Match My . Set-Up Guide for Group and Professional Editions of Salesforce.com. MultiMatch Version 4.0.2

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1 Match My Set-Up Guide for Group and Professional 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 View for Salesforce Objects to MME Views Optional: Add Secondary Addresses to Contacts Create a Match My Account Add Domain Set Up Salesforce Automatic Authentication Optional: De-duplication of at the Team Level Add Domain Ignore Rule Set Up IMAP ( ) Importing Optional: Add more Users to Match My Optional: Adjust Settings for Viewing & Sharing by Users The purpose of this Set-Up Guide is to get you through the above steps as quickly as possible. Match My support, the average set-up takes about 40 minutes. With the assistance of 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. 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: 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 Installing the package grants functionality for the MultiMatch version of Match My (MME). Skipping installation and going to section 5 will result in MME functioning as the SingleMatch version Log in to Salesforce Account 1.2. Click the following link or paste it into browser window: The latest version of Match My s managed package can always be found at Click Continue 1.4. Click Next MultiMatch Set-Up Guide RAE Internet Inc

5 1.5. Click Install MultiMatch Set-Up Guide RAE Internet Inc

6 2. Add Web Tabs in Salesforce for Messages and MME Adding these Web Tabs allows quick access to the MME User Interface and to a view of all Messages that have been uploaded into Salesforce.com 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 View for Salesforce Objects to MME Views These steps place a visualforce component on object page layouts. It is possible to also use the MME Related Lists, adding them to each Page Layout. For details on the Related List option, contact support@matchmy .com Click Setup (which can be found either next to your name or in drop down menu) 3.2. On left sidebar, in App Setup section (may be called Build section), click Customize > Leads > Page Layout. In the view area, use scrollbar to click Visualforce Pages. MultiMatch Set-Up Guide RAE Internet Inc

8 3.3. After you click, options on right change. Click on Section and drag down onto the page below, positioning it in information section where desired (dark green line shows position). In the screenshot below, it is being placed below Custom Links Once placed, a pop up window for Section Properties will appear. For Section Name type in " Messages". Uncheck the boxes for Detail Page and Edit Page. Click the button for 1-Column. Click OK. MultiMatch Set-Up Guide RAE Internet Inc

9 3.5. Click on MME Messages and drag down into the newly added section A Visualforce Page Properties window will pop up. Change Height to 400, check box for Show scrollbars and click OK. MultiMatch Set-Up Guide RAE Internet Inc

10 3.7. Click Save to save changes to the page layout you are editing Repeat steps 3.2 thru 3.8 for all standard record types (Contacts, Accounts, Opportunities and/or Cases) used by Organization. MultiMatch Set-Up Guide RAE Internet Inc

11 4. Optional: Add Secondary Addresses to Contacts The Secondary Addresses object provides a place to enter alternative addresses for Contacts. Once entered, MME will use this additional address(es) for automatic matching to correct Contact record Click Setup > Customize > Contacts > Page Layout > Related Lists. Click and drag Secondary Addresses onto page layout where desired Click wrench icon for Related List Properties of Secondary Addresses Select from Available fields and Add to Selected Fields window Click OK 4.5. Click Save, and click Yes in pop up window to confirm actions. MultiMatch Set-Up Guide RAE Internet Inc

12 5. 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 Match My web site Click the Login button to be redirected to MME s secure login site Next to Don t Have An Account click Sign Up Fill in the Sign Up Form and click Submit. Note that your address will be your Username in MME. Please enter an address to which you have access. After successfully submitting the form, you will need to access the account for a verification code. The password typed here should be medium to strong (a combination of lower and upper case text with numbers and special characters(!,#,etc) can help the strength. Please note that we have found problems with passwords that include quotation marks or symbol. MultiMatch Set-Up Guide RAE Internet Inc

13 5.5. Verify Account with ed Code For security purposes, you will need to verify your account by entering a verification code. At this time, check your account for a MME message in your Inbox. It might go to Junk or Spam folder You may click the link in the , which will open a new browser tab, or copy the code and paste into the tab where you were working in MME Click Submit. Your account has been set up with you as the Cloud Admin. Any Alerts that show simply indicate you need to proceed with additional steps of set up. As the Cloud Admin, you are able to manage all aspects of your Match My account, including adding your Domain and adding more Users. These steps are covered in subsequent chapters. MultiMatch Set-Up Guide RAE Internet Inc

