Match My Email Set-Up Guide for Professional and Group Editions of Salesforce.com MultiMatch Version 2.3.3 MultiMatch Set-Up Guide RAE Internet Inc. 2012 1
Copyright 2011-2012, RAE Internet Inc. (dba Match My Email). 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 10503. 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@matchmyemail.com. MultiMatch Set-Up Guide RAE Internet Inc. 2012 2
Table of Contents 1. Install MatchMyEmail Application Package in Salesforce.com... 4 2. Add Web Tabs in Salesforce for Email Messages and MME... 6 3. Customize Page Layouts for Accounts, Leads, Contacts, Opportunities, and Cases... 8 4. Creating a Match My Email Account... 11 5. Set Up Automatic Authentication... 14 6. Setting Up IMAP Imports... 17 7. Setting up Domains and Users... 21 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 Email 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. Email Login & Password, Salesforce Login & Password for each User/Seat for MME MultiMatch Set-Up Guide RAE Internet Inc. 2012 3
1. Install MatchMyEmail Application Package in Salesforce.com 1.1. Log in to Salesforce Account 1.2. Paste the following link into browser window: https://login.salesforce.com/packaging/installpackage.apexp?p0=04tu0000000ltq5 1.3. Click Continue 1.4. Click Next MultiMatch Set-Up Guide RAE Internet Inc. 2012 4
1.5. Click Install Once installation is complete, you should see the following screen. MultiMatch Set-Up Guide RAE Internet Inc. 2012 5
2. Add Web Tabs in Salesforce for Email 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 "Email Messages" and "Match My Email" from Available tabs and move them to Selected tabs using Add >. MultiMatch Set-Up Guide RAE Internet Inc. 2012 6
2.4. Click Save. MultiMatch Set-Up Guide RAE Internet Inc. 2012 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. 3.2. Click Related Lists. Click and drag the button for "Email 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. 2012 8
3.3. Scroll to find Email Messages section and click on wrench. 3.4. 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. 2012 9
3.5. You will see the selected fields now showing for Email 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. 2012 10
4. Creating a Match My Email Account 4.1. Go to the Match My Email web site Point your browser to https://matchmyemail.com, or go to the MME website www.matchmyemail.com shown in the screenshot below and click the button for Login. All major browsers are supported: Internet Explorer, Firefox, Chrome and Safari. 4.2. On the next screen where it reads Don t Have An Account click Sign Up. MultiMatch Set-Up Guide RAE Internet Inc. 2012 11
4.3. Fill in the Sign Up Form. Click Submit. Note that your email 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). 4.4. Account Verification using emailed 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 email 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. 2012 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 Email. 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 email 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 email domains for email import. MultiMatch Set-Up Guide RAE Internet Inc. 2012 13
5. Set Up Automatic Authentication 5.1. While still in a MME browser tab (https://matchmyemail.com) outside of Salesforce, on the black MME Command Ribbon click Settings (do NOT try in MatchMyEmail Salesforce web tab). 5.2. On the Salesforce Integration tab, the Access Type should show Remote Access (OAuth). If not, use drop down menu to select it. Click Grant. 5.3. In Grant Remote Access dialog box, click Next This will redirect you to Salesforce for authorization. MultiMatch Set-Up Guide RAE Internet Inc. 2012 14
5.4. Login to Salesforce. 5.5. As in screenshot pictured below, click Allow. MultiMatch Set-Up Guide RAE Internet Inc. 2012 15
5.6. Upon returning to the Salesforce Integration tab, click Finish. 5.7. 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. 5.8. Under Other Services, for Google Docs uploads and Email-to- Case, choose Disabled from drop down menus. It is recommended that you Disable Use Google Docs Upload, unless you want all your email attachments uploaded to Google Docs. Email-to-Case is a special feature implemented for a client who uses web forms to create support tickets and wanted to track the emails related to those Cases within MME and Salesforce.com. Before using Email-to-Case, please consult with MME support. 5.9. Click Save. If you do not click Save, the set up will not be saved. MultiMatch Set-Up Guide RAE Internet Inc. 2012 16
6. Setting Up IMAP Imports 6.1. Once your Match My Email account is verified and your Salesforce.com credentials are set up, click Please Provide Information to set up email import or go to the Import tab at the top of the screen in the Main Command Ribbon. Setting up an email account import from all non-google email 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. 6.2. To Import from a new Email Account click +New 6.3. Fill in fields for Import based on guidelines below: 6.3.1. For Google Apps / Gmail Administrator is required to enable IMAP access for account(s): http://support.google.com/a/bin/answer.py?hl=en&answer=105694 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. 2012 17
