It is not easy to automatically sort all the email in all of your Inboxes and Sent Item folders and sync them to the right Salesforce.com record at once and in real time. Fully automatic email integration with Salesforce.com requires the combination of seven different technologies to work efficiently. Match My Email has worked through these obstacles to effortlessly log or upload emails into Salesforce.com, solving one practical issue after another.
Problem: My email syncing tool — Salesforce for Outlook — is only on when I am logged into my mailbox so my email log in Salesforce.com is out-of-date.
Solution: Always On: Retrieve the email at the network or Internet level, in the cloud, just like Salesforce.com, and use an industry standard to make it happen.
Problem: The shared email log in Salesforce.com is not complete because a colleague is on vacation or sick or traveling and cannot logged into his or her email box.
Solution: Real Time: Check the email boxes and sent items of all Salesforce.com users every few minutes for new inbound and outbound emails and sync them automatically and in background in the cloud.
Problem: I forget to push the “Post to Salesforce.com” button in my email syncing tool or my colleague is too lazy or distracted to push the logging button, so the email log in Salesforce.com is not complete and I have to jump back and forth between Salesforce.com and Gmail to check the email thread before making a customer call.
Solution: Fully Automatic: Implement a fully automatic system in the cloud that retrieves all the emails and matches them to Salesforce.com, requiring no user action or intervention.
Problem: My email integration tool only matches an email to a single Salesforce.com object / record, so I can never be sure that I am seeing all the entire email thread when I am looking at a Salesforce.com screen.
Solution: MultiMatch: Invent a matching technology that can match an email to all the relevant Salesforce.com records or objects.
Problem: An email arrives before I have set up a Salesforce.com Lead, Contact, Opportunity, Account or Case. So I have to remember to go back and sync it later. I usually forget.
Solution: Hold and Recheck [Reprocessing]: Hold all “No Match” emails in the cloud for 45 days and check every few minutes for new matches to new Salesforce.com Leads, Contacts, Opportunities, Accounts and Cases.
Problem: Different sales reps use different email systems or a single sales rep needs to simultaneously synch to multiple email systems.
Solution: Multiple Imports: Develop an import tool that can import from up to 5 email systems per user at once and an infinite number of different email systems inside a company.
Problem: People change their passwords and then the email integration tool stops working.
Solution: Set-Up & Forget: Implement an authentication layer in the email syncing cloud that can update passwords and security tokens automatically. Match My Email can currently authenicate to Google, Microsoft and Linux IMAP systems. Salesforce.com authentication will come before the end of Q2 2012.
Problem: Customer uses more than one email address when communicating with his or her sales rep.
Solution: Secondary Address Matching: Create a link to the Salesforce.com standard email address object and embed it in every Salesforce.com screen.
Other Features of Match My Email
Problem: The other service does not work with Exchange 2003.
Solution: Match My Email works out of the box with Microsoft Exchange 2003.
Problem: The other service no longer works with Apple Mail because the client-side code has changed.
Solution: Match My Email works with Apple Mail out of the box.
Problem: My small business is pretty complex. We have more than one email domain and we want to integrate all of them into Salesforce.com.
Solution: Match My Email can integrate up to 10 email domain per account simultaneously at no extra cost.
Problem: I would like to see the email stream for my entire staff.
Solution: Make yourself a domain admin and you can see the email traffic – inbound and outbound, including attachments — of your entire staff in near real time.
Problem: I am the only person in my company who wants Match My Email at this time.
Solution: Single person accounts are as easy to set up as 100 person accounts. Actually easier.
Problem: I want some training.
Solution: User training is free with Match My Email.
About Paul Sterne
President, RAE Internet, Inc. (dba Mailspect and Match My Email) Managing Partner, Sterne & Co. LLC, M&A and Angel Investing boutique. Formerly, CFO, Open-Xchange Inc.; Founder and CFO, E2open, Inc. [NASDAQ: EOPN], Managing Director, Mergers and Acquisitions, IBM Corp.; Director, Mergers & Acquisitions, Deutsche Bank AG; Director, Business Development, Treasurer's Office, General Motors Corp. Completed over 100 deals at all types and at all phases of the valuation cycle.