Set-Up Guide for Lightning Edition of Salesforce.com

Transcription

1 Set-Up Guide for Lightning Edition of Salesforce.com MultiMatch Cloud Release Table of Contents 1. Prior to installing package, Enable Chatter and Actions in Publisher Install MatchMy Application Package in Salesforce.com Confirm that My Domain is set For Enterprise Edition Only: Change Message Page Layout Add Messages component to Lightning Record Pages Convert to Match My s Send button Turn on Messages (Lightning) tab visibility for desired profiles Add Match My tab to Navigation Menu Optional: Add Mobile Cards for Viewing on Smartphones Optional: Add Message (Lightning) to SF1 navigation Create a Match My Account Setting up for import Add Domain Best Practice: Add Ignore Rule for Domain Set up Salesforce Integration for Domain (Team De-Duplication) Copyright 2017, 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 complied 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. The purpose of this Set-Up Guide is to assist a Salesforce System Administrator. Its length is due to the inclusion of screenshots to provide clear instructions for each step. This guide is not intended for use by an 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: IMAP Server hostname, port and authentication method. Known host information is here. Salesforce.com Login & Password for Salesforce Administrator Confirmation that My Domain has been setup in Lightening Edition

2 1. Prior to installing package, Enable Chatter and Actions in Publisher 1.1. Navigate to Setup Home > Feature Settings > Chatter > Chatter Settings. Confirm for Chatter Settings at top that box is checked for Enable Further down on screen, also confirm for Action in the Publisher that the box is checked for Enable Actions in the Publisher. If not, click Edit, check these boxes, and Save. 2. Install MatchMy Application Package in Salesforce.com 2.1. Click the following link or paste it into browser window: *Those using Enterprise and Unlimited editions of Salesforce have the option of installing into Sandbox by using the link below. If MME is to be deployed into production later, all steps will need to be repeated at that time. During MatchMy account setup (Step 9), Sandbox should be enabled for Salesforce Integration Choose Install for All Users and click Install. In some cases, you may get a message that the install is taking a bit longer than expected to install. Simply click Next and you will receive an that the install is complete. 3. Confirm that My Domain is set Salesforce.com requires users of Lightning to set My Domain in order to use apps. Click here for more about this Salesforce.com requirement. 2

3 3.1. Go to LightningSetup Home > SETTINGS >Company Settings > My Domain. If My Domain steps have been completed, the screen will appear as below. Proceed to step Otherwise, it is necessary to follow the instructions as presented by Salesforce.com on the My Domain screen. Please wait until steps are completed and domain is deployed to users before proceeding. 4. For Enterprise Edition Only: Change Message Page Layout 4.1. Go to Setup Home > PLATFORM TOOLS > Objects and Fields > Object Manager and click on the label Message where you see the API Name Message (MME Message c). 3

4 4.2. Click on Page Layouts,or scroll to find it lower on page Click on Page Layout Assignment at right On the next screen, click Edit Assignment On the left, click the top Profile name, hold the shift key down, and click the last Profile name to select all Profiles. For Page Layout to Use choose the 2nd option for UE/EE (Unlimited/Enterprise editions). Click SAVE Repeat these steps from 4.1 for Message Related Object. 4

5 5. Add Messages component to Lightning Record Pages These steps should be followed for each of the objects (Leads, Contacts, Accounts, Opportunities, Cases) being used in the Organization. Some organizations may not use all of these objects. Below we begin with Opportunities Go to Setup Home > PLATFORM TOOLS > Objects and Fields> Object Manager. Scroll to find Opportunity label and click on it Look for Lightning Record Pages at top. If you see (1) or more indicated, jump to STEP 5.3. However, if as in screenshot below Lightning Pages shows 0, follow these steps to activate In Lightning menu click icon for record type. In the following screenshots, the example is for Case. Click any record name, in this example it is a Case #. 5

