1. Manual
2. Semi-manual
3. Fully automatic

There are pros and cons to each approach. Manual tools are easy to install, but involve a lot of repetitive work thereafter. Semi-manual tools are harder to install and then require daily monitoring. Fully automatic services require the most time to set-up but then offer ‘work free’ email syncing and logging that is ‘set-up and forget’ because it is always on and produces a 100% up-to-date and complete email record.

Manual tools are software plug-ins and they install quickly. Cirrus Insight’s Gmail syncing tool claims to install in three minutes. But manual tools like Salesforce for Outlook force the user to click each and every time they want to send an email to Salesforce.com for syncing and logging. It is estimated that the average user will click on the ‘sync’ button embedded in Outlook or Gmail 25,000 times per year. That is a lot of repetitive clicking and a lot of wasted effort. Sales reps generally don’t like to do administrative work that does not result in more sales and higher commissions. So while manual tools are quick to install, they condemn the user to hours and hours of drudgery. Manual tools like Linkpoint 360 cannot produce an up-to-date and 100% complete email archive in Salesforce.com because they depend on humans and humans make mistakes and forget to do things. If a colleague is on vacation or just plain lazy, his email will not be logged in Salesforce.com for reference if a customer calls about an RFP, invoice or order and you might lose the sale.

Semi-Manual tools take longer to install but save the sales person the job of personally logging each and every email into Salesforce.com — they save the end-user 15,000 clicks per year. Installation is in the 15-30 minute range. Semi-manual tools like iHance send emails to Salesforce.com in bulk and then sort them by ‘email address’ inside Salesforce.com. If an email has a perfect one-to-one correlation with a Salesforce.com object, then the tool logs the email automatically into that single object. However, if the email contains multiple email addresses it will be marked ‘Ambiguous’ and sent to a quarantine screen to be resolved. If the email does not contain a relevant email address, it is marked ‘personal’ and held for human ‘resolution’ or deletion.  That means that the sales rep has to log into the semi-manual tool many times during the work day to make sure that all emails are getting uploaded properly to Salesforce.com. This activity is estimate to take at least one hour per day and involve hundreds of mouse clicks. If the sales rep does not log in and work on his or her ambiguous or personal emails, those emails will not be logged, so semi-manual tools are never up-to-date, plus they are prone to human error and omissions. It is impossible to guarantee a 100% complete email log in Salesforce.com with a semi-manual tool like VCS Smart Email, CCRM or CureCRM.

There is only one fully automatic email syncing and logging service for Salesforce.com on the market: Match My Email. Match My Email takes between 30 and 45 minutes to install and requires some training because the end-user can set import rules and privacy controls. But once Match My Email is set-up it, it works completely automatically and in background. Customers refer to it as a ‘set up and forget’ application. After set up, email syncing and logging just disappears as a task or concern. The system is always on whether or not the user is logged in. It works in real-time so the email log is up-to-date. It incorporates MultiMatch technology so emails are synced to all relevant Salesforce.com objects. Match My Email saves a Salesforce.com user 25,000 mouse clicks per year; it saves a sales reps company 100 hours of labor and about $5,000 of time.

Match My Email costs $14.95 per user per year and has a payback period of less than one month.

Tarrytown, New York, May 3, 2012. Match My Email’s new release, Version 2.2, was inspired by an interview with Drew MacDonald, the Founder and CEO of Dropbox. In the interview, Drew spoke about focusing on details to mask complexity. He described the ease-of-use and simplicity of Dropbox as the result of engineers sweating the small details to drive compatibility with the wide range of devices, browsers and operating systems to make the cloud appear simple and effortless.