14 6. Add Domain 6.1. In the MME Menu Ribbon, hover over Settings and click Domains & Users 6.2. Click on Add Domain 6.3. Fill in fields based on following guidance. For Domain: The domain is everything after and not including symbol in address. (Ex. For jane@acmecompany.com, the domain is acmecompany.com ). For IMAP server host, Connection, and To authenticate use: these fields depend on where your is hosted. Please refer to the table below or visit the Match My wiki for more providers, or contact your IT staff. COMPANY IMAP server host Connection & Port 1&1 imap.1and1.com Secure, 993 Exchange Contact IT staff or provider for exchange server. Confirm IMAP enable and verify port. Gmail imap.gmail.com Secure, 993 GoDaddy Depending on type of account, Secure, 993 imap.secureserver.net or outlook.office365.com Office 365 outlook.office365.com Secure, 993 Rackspace secure. srvr.com Secure, 993 For Login with Google Apps: For Google Apps Users, choose Enabled to allow Users to login to MME by clicking Google button for convenience. MultiMatch Set-Up Guide RAE Internet Inc

15 6.4. Click Save. For Allow End-user to Import From: This IMAP server restricts end-user to importing from the designated domain. Checking Any other IMAP server enables flexibility for IMAP imports and is recommended. Google users should check Gmail MultiMatch Set-Up Guide RAE Internet Inc

16 7. Set Up Salesforce Automatic Authentication The following steps are required to set up the connection between MME to a User s Salesforce Account This enables MME to obtain addresses for matching and upload s under a Salesforce login which will dictate ownership within Salesforce and inherent privileges of User s Salesforce profile. These steps may be executed in the Match My web tab added in Section 2. They make use of browser popups, so please make sure popups are allowed in your browser for site In the MME Menu Ribbon, hover over Settings and click Salesforce Integration Click New Fill in the fields as follows: Confirm box for Enabled is checked For Applies to: field, use the drop down menu to choose your username, not your domain. For Access Type: choose Remote Access OAuth Click Grant button MultiMatch Set-Up Guide RAE Internet Inc

17 7.4. 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 You will be bounced to Salesforce where you login to your Salesforce account. This is the account into which will be integrated. After logging in, click Allow You will bounce back to Match My . The newly saved information will be listed in light grey text. MultiMatch Set-Up Guide RAE Internet Inc

18 7.7. Check the box for Override domain rules. Once checked, you will be able to view and modify Matching rules, as well as Upload rules. Click the + sign to expand Matching Rules options For Matching Rules, we recommend you uncheck Match Users and, if you do not use Cases, Match Cases, and any other Salesforce object type. If you are using Salesforce-Contact Manager edition, ONLY check Match Contacts. Click the + sign to expand Upload Rules options. MultiMatch Set-Up Guide RAE Internet Inc

19 7.9. Under Upload Rules, you may want to make use of options for uploading attachments. MME stores attachments in your Salesforce organization s file storage. While more plentiful, you may want to manage what is stored there Click SAVE. If you uncheck the Upload Attachments box, then NO attachments and ONLY will be uploaded into Salesforce on match. If you check the Upload Attachments box, but set it for 0 MB, actual attachments will not be uploaded but LINKS WILL be uploaded with on match, and you will be able to click a link to view the attachment in the MME cloud for 45 days, after which will be purged from cloud. If you check the Upload Attachment box, you can set the size in MB that can be uploaded; the limit into Salesforce being 5MB. Attachments larger than limit will not upload to Salesforce, but as long as attachments aren t larger than 30MB you will be able to view attachment for 45 days in MME cloud. If you check Block Inline Images and leave it at 10 KB, then inline images such as signature logos up to 10KB will not be uploaded, or you can adjust this size incrementally using the arrows. MultiMatch Set-Up Guide RAE Internet Inc

