Folder Selection

Folder Selection is a core Match My Email technology. It differentiates Match My Email from all other email syncing and logging apps.

Folder Selection is a core Match My Email technology. It differentiates Match My Email from all other email syncing and logging apps. Folder Selection is based on the universal email integration standard, IMAP, and its FETCH FOLDER command. Match My Email imports email for syncing based on when a new email drops into a folder (a label in Gmail). Folder Selection gives end-users the ability to control which email messages are imported into the Match My Email cloud (MME) for processing and matched to records in Salesforce.com. With Folder Selection, a Match My Email user can sync and log email to Salesforce.com in the following way.

  1. Fully automatic using Inbox and Sent
  2. Fully automatic using Inbox and Sent plus Mail Filter/Rules & Alerts Subfolders
  3. Fully automatic using Dynamic Subfolder Refresh activated by the Deselect Folder/All Excluding Option
  4. Fully controlled using drag & drop to the Sync to Salesforce Folder

Since email syncing in Match My Email occurs on a twenty minute cycle and depends on when an email drops into a selected folder, the timing aspects of the way you work with email folders needs to be borne in mind:

  • Does your email remain in the Inbox until you move them to a subfolder manually?
  • Have you set up rules that immediately move emails into subfolders [Mail Filter in Gmail; Rules & Alerts in Outlook]?
  • Do you create a lot of new subfolders and setup up rules that immediately move emails into them?

Remember that MME brings copies of email from designated folders into the MME cloud, holds them there for 45 days (matched or not), and then purges them. MME is not a substitute for an email client, nor does it make changes to email accounts on User’s email server.

Folder Selection is configured within IMPORT settings for a particular email account. In the blue menu ribbon, click IMPORT to see a list of all imports for a User. Clicking the name of a specific import will reveal the import settings where tools are available for folder selection. By clicking Refresh Folders, a User jumps across the Internet to his or her email service provider and can download the folder structure of his or her email account. In the Available Folders box, they will see all the email folders related to their email account.

MODE 1: Fully Automatic Using INBOX and Sent (No mail filters or rules in place.) The simplest configuration for MME to work in fully automatic mode is to:

  1. Choose “Selected” in the Import Folders dropdown menu.
  2. Click the Inbox and Sent folder options in Available Folders window, use the top arrow button to move them into the Selected folders window. Please note there can be multiple Sent folders also called “Sent Items”, “Sent Messages”, “Inbox.Sent”, or “[Gmail]Sent”. Choose all folders that contain outgoing email so that MME may process them.
  3. Click Save.

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MODE 2: Fully Automatic Using INBOX, Sent and Mail Filter Subfolders (Mail filters and rules are in place). This configuration means that you would want to have MME import from subfolders into which email is immediately moved upon receipt via a rule or filter as well as INBOX and Sent.

  1. Note in Available Folders which subfolders contain emails you want MME to process.
  2. For ‘Import from’ choose “Selected”
  3. In Available Folders window, choose Inbox and Sent folder(s), and subfolder(s) you desire. Use the top arrow button to move them into the Selected folders window. Please note there can be multiple Sent folders also called “Sent Items”, “Sent Messages”, “Inbox.Sent”, or “[Gmail]Sent”. Choose all folders that contain outgoing email so that MME may process them.
  4. Click Save

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MODE 3: Fully Automatic using ‘All Except Selected’ option. This configuration is for Users who frequently create new Subfolders with Mail Filters and don’t want to constantly be updating Folder Selection in Match My Email. With this option, the system will update your Available Folders every twenty minutes and mark them to be synced to Salesforce.com. Importing from more than 18 folders/subfolders per email account may result in increased subscription costs.

  1. For ‘Import from’ choose “All, Except Selected”
  2. In Available Folders window, choose subfolders that will be excluded from MME processing. For efficiency, this MUST INCLUDE All Mail, Draft, Trash, Spam, etc. so that unnecessary and potentially harmful email is not brought into the MME cloud. If you only want MME to look in subfolders, you would also select INBOX to exclude MME from pulling copies when they drop into the INBOX.
  3. Use the top arrow button to move them into the Selected folders window.
    Therefore, in the example below, MME will be importing from all folders in pink shaded window (such as Salesforce and [Gmail]/Important) and will not be importing from those folders in green shaded window
  4. Click Save

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MODE 4: Total Control using a designated “Sync to Salesforce” folder This configuration gives the User total control over which emails are synced and logged to Salesforce.com because the User only avails MME to one specific folder. While the processing of emails from this folder is automatic by MME, there is a manual component of requiring the User to move or copy email into this designated folder in their email client. Total Control mode is often favored by executives who have emails that are highly confidential and they don’t want them to end up in Salesforce inadvertently.

  1. Create a special folder in your email client. We recommend naming it “Sync to Salesforce”.
  2. For ‘Import from’ choose “Selected”
  3. In Available Folders window, choose the “Sync to Salesforce” folder. Use the top arrow button to move it into the Selected folders window.
  4. Click Save

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Please reach out to support@matchmyemail.com if you have questions or need assistance.

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