4. Port: 993 5. User: username (without @domain or @gmail.com) 6. Password: email_password 6.3.2. 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: 993 5. User: username (without @domain or @yahoo.com) 6. Password: email_password 6.3.3. 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: 993 5. User: username@domain.com 6. Password: email_password 6.3.4. For Rackspace 1. Import from: Other IMAP server 2. IMAP server host: secure.emailsrvr.com 3. Connection: Secure to dedicated port (TLS) 4. Port: 993 5. User: username (without @domain) 6. Password: email_password 6.3.5. For Microsoft Exchange MatchMyEmail would import emails from Microsoft Exchange 2003,2007,2010. Administrator should enable IMAP access: Exchange 2003: http://technet.microsoft.com/enus/library/bb123880%28v=exchg.80%29.aspx Exchange 2007: http://technet.microsoft.com/enus/library/bb124489%28v=exchg.80%29.aspx Exchange 2010: http://technet.microsoft.com/enus/library/bb124489.aspx 1. Import from: Other IMAP server 2. IMAP server host: exchange.hostname/ip 3. Connection: Secure to dedicated port (TLS) 4. Port: 993 5. User: username or AD username 6. Password: email_password MultiMatch Set-Up Guide RAE Internet Inc. 2012 18
6.4. Click Refresh Folders and the folder structure of your IMAP account will appear in Available Folders box (red arrow). 6.5. Import Folder Selection 6.5.1. 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 emails irrelevant to Salesforce to be added to Selected folders. This will leave folders that will contain email to be uploaded into MME in Available folders window. For assistance, contact support staff. 6.5.2. Click on INBOX and SENT folders, a folder set up in which desired emails 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. 2012 19
6.5.3. 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 emails that the end-user wants to synchronize with Salesforce.com. Often these specific folders use email routing like Rules and Alerts in Outlook or Mail Filters in Gmail to automatically sort incoming and outbound emails. Similarly, if you receive relevant emails in an email account that is not your primary business account or is a personal account, you may want to use options in your email client for creating email routing rules or filters like Rules and Alerts in Outlook and Mail Filters in Gmail to route relevant emails 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 emails can be imported to the Match My Email cloud and analyzed for matches. Please note, any rules or alerts that are set up for routing emails 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 Email will import new emails that are newer than on or after yesterday from your Gmail or Google Apps account and hold the email for 45 days; this is called Reprocessing and is a unique feature of Match My Email. Emails 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 emails being logged into Salesforce.com if the emails 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. 2012 20
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 email address or user name and password to log into the Match My Email cloud. Since Match My Email authenticates to any LDAP or Active Directory associated with an IMAP email server or service, the service will keep MME usernames and passwords up-to-date automatically with any changes made on the email server or service. This is an important convenience feature for systems admins. 7.1. In Salesforce, Click the Match My Email 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. 2012 21
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 Email; 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 email 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.emailsrvr.com Go Daddy type imap.secureserver.net 3. For Connection, choose Secure to dedicated port (TLS) and fill in the Port number as 993 4. For Authentication, select the method in the drop down menu. Full email 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 email domain. By checking Other IMAP server enables imports from any IMAP server. 6. Click Submit. 7.5. Click on Add User. MultiMatch Set-Up Guide RAE Internet Inc. 2012 22
7.6. Fill in Add User pop-up. 1. Fill in the Username. It will be either full email 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 email in the Match My Email Email Tab; while Admins can see all the emails imported into Match My Email by all users in the domain group. 3. Click Submit. A new user has been created and can now log into the Match My Email using his or her email username and password. SET UP IS COMPLETE. For questions or assistance: support@matchmyemail.com. MultiMatch Set-Up Guide RAE Internet Inc. 2012 23