The developers at Match My Email were inspired by Drew’s approach to technology and took the same approach to Version 2.2. On the surface, the end-user will not notice much difference – simple, trouble-free automatic email syncing and logging to Salesforce.com — , but under the covers the technology has been radically improved in terms of speed, resource usage and browser compatibility. In version 2.2, Match My Email’s entire code base is written in PERL. By consolidating on one programming language, instead of using bits and pieces from various open source and proprietary projects, the code base is now 30% more efficient. That means that the amount of Salesforce.com resources used by Match My Email have declined by 30% — in terms of API calls – and the system can now process 30% more emails per day without running up against Salesforce.com limits.

The switch to 100% PERL has also enabled the development team to implement new matching algorithms that more sophisticated than the previous versions based on C++ and the Mailspect Email Stream Management scripting language. They implemented a new algorithm named, “Email Syncing with Social Intelligence” for the No Custom Object or NCO SingleMatch version of Match My Email. This algorithm automatically identifies the most important email address in the email based on its position in the header and matches that email to the most relevant record within Salesforce.com. With ‘ NCO SingleMatch’ enterprises can implement fully automatic email syncing and logging into complex Salesforce.com environment using ‘zero touch’ technology, .i.e., a completely standard implementation of the Salesforce.com API requiring zero customization of Profiles, Page Layouts, Reports or Dashboards. The NCO SingleMatch Version now shares the same ‘privacy lists’ and ‘reactive controls like Ignore, Remove, Match and Unmatch’ as Match My Email’s incredibly popular MultiMatch version.

For simpler or new Salesforce.com environments, Match My Email offers the unique MultiMatch version that enables any sales organization to create a 100% complete or canonical email log or email archive. A canonical email log is essential to maximizing the productivity of Salesforce.com. With a canonical log, the sales rep never has to leave Salesforce.com to see the entire record of email communications with a customer – in near real-time. By consolidating the code base, the developers also were able to implement the Email-to-Case workflow in MultiMatch as well as Google Docs integration enhancements. If there is sufficient customer demand, Match My Email can now integrate purchase order and invoice stripping with Dropbox, iCloud, Skydrive and Box.com.

Having a homogeneous code base has the added benefit of speeding development. Version 2.2 has created the foundation for fully automatic password and security token authentication with Salesforce.com. Match My Email already has an authentication layer with Google Apps via Oauth and IMAP via LDAP and Active Directory. With the addition of Salesforce.com authentication, Match My Email will have created a true ‘set-up and forget’ email integration platform.

Match My Email is dedicated to creating the best email syncing and logging service on the market. All our development resources are focused on this goal, so that the 2 million+ Salesforce.com users will finally have all email communications at their fingertips in real time.

About RAE Internet   www.raeinternet.com
RAE Internet, Inc., headquartered in Tarrytown, N.Y., is the developer of Match My Email and the Mailspect line of products as well as a reseller of F-PROT Antivirus and Cloudmark Authority. Match My Email is the first fully automatic email integration, syncing and logging cloud application for Salesforce.com. The Mailspect platform is used by email administrators at enterprises, ISP’s, email service providers, schools and governments to protect and extract value from the email stream at either the gateway or mail server level. Mailspect Defense integrates with the leading antivirus and antispam engines (i.e., Clamd, Cloudmark, ESET, F-PROT, Mailshell, Sophos and Spamassassin). Mailspect Archive enables organizations to comply with email retention rules and regulations.
Contact Info: Simone Duncan, info (a) matchmyemail.com

For this reason, automatic syncing and logging of emails to Salesforce.com is an essential productivity tool. With emails uploaded to Salesforce.com from Outlook, Entourage, MacMail, Gmail and services like Yahoo!, AOL and Rackspace, end-users can save up to 100 hours per year of manual, boring, tedious labor. Plus a solution that associates email to Salesforce.com fully automatically and in real time is the only way to build a 100% complete email record or archive in the CRM system.

But as much as users want the convenience and time-savings of automatic email sorting, binding, matching and uploading, they are equally concerned about privacy and confidentiality controls. Users of email syncing tools worry about an email being seen by the wrong person and creating a corporate or client mishap or faux pas that might damage their social relationships, career or bonus.

