Managing changes with Email Domains & Addresses
Match My Email allows a Cloud Admin to save into the account the email domain used by the company. This can be found under Settings > Domains & Users. Once a domain is added with correct IMAP information, Users can then be added to the account. To authenticate into the Match My Email account so that new Users can get setup, they should login using email credentials – which could be email address and email password, or the Login with Google button if applicable.
If a Users email authentic email address changes from email@example.com to something like firstname.lastname@example.org, her username has to be updated. Authentic means that it is the actual email identity on the email server and not an alias. A Cloud or Domain Admin would login to Match My Email, go to Settings > Domains & Users, and need to click Add User. They would enter the user’s new username, and just what appears in front of the @ symbol, complete other fields, choose Role for User in Match My Email and Save.
Regarding the previous identity of this User, while this is no longer a valid email address, if you delete the User it will remove that User’s data in the Email Cloud. Any emails they have matched to Salesforce remain in Salesforce. All messages held in the Cloud for the 45 day period, including No Match messages, will be removed. This is only a consideration if you rely on automatic reprocessing of No Match messages or do any record creation from No Match. Ultimately, you will want to delete the “old” user listing.
If it is not just the User email address that has changed, but also the email domain, then you will want to add a new domain to the account. This must be done by the Cloud Admin for the Match My Email account. The Cloud Admin can login and go to Settings > Domains & Users. At bottom left, click Add Domain. Enter domain as everything after the @ symbol, enter IMAP information, server information, and Save. (For help in finding IMAP details check here.) Once the new domain is added, click Add User to right and follow steps described above.
When new domains are added, we strongly encourage the Cloud Admin to add an ignore rule for that domain and also to add a domain-level Salesforce integration for new email domain for deduplication of matches across a team of users.