account, you may want to use options in your client for creating routing rules or filters like Rules and Alerts in Outlook and Mail Filters in Gmail to route relevant s to a specifically created folder earmarked for synchronization with Salesforce.com. This folder would then need to be selected here, in Available Folders, and added. Or, if you already have those types of folders set up, select them here to ensure all Salesforcerelevant s can be imported to the Match My cloud and analyzed for matches. Please note, any rules or alerts that are set up for routing s to a folder must be done in such a way to arrive within 24 hours of receipt, or dragged and dropped into the folder within 24 hours of receipt in order for MME to import them. Match My will import new s that are newer than on or after yesterday from your Gmail or Google Apps account and hold the for 45 days; this is called Reprocessing and is a unique feature of Match My . s are reprocessed continuously for 45 days looking for new matches that are then uploaded to Salesforce.com. That means that you do not have to worry about s being logged into Salesforce.com if the s arrived in your Inbox before you have had a chance to set up a Salesforce.com record, be it a Lead, Contact, Opportunity, Account, Person Account or Case. MultiMatch Set-Up Guide RAE Internet Inc

21 7. Set up Domains and Users 7.1. MME User Roles During the set-up of Match My , a MME account is created. That account is for the company, set up by an individual that has administrative privileges within the company s Salesforce.com account. The individual whose credentials are used becomes the Account Owner. This Account Owner may or may not be someone who wants to have s imported from their own communication. The Account Owner does need to be associated with an account that is monitored by someone in the company. The Account Owner uses an address as their username, but 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. In addition to the Account Owner, within MME users can 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 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 Assign or re-assign to specific accounts Create RSS feeds to Chatter, browsers and mobile devices View and act upon imported stream for entire domain Control Ignore list for entire domain Add /delete end-users in controlled domain(s); Control all domain-side settings Manage Match My account Add/delete domains Add/delete/assign domain admins These different types of user-ship allow different levels of privacy controls. End Users can only see their communication when viewing Salesforce objects or the MME cloud. Domain Admins can see all communication within their domain. The Account Owner (there is only one) can view the entire stream related to all users in the MME account (within the MME Web Tab in Salesforce.com). MultiMatch Set-Up Guide RAE Internet Inc

22 It is important to note that passwords are not visible to anyone other than the individual. This is also true of MME support staff, who do not have access to passwords or credentials. Therefore, it is important for the Account Owner 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 to perform a reset Adding a Domain (Account Owner only) When an MME account is set up, importing is typically though not always set up for the Account Owner. In order to have s of other company employees processed by MME, a domain and additional users needs to be added to MME account. Only the Account Owner can add users, logging into MME with their address and the complex password. For this reason, only the Account Owner 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 not the Account Owner.) Account Owner can set up as many as 10 domains for import In Salesforce, Click the Match My webtab. In the black MME Command Ribbon, go to Settings Open Domains & Users tab Click on Add Domain MultiMatch Set-Up Guide RAE Internet Inc

23 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: Microsoft Exchange Mail Server type exchange.hostname/ip Yahoo Mail Server type imap-ssl.mail.yahoo.com Gmail/Google Apps Server type imap.gmail.com Rackspace Mail Server type secure. srvr.com Go Daddy type imap.secureserver.net 1-and-1 type imap.1and1.com 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 following guidance for hosts. Full address works with most LDAP directories while username only is typical of an Active Directory associated with an Exchange server. Microsoft Exchange Mail Server choose Full address Yahoo Mail Server choose Full address Gmail/Google Apps Server choose Full address Rackspace Mail Server choose Username only Go Daddy choose Full address 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. If you use Gmail and are setting up Google Mail Integration (See Chapter 6.1), then click Gmail. Click Submit MultiMatch Set-Up Guide RAE Internet Inc

24 7.3. Adding Users (Account Owner, Domain Admin in controlled domain) Each user is a paying Seat for MME. The Account Owner 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.) In Salesforce, Click the Match My webtab. In the black MME Command Ribbon, go to Settings 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 when viewing Salesforce objects. Domain Admins can view all s incoming and outgoing from s within that domain. 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. MultiMatch Set-Up Guide RAE Internet Inc

25 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. 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 Match My Tab; 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. When Google Integration is set up for each MME user, login requires only the entering of the address and checking the box for Login with Google Account. A bounce to Google will confirm with a step to Grant Access and return users to MME. 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 End User Quick Set-Up Guide to enable Salesforce Authentication and Folder Importing. Match My allows each user to import from up to five addresses. To add these accounts, a user would go to the Import tab and click +New and follow the steps in End User Quick Set-Up Guide- Section 2: 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 MultiMatch Set up Guides for Salesforce editions - Section 2. MultiMatch Set-Up Guide RAE Internet Inc

26 8. Google Docs Integration (option for Google Apps Users) MatchMy provides the option to upload copies of attachments (documents, spreadsheets, presentations) to a Google Docs account. For detailed information about storage limits and file types, you can go to &ctx=topic 8.1. In the black MME Menu Ribbon, click Settings > Google Docs Integration. Change Account Status to Enabled using the drop down menu and click on Authorize Service button When bounced to Google accounts, Click on Grant Access 8.3. When bounced back to MME, choose Associated Domains by checking box(es) and click Save. All guides can be found at For assistance or for questions, contact support@matchmy .com. SET UP IS COMPLETE. For questions or assistance: support@matchmy .com. MultiMatch Set-Up Guide RAE Internet Inc