In a perfect world, the email syncing tool would be able to read your mind and know intuitively which emails should be uploaded to Salesforce.com and which emails should be blocked or filtered. But unfortunately computers can’t read your mind. Therefore, a cloud application needs to give the end-user the tools to manage the email stream so that privacy and confidentiality are safeguarded.

Match My Email offers privacy and confidentiality controls at three levels:

1. Folder selection at the email server;
2. Privacy lists and permissions in the Match My Email cloud; and
3. Profiles and sharing within Salesforce.com.

To pick the right combination of privacy controls, it is best to work person-to-person via web conference with the Match My Email support desk at support ( a ) matchmyemail.com.

Folder Selection: The first line of privacy and confidential controls offered by Match My Email is folder selection. Match My Email enables each user to select the folders from his or her email system(s) to import into the Match My Email cloud and match with customer records in Salesforce.com. Folder selection lets the end-user pick, for example, the INBOX and SENT ITEMS folders from an email account but exclude all other Folders. Confidential, private or irrelevant emails can be segregate in the excluded Folders by using ‘Rules and Alerts’ in Outlook or ‘Filters’ in Gmail.

Privacy Lists and Permissions: Within the Match My Email, a second set of privacy controls are available. These include the Ignore command which blocks an email address from being processed. Once an email address is Ignored, an email containing that email address can never be logged into Salesforce. The Ignore command includes a number of options that let the end-user fine-tune his or her privacy settings. Ignore commands can be set up based on direction; Ignore if the email address is related to the sender or a recipient or both. It is possible to Ignore the entire email message or just one email in it.

Match My Email also lets the Account Owner assign privacy roles. If an user is designated an ‘end-user’ then he or she can only see his or her email stream – defined as email imported using his or her email username and password. Or an end-user can be made an ‘admin’. An admin can see the entire email stream of the ‘group’ that the Account Owner assigns them to.

Profiles and Sharing: The third set of privacy controls reside in Salesforce.com. Because the MultiMatch version of Match My Email requires a custom object, access to Email Messages can be limited to those users in Salesforce.com that have the ‘custom object’ within their Profile. As a default, Multimatch recommends that every sales rep and executive in Salesforce.com be given a new custom Profile that includes the Email Messages custom object. But the user and/or his or her organization has full control over who gets access to the Email log via the custom Profile. By giving certain ‘Users’ standard Profiles, they can be excluded from seeing the email stream.

In addition, Salesforce.com includes Sharing entitlements. A ‘User’ has control over who he or she shares his or her client records with inside of Salesforce.com — whether they are Leads, Contacts, Opportunities, Accounts or Cases. Match My Email confronts with Salesforce.com sharing rules because each imported email is linked to a User. That means that only the User can see the uploaded email unless the User shares his or her ‘objects’ in Salesforce.com with another User. Sharing can be either in bulk – i.e., all Leads with all Users or another single User or on a case-by-case basis– just the Dell or Kimberley-Clark account. These Sharing commands were very helpful in segmenting and segregating information so that private or confidential email is only seen by the people who should have access to it.

Best Practice: As a Best Practice, Match My Email recommends that employees or contractors not be put into Salesforce.com as Contacts. Putting an employee or internal person in SFDC as a Contact is an end-run around Salesforce.com’s sharing rules and can cause private or confidential information to leak.

However, adding an employee as a Contact can be useful in certain situations. Some customers want lawyers to see all the email coming and going from sales reps to the customers. If the lawyers is cc:ed on such emails and the lawyer is set up as a Contact, then as a Profile user the lawyer would be able to see the email stream.

In the tech world, canonical means “one version of the whole truth”.  This is a fancy way of saying that the information in an IT system is 100% comprehensive, up-to-date and accessible from every screen view.