6 In viewing that Case, click Setup at top right and choose Edit Page in menu First, it is necessary to Save the page. Click the Save button After saving page, a window will appear prompting activation of the page. Click Activation button In the window for Activation of record page, select the page and click SAVE. Back in the record s Edit Page screen, you will see the Activation button is now blue. You are ready to proceed. Again, navigate to Setup Home >PLATFORM TOOLS > Objects and Fields > Object Manager and click on Opportunity. You will see Lightning Pages now shows (1). Proceed to STEP

7 5.3. Click on Lightning Record Pages Click on the name of the page and on next screen click Edit button 5.5. On the left Lightning Components panel, under Custom - Managed find the Messages component and drag it onto the page. A recommended position is inside standard Activities widget under Past Activity list as shown in screenshot. Ignore the MME EM Helper component here Once placed, click Save, and wait until change is saved. Proceed to

8 6. Convert to Match My s Send button Match My s button will appear at top of screen when viewing in Lightning and in bottom menu in Salesforce1. It provides the ability to send, reply, reply all and forward from within Salesforce and MME s custom object Navigate back to Setup Home > Platform Tools > Objects and Fields > Object Manager and click the label for Opportunity. At top, click on Page Layouts Determine which of the page layouts you use, and to right click the menu and choose Edit. If you use all layouts, you will want to do the following steps for each At top left, click on Salesforce1 Actions. Hover over grey area just below the Salesforce1 and Lightning Experience Actions section name to highlight as blue. Click the wrench icon to open the section for edits Hover over the Send button at top that is indicated as the custom button from MME. Click on it and drag it into the Salesforce1 and Lightning Experience Actions section. We recommend placing first. 8 Match My Setup Guide for Salesforce Lightning Edition RAE Internet Inc. 2017

9 6.5. Click on the pre-existing Send and Send an buttons, one at a time, drag to the top Fields area to remove them. Click Save at top left to save changes Navigate back to PLATFORM TOOLS > Objects and Fields > Object Manager and repeat steps from 5.1 for the other objects (Lead, Account, Contact, and Case objects) used in Salesforce. If desired, you can also add the component to the User page layout to see s matched to a User. This required Match Users to be enabled in Salesforce integration settings that will be addressed in step Turn on Messages (Lightning) tab visibility for desired profiles The Messages (Lightning) tab will show a full list of all matches made into Salesforce records. It will only be visible and available to profiles for which the setting is Default On Go to Setup Home > ADMINISTRATION > Users > Profiles and click on a profile name. (If you are unable to edit the profile this way, click Edit to left of profile name instead.) 7.2. Click on Object Settings within which Custom Tab Settings can be found. (This assumes the view is Enhanced Profile User Interface. If not, scroll down on screen to Custom Tab Settings.) 9

10 7.3. Find Messages (Lightning) in the list. The Tab Setting should be Default On. If it is hidden or Default Off, then click the label for Messages (Lightning). Click the Edit button and use change to Default On. Click Save. Upon returning to Profiles > (profile name edited) > Object Settings, the Tab Settings for Messages (Lightning) will reflect the change made 7.4. Repeat from step 7.1 for all desired profiles. 8. Add Match My tab to Navigation Menu 8.1. Go to Setup Home > PLATFORM TOOLS > Apps >App Manager. For the Lightning APP NAME, on far right use drop down to choose Edit Choose Select Items at top. 10

11 8.3. Find and click on Match My on left. Click arrow to move to Selected Items Click Save at bottom. 9. Optional: Add Mobile Cards for Viewing on Smartphones 9.1. Navigate to Setup Home > Platform Tools > Objects and Fields > Object Manager and click on a label for an object to add the mobile card. In the example below, Lead is used After clicking on the object label, at top click on Page Layouts For the layout you want to modify, to the right click menu and choose Edit In the top left of the viewing area, scroll under Fields to find Visualforce Pages and click on it. Options to the right will change. 11