20 8. Optional: De-duplication of at the Team Level When a company has a team of people using MME and more than one team member is receiving the same message, then it is possible there would be duplicate listings uploaded into Salesforce.com. To avoid this situation, MME employs a feature called Team De-Dupe. In order to make use of this feature, each User should have Enable Team Dedupe checked under their own Salesforce Integration Upload Rules. It is also necessary that Salesforce integration should be set up for your company s domain to a specified Salesforce account At the Settings > Salesforce Integration screen click New Make choices for the fields/options as follows: Confirm box for Enabled is checked For Applies to: field, choose your domain from the drop down menu. Note that for domains, there are two options available: o Permit end-user to edit rules if enabled would permit end-user to edit rules associated with an account o Use as default for end-user specifies whether domain s account settings will serve as a default if a User doesn t integrate via their own Salesforce login. For Access Type: choose Remote Access OAuth Click Grant button 8.3. 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. MultiMatch Set-Up Guide RAE Internet Inc

21 8.4. You will be bounced to Salesforce and asked to login. The credentials entered here will be used for uploading all s into Salesforce. Click Allow The newly saved information will be listed in light grey text. Click the + sign to expand Matching Rules options By default, all are enabled but we recommend unchecking Match Users and, if you do not use Cases, Match Cases. You can also choose not to match to other object types. Click the + sign to expand Upload Rules options. If you want to use -to-Case, please reach out to MME support staff at support@matchmy .com as this feature requires discussion about settings in both MME and Salesforce to work properly For Upload rules, click the + button to expand options. By default, Upload to Salesforce is enabled. This allows to be uploaded and not just held in the cloud. By default, Enable team dedupe is enabled. This box must be checked to use this feature. MultiMatch Set-Up Guide RAE Internet Inc

22 Similar to section 7.9 in the previous chapter, the Upload Attachments and Block Inline Images features can be used for the Salesforce integration applied to domain settings for team dedupe. If your company uses Google Drive, check the box and visit Settings > Google Drive Integration to have copies of attachments uploaded there. Click Save. MultiMatch Set-Up Guide RAE Internet Inc

23 9. Add Domain Ignore Rule It is VERY IMPORTANT to 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 the Domain tab (behind the Personal tab) and then click Add button 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 should contain acmecompany.com. For Ignore Type: choose just address. This is VERY important for this particular rule. For Direction of Address: click the button by any User to Apply to: should be showing domain already Click Save. MultiMatch Set-Up Guide RAE Internet Inc

24 10. Set Up IMAP ( ) Importing The next step is setting up Imports for into the cloud. 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. However, Users with Google Mail (Gmail) may choose to follow the steps immediately following in Section 10.1 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 10.2 to use IMAP settings Gmail Users Only Set up Google Mail Integration In the MME Menu Ribbon, click Settings>Google Mail Integration For Account status field, choose Enabled from the drop down menu and click Grant button. This will jump to Google At Google screen, if not already logged in to Google you may be prompted to do so. Click Allow Access button. MultiMatch Set-Up Guide RAE Internet Inc

25 Back at MME screen, click Save All users need to set up importing. Click Import in MME Menu Ribbon or click Please Provide Information Click +New button In Import settings screen, fill in fields based on guidelines below: Gmail Users: Provide a name for the import If you set up Google Mail Integration in 10.1, then for Import from, choose Google Mail account from dropdown menu Non-Gmail Users Provide a name for the import Enter server from which to Import, this could be based on Domain settings already entered that will autofill. Or choose Other IMAP server, and use information from IT staff or MME wiki s-match-my- -work-with/ Username should be account from which you want to import. Password is for this account. MultiMatch Set-Up Guide RAE Internet Inc

26 10.5. Once import details are entered, click Refresh Folders and the folder structure of your IMAP account will appear in Available Folders box (red arrow) For Import Folders field, choose Selected from drop down. Most users select Inbox and Sent Items for synchronization with Salesforce. There may be more than one outgoing folder, such as Sent Messages or Sent. NOTE: Account imports limited to 18 folders per account in basic subscription. DO NOT select an option for All Mail, or Junk, Spam, Draft, etc. These will slow down processing of relevant s. For more details on folder selection, visit or MultiMatch Set-Up Guide RAE Internet Inc