If information is not ‘canonical’ then the user will be unsure that they are working with a 100% complete data set and will waste time double-checking in other systems and screens.  This jumping back and forward between the CRM and email/ groupware system is what makes working with Salesforce.com so frustrating and unproductive.  It is estimated that manual email syncing tools waste the average user 100 hours of work each year.  Email syncing and logging have been described as the #1 pain point for Salesforce.com users.

So why doesn’t Salesforce.com fix this problem?  Apparently, they don’t know how, because their attempts at fixing it such as Salesforce for Outlook and Salesforce for Gmail, don’t include the features necessary to create a canonical or 100% complete email log.  Salesforce for Outlook offers only ‘single address and object matching’ and manual bcc: email logging which by definition cannot create a canonical email log.

In order to create a canonical email log , an email integration tool must include four features:  (1) ‘multiple email address and object matching’, (2) fully automatic email syncing; (3) it must always be on; and (4) operate in near real-time.  Match My Email is only company to offer that combination of features in one email syncing and logging cloud service.

A use case for ‘multiple email address and object matching’ will show the power of the technology.  An email arrives that includes the email addresses of three contacts in Salesforce.com.  With ‘single address and object matching’ that email can only be logged or uploaded into one place.  The other two contact records in Salesforce.com will not include the email.

If USER@vendorco.com is working in the contact records of either of the two ‘unmatched’ contacts, the email will not appear.  If the user forgets that the ‘unmatched’ customers were cc:’ed and does not read the content of this last email, he or she may commit a social mishap like forgetting about a deal term, a scheduling conflict or a personal like/dislike.  This lack of canonical information could damage the customer relationship because the sales person may appear insensitive, uninformed or forgetful.

Even if the user does remembers that the ‘unmatched contact’ was addressed in the email, then the user will waste time checking another screen view in Salesforce.com or sorting in his or her email inbox looking for the email.  In both cases, ‘single address matching’ is inefficient and lowers employee and customer satisfaction.

With multiple email address and object matching that cannot happen because it creates a canonical log.  Since the email is logged into every relevant email contact object, the sales person is guaranteed to have a 100% complete record and all relevant email communications at his or her fingertips.  Productivity is increased and customer/employee satisfaction improved – leading to perhaps a few more sales by the end of the quarter.

To realize the full power of Salesforce.com and maximize return on your CRM investment, it is necessary to use an email syncing and integration tool or service that can create a canonical email log.  Match My Email offers the combination of features and functionality to get the most out of Salesforce.com.  It does all the work of sorting and uploading emails and their attachments to Salesforce.com so that the sales team can concentrate on selling.

Match My Email, on the other hand, is a pure cloud service that only needs a username and password to make email syncing and logging work on all versions of Windows, Outlook, Entourage, Gmail, Yahoo! Mail, AOL, Apple Mail, Google Apps, Rackspace Email, Sherweb, Open-Xchange, Zimbra, Lotus Notes / Domino and Microsoft Exchange.  Match My Email works at the network level — where email is sent and received — and is based on the open email standard called IMAP.  Match My Email is perfect for an organization or individual user who has multiple email Inboxes on multiple devices, iPads, smartphones, desktops and/or laptops.    Each user can import from up to five Inboxes simultaneously and download all incoming and outgoing email to the Match My Email cloud.

Match My Email only costs $14.95 per month and is estimated to save the average user 100 hours of manual work per year, sorting, syncing and uploading emails to Salesforce.com.  Our value calculator says that the payback period for an investment in Match My Email is less than one month.

Schedule a demo of Match My Email to see all of its functionality and easy-to-install and use features.