12 9.5. Click on MME Mobile Messages, and drag it down into the Mobile Cards section. A dark green line will guide placement After placing, you will see the component as a blue box. Double click the blue box to open properties. Set height to 44 pixels and check the box for Show Scrollbars. Click OK Click Save at top left of viewing area You will return to screen where you can click into Page Layouts if you need to edit and add to another layout. Otherwise, you want to repeat steps from 9.1 for other objects you use (Contacts, Accounts, Opportunities, Cases) to add MME Mobile Card. 10. Optional: Add Message (Lightning) to SF1 navigation Go to Setup Home > PLATFORM TOOLS > Apps > Mobile Apps > Salesforce1 Navigation Move Message (Lightning) from Available to Selected on right. Click Save. 12

13 11. Create a Match My Account The individual at a company who will manage the Match My account, whether they will import and match or not, follows these steps to create an MME account. They are then known as the Cloud Admin Open a new browser tab and navigate to the sign up wizard at **Those within the European Union should navigate to In most cases, leave type of organization as Production. Enterprise and Unlimited edition Users may choose to sign up for Match My account using their Sandbox. Most users should choose the United States for server data location. However, for regulatory reasons, companies based within European Union should choose that option for server data storage located in European Union. User can open Master Subscription Agreement in new browser tab to read. Check the box once it has been read and click Next Upon jump to Salesforce, if already logged in, User should confirm your credential is listed and click Allow. Otherwise, User will be prompted to login. Then click Allow Upon return to Match My the screens will be as below. The company's Match My account has been created. Match My Cloud Admin and Salesforce Integration settings are established. The setup wizard will now proceed to Step 2 to establish information. If User, as the Cloud Admin, wants to import and match own , continue to 12. If User, as the Cloud Admin, will only manage account and not import own , skip to

14 12. Setting up for import Example for Google. Click Next. (If is not with Google, go to 12.2) A jump to Google will occur where User should login to the appropriate Google account or choose it from options. Click Allow For folder selection, MME will import from folders appearing in Selected Folders window. Default folder selection is for incoming and sent mail - INBOX and [Gmail]Sent Mail which is recommended for efficient and fully automatic function. User may choose other labels if desired and move to Selected Folders. Please note initially that mail only from last 24 hours in any folder/label will be imported and matched. Do not select All Mail, Spam, Drafts, etc. Click Next. Continue to Example for non-google . When setting up a new account, Domain information is not yet available. If you are an Office 365 customer, choose that option and click NEXT. Otherwise, click OTHER. 14

15 On next screen, Office 365 Users will be prompted for address and password. Enter those and click NEXT. Skip to If you chose Other, on following screen select provider from list or directly enter IMAP information. Clicking blue HELP area will also take you to a wiki page of providers and IMAP information. Click NEXT Default folder selection is for folders containing incoming and sent mail - INBOX and Sent folder. This default selection is recommended for efficient and fully automatic function. Subfolders may be added if desired. Please note initially that mail only from last 24 hours in any folder/label will be imported and matched. Click Next Match My will begin running the first import, going back 24 hours in selected folders. (Click here for information about importing older s.) User can choose to expand Details to view import log or wait until import is done. Allow the system to complete processing. When import is complete, click Next. On next screen, click Finish. The screen will change to the Cloud view, the table of s have been imported into the cloud from selected folders. Matched or not, s remain in the MME cloud for the maximum number of days set in Settings > Company (default is maximum of 45 days) and then purged. Matched s will already be uploaded into Salesforce.com and remain there beyond cloud retention period. 15

16 13. Add Domain In the MME Menu Ribbon, hover over Settings and click Domains & Users Click on Add Domain Fill in fields based on following guidance. For Domain: The domain is everything after and not including symbol in address. (Example, injane@acmecompany.com, the domain is acmecompany.com). For IMAP server host, Connection, port, andto authenticate use: these fields depend on where User is hosted. Please refer to our wiki for a list of IMAP service providers. or contact your IT staff. 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 domain. Gmail should be checked if hosting is with Google. Checking Any other IMAP server enables flexibility for Users to import outside of designated domain. Add Users automatically is enabled by default. It allows additional Users to login and add themselves automatically to User list during setup, eliminating extra step for Cloud Admin. Message size is less than (MB): Default is 30MB. This is maximum size of a single and attachment that can be imported into Cloud. It can be reduced if desired. Click Save. 14. Best Practice: Add Ignore Rule for Domain While not required, we strongly recommend as a best practice that you add an ignore rule for an domain. This is a protective measure against unnecessary or unwanted matching of internal into Salesforce.com records that might contain employee addresses Click Ignore in MME menu ribbon. Click +New 16