27 10.7. Click the top arrow button, the < button, to move your selected folders to the Selected Folders window on the left Status should be set for Autorun my import by schedule Click Save Regarding folder selection and importing Users may select up to 18 folders/subfolders per Import. Subfolders are only selected if a rule immediately moves an message into that subfolder. When manually moving s into subfolders for organization, please leave messages in selected folder for 1 hour to ensure MME has has access to message for analysis. Once import settings saved, Match My will begin importing on next processing cycle. You may click Start Import Manually button to manually force an import. MME will import from selected folders going back 24 hours and moving forward every 20 minutes. Copies of s from selected folders are held in MME cloud for 45 days and then purged. Messages in MME cloud with No Match status are automatically reprocessed. MultiMatch Set-Up Guide RAE Internet Inc

28 11. Optional: Add more Users to Match My Each user is a paying Seat for MME. Adding Users to a Match My account is a two-part process. The first part is performed by the Cloud Admin. The second part requires having the new User s and Salesforce logins and passwords, and can be performed by the new User or by proxy MME Cloud Admin should navigate to and click Login Cloud Admin enters credentials to login to MME In MME menu ribbon, go to Settings > Domains & Users The screenshot below is 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. End Users can see only their s in the MME cloud. Domain Admins can view all s of all Users within that domain in the MME cloud. MultiMatch Set-Up Guide RAE Internet Inc

29 11.4. Click on Add User Fill in Add User details per following guidance: For Username: Everything in front symbol in address. Example of jane@acmecompany.com, username is jane. The username entered should reflect authentication of server, so it should reflect any AD structure or unique ID as appropriate Click Save. For First Name and Last Name: Simply enter User s names. For Role: Choose a role in the dropdown list. An End-User can only see their in the MME cloud; while Admins can see all the s imported into Match My cloud by all users in the domain Considerations for newly added Domain Admins & End Users Once a User is added, they are authorized to the use the MME account already established by Cloud Admin but must still complete their individual settings. To do so, each new User can then login to Match My with their address and password. Once logged in, each user should set up their own Salesforce integration (reflected in Section 7), IMAP import (reflected in Section 10), and Salesforce Web Tabs (reflected in Section 2). These steps are outlined in the Quick Set up Guide found on Match My s support page MultiMatch Set-Up Guide RAE Internet Inc

30 12. Optional: Adjust Settings for Viewing & Sharing by Users Match My makes use of a custom object Messages and its related Messages Related Object to contain and show the matching information. The Group and Professional editions of Salesforce offer different options for managing what Users can view regarding these objects, so refer to the appropriate section below for your edition. In Group edition, you can use Permission Sets in 12.1 for User-level control. In Professional edition, you can use Permission Sets in 12.1 for User-level control or Sharing Settings in 12.2 for Organization-level control To Change Permission Sets for MME objects, navigate to Setup > Administer/Administration Setup > Manage Users and view a list of Users for your Salesforce organization Click on a User s Full Name to view specifics for that User. Click the link at top for Permission Set Assignments and click Edit Assignments Select one or both of the Available Permission Sets and click the top arrow button to add to Enabled Permission Sets. This will add these permissions for this specific User in Salesforce. Messages View All - enables Users to view any Message. Messages Modify All - enables Users to modify (delete) any Message. MultiMatch Set-Up Guide RAE Internet Inc

31 Click Save Repeat steps through for each User where adjustment to permissions is needed To adjust Sharing Settings, navigate to Setup > Administer/Administration Setup > Security Controls > Sharing Settings In the list you will see Message. If you would like to change the setting from Private to Public Read Only so all Users can see all , Click Edit. MultiMatch Set-Up Guide RAE Internet Inc

32 In the list, use the drop down to choose change in sharing setting. Public Read Only is recommended Click Save. This completes set up of Match My . For assistance with set up or for questions, contact A User guide and other documentation can be found at MultiMatch Set-Up Guide RAE Internet Inc