“This app is great, it’s the only set-and-forget-it app for email on Salesforce. Here’s our story with it. Our organization users Google Apps for email. Upon signing up for Salesforce Professional Edition and reading their misleading “Gmail integration” claim (there’s no integration), I realized my users were going to have to spend an hour a day matching their emails to records in Salesforce. This matching is a critical task, otherwise having Salesforce becomes almost useless. The whole point is to be able to instantly see, in one screen, all communication between your coworkers and the client. And you can’t depend on the employees remembering to log emails. So I decided I was going to find an app that solved that problem. I tested VCS, CCRM, CureCRM and Match My Email. Out of those, I’d say only CCRM and Match My Email had acceptable functionality as of January 2012. Out of all options, I found MME the best because (1) after initial setup (a bit clunky given the interface), it works completely unattended, matches all emails to any related record existing in Salesforce, you users don’t spend any time matching emails themselves; (2) it can match emails to multiple contacts, leads, accounts, cases, opportunities; and (3) it logs a copy of all emails on an outside server and keeps trying to match them to records in salesforce for over 1 month. This last step is excellent. Often you get an email from a lead before the lead exists in salesforce. Or you’re lazy and create the lead in SF 2 days after getting the email. Well, as long as the lead is created, MME is going to match the emails for you within 20 minutes. Genius! The feature list is long, I won’t get into it here, but I’ll also add that it’s nice that it allows for more than 1 email account per user. I only wish the monthly rate was lower, as it was twice as expensive as their most expensive competitor, but it’s still well worth it given you want your well-paid salespeople selling and not doing admin work.”

Marcelo Crescente

If an account exceeds its Data Storage quota, more memory can be purchased for $300 per year for 50MB or $1,500 per year for 500MB. File storage is $60 per year for 1 GB or $498 per year for 10 GB.

You can order additional Data Storage and File Storage from your Salesforce.com sales representative.

Because Salesforce.com charges more for Data Storage and provides less Data Storage per account, Match My Email only uploads the body of the email to Data Storage; attachments which can be much larger are uploaded to the cheaper and larger File Storage. The average email body is estimated to be 20KB or 20,000 bytes according to our field experience at Match My Email with production systems. That means that a Salesforce.com account can store more than 50,000 email bodies before running out of space and requiring the purchase of additional Data Storage. With respect to File Storage, the average Powerpoint attachment is about 1Mb meaning a Salesforce.com can handle more than 10,000 Powerpoint presentations before running out of File Storage.

To further conserve Data Storage and File Storage, Match My Email only uploads one copy of an email and its attachments to Salesforce.com to the Email Message custom object. That means that there is no duplicate emails being uploaded to your Salesforce.com account. From the Email Messages custom object, Match My Email links the email to other standard objects like Leads, Contacts, Opportunities, Accounts and Cases or custom/secondary objects like Secondary Email Addresses and Opportunity Roles using Email Message Related Object links.

Tarrytown, New York.  November 29, 2011.  Match My Email will release a revolutionary, new version of its cloud application, Match My Email.  Match My Email offers fully automatic email integration, syncing and logging for Salesforce.com.  The new version called ‘MultiMatch©’ will be first demonstrated at Cloudforce 2011 on November 30^th at the Jacob Javits Convention Center in New York City.

Email integration has been described as the #1 pain point for Salesforce.com users.  Up until now, email integration tools have been labor intensive and difficult to use.   They involve software plug-ins, manual bcc: routing and intrusive workflows that forced the end-user to do most of the hard work of matching emails to the right Salesforce.com records.  Generally, they fall out of use as the underlying software becomes incompatible such as with Outlook 2003 and Apple Mail.

Match My Email was designed from the ground up to provide fully automatic email integration.  It is a cloud service, so it requires no software plug-ins or updates.  It is based on the IMAP standard so it works with virtually every modern email server or service and is future proof.  It is based on an algorithm that mimics the way users think and work so that all matching is done automatically, correctly and in background.

With the introduction of ‘multiple address and object matching©’, Match My Email adds another unique feature.  It is the first email integration tool based on one-to-one, one-to-many, many-to-one and many-to-many matching; previous tools utilized only one-to-one matching.

Now every email address in an email will be matched to every relevant object in Salesforce.com, whether they are Leads, Contacts, Opportunities, Accounts or Cases.  This means that no email can be lost or misplaced with Match My Email.  All email communicates with clients — whether inbound or outbound — will be capture in the right record in Salesforce.com.