17 14.2. Fill in the fields per guidelines below:. For Address to Ignore: type domain which is everything after symbol. In the example jane@acmecompany.com, the domain field would contain acmecompany.com. For Ignore Type: confirm skip address is showing. For Direction of Address: click the button by any User to Apply to: choose your domain in drop down. Click SAVE. 15. Set up Salesforce Integration for Domain (Team De-Duplication) The following steps enable MME to upload via one Salesforce.com login and eliminate duplicates when colleagues are cc'd and importing the same message into Match My In the MME Menu Ribbon, click Settings > Salesforce Integration, then click New Fill in the fields as follows: Confirm box for Enabled is checked For Applies to: field, choose your domain from the drop down menu. Underneath, you will note there are two options available: Permit end-user to edit rules if checked would permit end-user to edit personal settings Use as default for end-user if checked will provide integration for Users as a default until they integrate via their own Salesforce login. It is better for Users to set up their own personal integration in order for MME to follow appropriate roles and permissions. For Access Type: choose Remote Access OAuth Click Grant button 17

18 15.3. For Organization type, choose Production. (Sandbox is an option for Enterprise and Unlimited editions when MME is installed in a company s Sandbox.) Click Next. If red text appears about pop up windows, you need to adjust your browser setting to allow pop-ups, or at least allow a pop up from Click Next again A jump to Salesforce will occur where User may login to Salesforce.com using the credentials for a Salesforce.com System Administrator. After logging in, click Allow The newly saved information will be listed in light grey text. Click the + sign to expand Matching Rules options. 18

19 15.6. By default, matching to Leads, Contacts, and Accounts is enabled, as well as Users. (Match Users is useful for future reporting of activity per User.) Uncheck boxes to disable matching to the object. To enable matching to Opportunities (by address of Contact Role) or Cases, check those boxes. Those using Salesforce-Contact Manager edition should only have Match Contacts checked. To use -to-Case, please reach out to MME support staff at as this feature requires discussion about settings in both MME and Salesforce to work properly. Click the + sign to expand Upload Rules options Under Upload Rules, it it possible to manage the way MME uploads attachments into Salesforce. MME stores attachments in Salesforce organization s more plentiful file storage. In most cases, defaults can be left as is. By default, Upload to Salesforce and "Enable team dedupe" are enabled. For Upload Attachments: o If you leave the Upload Attachment box checked, you can set the size in MB that can be uploaded. The default is 5MB, the upper limit into Salesforce, but can be lowered. Attachments larger than MB limit will not upload to Salesforce. o o With Upload Attachments box checked, if size is set to 0 MB, actual attachments will not be uploaded but LINKS WILL be uploaded with on match. Users will be able to click a link to view the attachment in the MME cloud while it is stored there for determined retention period (default is 45 days). If Upload Attachments box is unchecked, only and NO attachments or links to attachments are uploaded into Salesforce on match. By default, MME blocks inline images up to 25 KB. Thus, inline images such as signature logos up to 25 KB will not be uploaded. This size may need to be increased if inline signatures are uploaded and not desired. Attachments can be uploaded to a Google Drive account if desired. All attachments entering Cloud will be sent to Google Drive root directory. Check the box and visit Settings > Google Drive Integration to add credential and make connection between Google Drive and MME. Click Save This completes set up of Match My . For assistance with set up or for questions, contact support@matchmy .com. A User guide and other documentation can be found at To add colleagues as additional Users to the Match My account just created, please follow steps in our Adding Users to Existing Match My Account guide. If colleagues are unable to see matched data, enable custom object permissions at the profile-level or adjust permission set assignments at the user-level. 19