Match My . Set-Up Guide. for Professional and Group Editions. of Salesforce.com. MultiMatch Version 2.3.3

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 Creating a Match My Account Set Up Automatic Authentication Setting Up IMAP Imports Setting up Domains and 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 >. MultiMatch Set-Up Guide RAE Internet Inc

7 2.4. Click Save. MultiMatch Set-Up Guide RAE Internet Inc

8 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

9 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

10 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

11 4. Creating 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

12 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

13 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

14 5. Set Up 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

15 5.4. Login to Salesforce As in screenshot pictured below, click Allow. MultiMatch Set-Up Guide RAE Internet Inc

16 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 that you Disable Use Google Docs Upload, unless you want all your attachments uploaded to Google Docs. -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

17 6. Setting Up IMAP Imports 6.1. Once your Match My account is verified and your Salesforce.com credentials are set up, click Please Provide Information to set up import or go to the Import tab at the top of the screen in the Main Command Ribbon. Setting up an account import from all non-google servers or services, such as Microsoft Exchange, Lotus Notes / Domino, Yahoo!, AOL, gmx.de, Network Solutions, GoDaddy, Communigate Pro, Sendmail, Open-Xchange, Zarafa, Zimbra, MailEnable, Qmail,etc To Import from a new Account click +New 6.3. Fill in fields for Import based on guidelines below: For Google Apps / Gmail 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) MultiMatch Set-Up Guide RAE Internet Inc

18 4. Port: User: username 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: username 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: 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 6. Password: _password For Microsoft Exchange MatchMy would import s from Microsoft Exchange 2003,2007,2010. Administrator should enable IMAP access: 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: username or AD username 6. Password: _password MultiMatch Set-Up Guide RAE Internet Inc

19 6.4. 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. But 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 Salesforce-relevant 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. Setting up Domains and Users Now that your account is set up, the Account Owner can set up domains and add users to the Account. Each of these users is a paying Seat for MME. Additional users may use their regular address or user name and password to log into the Match My cloud. Since Match My authenticates to any LDAP or Active Directory associated with an IMAP server or service, the service will keep MME usernames and passwords up-to-date automatically with any changes made on the server or service. This is an important convenience feature for systems admins In Salesforce, Click the Match My webtab. In the black MME Command Ribbon, go to Settings 7.2. Open Domains & Users tab 7.3. Click on Add Domain MultiMatch Set-Up Guide RAE Internet Inc

22 7.4. Fill in Add domain pop-up per following guidance. 1. The Domain field simply gives a name to the domain inside Match My ; this is useful for managing multiple domains within an MME account. MME allows an Account Owner to set up as many as 10 different domains. 2. The IMAP server host field refers to the IMAP address of the domain. For example, imap.companyname.com is a typical IMAP address. Or use the following for 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 3. For Connection, choose Secure to dedicated port (TLS) and fill in the Port number as For Authentication, select the method in the drop down menu. Full address works with most LDAP directories while username only is typical of an Active Directory associated with an Exchange server. Refer to section 6.3 for guidance. 5. For Allow 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. 6. Click Submit Click on Add User. MultiMatch Set-Up Guide RAE Internet Inc

23 7.6. Fill in Add User pop-up. 1. Fill in the Username. It will be either full address or username only depending on how your IMAP, LDAP or Active Directory is configured. 2. Fill in the user s First Name and Last Name and choose a Role from the dropdown, either End-User or Admin. 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. 3. Click Submit. A new user has been created and can now log into the Match My using his or her username and password. SET UP IS COMPLETE. For questions or assistance: support@matchmy .com. MultiMatch Set-Up Guide RAE Internet Inc