4.5. Control Panel> Company > General > Salesforce Settings

Company-level matching and upload rules can be found in a company’s Control Panel at  MME > Settings > Control Panel > Company > Salesforce Settings.  The company-level settings will dictate how MME functions for all activated Users. It is possible to adjust these on a per-User basis which is mentioned lower in this article.  While this is possible, it is recommended to utilize the same rules for all Users whenever possible. Under Salesforce Settings, note the left column is Matching Rules and the right column is Upload Rules.

Matching Rules

Out of the box, MME is capable of matching to five standard objects in Salesforce – Leads, Contacts, Accounts, Opportunities, and Cases.  By default, only Leads, Contacts, and Accounts are enabled, as well as Match Users.   Enabling an object will result in the standard strategies for matching described in the article  “How Match My Email Works” under Standard Matching Logic.

If your company does not use Leads or does not want to match to Accounts, these boxes should be unchecked. Alternatively, if your company would like MME to also attempt email matching to Opportunity or Case records, those boxes should be checked.  As a brief reminder, MME will match all Opportunities with Status Open (not Closed) where Contact matching by email address has a Contact Role.  Alternatively, it will match all Opportunities with status Open for parent Account when a Contact is matched by email address with NO Contact Role. For Cases, it is similar.

For proper operation of MME, Match Contacts should always be selected. If you do not want to match Contact records, please contact our support team to write custom rules that will allow for matching to other objects without uploading an email to a Contact record.

Customized matching to Opportunities by a unique value in the Subject or body, or matching to Case by unique Case # is possible with custom programming. However, with Enhanced Email MME can only match to one What record.  Contact our support team to inquire.

Also found in the Matching Rules column are a few additional features:

Ignore Users’ Addresses will prohibit matching to a record (Lead/Contact) if the email address that would result in a match is also the email address of a Salesforce User.  This feature helps ensure more accurate reporting of data. If a company has Community or Partner Users with email addresses that differ from the main company email domain, this feature ensures they are still skipped for matching. However, if it is desired that email messages are matched to such records, this feature would need to be disabled.

Enable Precision Matching should be enabled if a customer is working with MME support to use custom rules to match based on a unique tag in the body of an email message.  Customized matching to Opportunities or other objects by words in the subject or a tab in the email body, or matching to Case by unique Case #, is possible with custom rules. However, with Enhanced Email we are limited in relating an email to one What record.  Contact our support team to inquire.

Don’t Match Inactive Users is recommended to be enabled.  This feature is required when customers are using MME for Calendar Event matching. If it is not enabled, events that include inactive Salesforce Users will result in an error.

Additional User Types is where Admins can indicate when they have Users that are not full Salesforce-licensed Users.  Once selected, when an Admin clicks Users the list available for activation will now include the names of Users with these types of licenses.  This is a unique feature of MME that makes it possible to import email from an account for a User that doesn’t have a full SFDC license.

It is important to note that non-SFDC Users cannot use the App Launcher to access and sign in to MME. Only Users with full SFDC licenses can sign in and view the list of emails in their portion of the MME account.  For IMAP connections or for individual authentication, these Users must provide their passwords to their Salesforce Admins for activation.  When an Email Service with a Global permission is enabled, then an Admin can activate these Uses without needing further credentials.  Also, for troubleshooting purposes, it may be necessary for an Admin to request View All be enabled by MME staff in order for someone to have visibility to the status of emails and events in the MME account.

 

Upload Rules

When MME matches an email, the strategy for uploading attachments is governed by the Upload Rules.  Many of the default options under Upload Rules are appropriate for initial setup.  These Upload Rules apply to all activated Users.  See below for options on modifying attachment uploads for a particular User.

Upload Email to Salesforce – This enabled the system to upload an email that matches. This should always be checked to allow for normal MME function.

Upload Body  – This enables the system to upload the email body on match.  It is selected, or checked, by default which is the recommended setting.   If it is deselected, or unchecked, then MME will not upload body but will instead use placeholder text “body was not uploaded”.  This feature can be used in combination with options for Upload Attachments to suppress uploading of actual data to Salesforce.  This would allow Users to see that there was an email and read the subject but are unable to view the email body if that is desired for privacy reasons.

Upload Text Body only – When customers are using the Enhanced Email uploading choice, they can check this box to only upload the text body and not html.

Upload MIME as Attachment – This feature is rarely used by customers.  When enabled, this feature instructs MME to upload raw email data in MIME format as an attachment to the MME Custom Email Message object. This feature has no effect if uploading as Enhanced Email or Task.  This feature also requires settings on the MME system side that must be deployed by MME technical staff.

Upload Attachments can be used in three ways:

• Check the box to enable and set the MB size for attachments. The default size is 5 MB meaning if an attachment is at or under 5 MB it will be uploaded to Salesforce.  If an attachment is over 5MB it will not be uploaded, and MME does not provide any flag it was skipped.  If an email is matched and has multiple attachments, this limit applies to each attachment. As an example, if an email has two attachments, one that is 3MB and one that is 6MB, MME will upload the 3MB attachment only.  It is also possible to lower or raise this limit to meet the needs of your company for attachments and storage in Salesforce.
• Check the box and set the MB size to zero (0) MB. MME will not upload an attachment but will upload a link with the matched email. The link is visible and remains in Salesforce with the email message. If clicked, the link allows the User to download the attachment and view it from the MME Email Cloud while it is stored there for the Email Retention Period.  The default retention period is 45 days but can be reduced (See 4.1).  After an email is purged from the Email Cloud, the link remains in Salesforce as a reference to indicate attachments were with the email and indicate the name and file type.
• Uncheck the box and no attachments or links will be uploaded to Salesforce, only the email messages will be uploaded.

Block Inline Images is enabled by default for inline images up to 25 KB.  The feature was developed to block the upload of logos and social media icons in signatures that may appear repeatedly.  The size is small and it may be necessary to increase the KB depending on if you do see these types of .img and .png files being uploaded

Email Task Status is a feature only relevant and functional when a company chooses to upload as a Task using Activity History (see Uploading).  The default value is Completed and should be a match with the value in the picklist for Task Status Picklist Value.  If those values have been changed, or if they are not in English, the value to indicate completed would need to be typed in exactly as it appears in pick list.

Email Task Subject is another feature only relevant and functional when a company chooses to upload as a Task using Activity History.  This field can make use of template syntax to change the subject as it appears in Salesforce on match.  The most popular option is to add an IN or OUT in front of the subject to indicate email direction.  Another use-case is to set incoming email to OPEN and they will appear in the open or new activities area, as opposed to closed or past activities. Sent messages can be assigned SENT and always log in the past activity part of timeline. Please contact support staff to make use of this option.

Upload Event Body is relevant when one is using MME for calendar event import. This is done by activating a calendar import.  Standard MME strategy is to not just upload an event but also detect when changes are made on a User’s hosted calendar and update Events in Salesforce accordingly.  Therefore, MME will overwrite the standard fields on an Event record.  For customers that wish to use the Description field on a Salesforce event record for notes or information, unchecking this box will cause MME to not upload or update the Description field.

Please note Additional User Types is discussed in a later section on Activating Users.