Match My Email has other advantages.  It works with up to 5 inboxes simultaneously per user and 10 email domains per account.  It includes an Ignore feature that will block any combination of sender, recipient or domain from ever being uploaded into Salesforce.com.  Finally, it allows for the creation of custom reports that can be converted into Chatter feeds and viewed on mobile devices.

 In summary Match My Email is designed to eliminate the need for user intervention in the email sorting process and to fully automate email logging.  MME only requires the user to set up Inbox folder imports, Salesforce credentials and two Salesforce custom objects.  The service does all the hard work of syncing and logging emails to Salesforce.com Leads, Opportunities, Contacts, Accounts and Cases.  This cloud application works completely in background and requires no user interaction once the system has been set up.

Now Salesforce users can rest assured that every customer email that they send or receive is in Salesforce.com and logged to the relevant Salesforce records.

Match My Email is “Automatic. Convenient.  Effortless.”

About RAE Internet     www.raeinternet.com

RAE Internet, Inc., headquartered in Tarrytown, N.Y., is the developer of Match My Email and the Mailspect line of products as well as a reseller of F-PROT Antivirus and Cloudmark Authority.  Match My Email is the first fully automatic email integration, syncing and logging cloud application for Salesforce.com.  The Mailspect platform is used by email administrators at enterprises, email service providers, schools and governments to protect and extract value from the email stream at either the gateway or mail server level.   Mailspect Defense integrates with the leading antivirus and antispam engines (i.e., Clamd, Cloudmark, ESET, F-PROT, Mailshell, Sophos and Spamassassin).  Mailspect Archive enables organizations to comply with email retention rules and regulations as well as provides a comprehensive suite of email routing, data loss protection, database integration and management tools.

Contact
Info:  Simone Duncan, info (a)  raeinternet.com

Match My Email, which works with both Microsoft Exchange 2003 and Apple Mail, is solving this email syncing and logging issue for more and more customers.  Match My Email which is based on the IMAP standard works out-of-the-box with Microsoft Exchange 2003, 2007 and 2010 as well as Microsoft 365.   Match My Email is ‘future proof’ in that it does not require any server side or client side software, just access to an IMAP port [which comes standard in virtually all email servers and services] and Salesforce.com credentials.  Because Match My Email can integrate up to 10 email domains at once and 5 email inboxes per user simultaneously, migrating from Exchange 2003 to a new system or server is easy.  Match My Email works with the Salesforce.com Group, Professional, Enterprise and Unlimited Editions and costs $9.95 per Salesforce.com user per month.

On November 30th at Cloudforce NYC, Match My Email will debut its newest release, MultiMatch 2.0.  MultiMatch is the first email integration solution that matches all the email addresses in an email to all the relevant objects or records in Salesforce.com – Leads, Contacts, Opportunities, Accounts, Users and Cases.  All other email integration tools rely on ‘single address matching’ which matches an email to a single object or record in Salesforce.com.  That means the email is not logged into every relevant record if it contains multiple email addresses.  ‘Multiple address matching’ is a breakthrough technology that will transform email integration, syncing and logging.

Match My Email is a cloud utility that actually integrates two clouds applications: an IMAP service or server like Lotus Notes and Salesforce.com. Match My Email is on the bleeding edge of cloud technology connecting the two most important cloud applications — email and CRM. Because Match My Email is in the cloud, it does not require the installation of any client or server software. All the user needs is a web browser to set up credentials — usernames and passwords. Once the IMAP and Salesforce.com credentials are set up, MME does all the work of sorting, matching, importing, uploading, logging and integrating email from Lotus into Salesforce.com automatically and in background.

Since we see the user activity logs, we know that our clients very rarely log into Match My Email. They just work in Salesforce.com knowing that all their important email communications are in the CRM application.

Match My Email only costs $9.95 per month per Salesforce.com user.