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SmartCloud Connect Activities Synchronization Settings Explained

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Tip

Some Synchronization features require adding certain auxiliary fields and classes to Salesforce objects; to get them added automatically ask your local Salesforce administrator to install the Invisible Suite managed Salesforce app in your Org - it will enable the full scope of SCC features on the Salesforce side.

SmartCloud Connect includes a number of settings that control how email messages and calendar items are shared with Salesforce. To configure these settings, in the Dashboard, go to the Sync settings > **Detailed Settings page and make use of the Activities Sync Options** block. These settings are as follows.

 

Important

Please note that if you adjust the Auto-save all emails in threads sync setting or update the list of Blacklisted email addresses/domains, for these changes to be applied you must log out from your SmartCloud Connect account and then re-log in.

 

Automatic Sharing of Emails (emails autosharing)

You can have all relevant incoming and outgoing email messages automatically shared with Salesforce. With automatic sharing enabled, your email messages will be automatically saved and linked to relevant Contacts or Leads as Salesforce Tasks or Email messages (if Salesforce Enhanced email is enabled). The auto-saving is performed not immediately but on the following synchronization session.

Note

If you received an email from or sent an email to someone who is not added as a contact or lead to Salesforce, this email message will not be automatically shared with Salesforce.

To enable automatic email sharing, in the Email Sync Options card, turn on the Enable Auto-Sharing switch button.

 

Automatic Sharing of Email Threads

SmartCloud Connect offers the ability to automatically save entire email correspondence threads to Salesforce.

With automatic sharing of email threads enabled, all emails in a thread of your choice will be saved automatically, linked to relevant contacts or leads, as Salesforce activities (completed Tasks or Email message objects).

To enable this, in the Email Sync Options section, turn on the Auto-Save All Emails In Threads switch button.

Afterwards, to save any email in a new or existing conversation thread, in the Save Email as Activity in Salesforce dialog, see that the Auto-save all next emails in this thread checkbox is selected and click Save.

All non-blacklisted/internal future emails which belong to selected correspondence thread will be automatically saved in Salesforce as Task objects or EmailMessage objects (if you have Enhanced email enabled).

Important

Please note that if you change the Auto-save all emails in threads sync setting, for the setting to be applied you must log out from your SmartCloud Connect account and then re-log in.

 

Linking to Opportunities

You can also have your emails associated not only with contacts and leads, but also with related opportunities. These related opportunities must satisfy all of the following requirements:

  • You are the owner of the opportunity.
  • The account associated with the opportunity contains a contact of the person whose email address is specified in the From, To, or CC fields.

If several opportunities satisfy these requirements, the email will be saved to the most recent one. If such opportunity was not found, the email will be saved to the account that is associated with the related contact. However, if neither an opportunity nor an associated account were found, the email will not be shared at all. This setting applies only to automatic email/event sharing, not to manual saving of events/emails.

To enable email linking to opportunities, in the Email Sync Options card, turn on the Link to Opportunities switch button.

 

Automatic Sharing of Calendar Items (events autosharing)

You can have all your incoming and outgoing Calendar Events automatically shared in Salesforce.

With automatic sharing of meetings enabled, your meetings will be automatically saved to your Salesforce calendar and also to the calendars of attendees if they will be found in Salesforce by email addresses. Please note that sharing is not instant but carried out on the following synchronization session.

To enable automatic sharing of meetings, turn on the Enable Meetings Auto-Sharing switch button.

With automatic sharing of appointments enabled, your appointments will be automatically saved to your Salesforce calendar.

To enable automatic sharing of appointments, turn on the Enable Appointments Auto-Sharing switch button.

 

Blacklisting Email Addresses and Domains

Important

In the latest SmartCloud Connect updates, this individual user-defined blacklist and the corporate blacklist managed by the local admin or by our Support team are complementary. That is, both these not-to-be-shared by sync blacklists are applied when SmartCloud connect processes your emails.

If you do not want email messages from certain addresses or domains to be shared with Salesforce, you can add them to the blacklist. SmartCloud Connect will not share such email messages in Salesforce automatically, however you still can save them directly via the Sidebar. SmartCloud Connect Sidebar uses these emails and domains to filter blacklisted recipients and will not show them in the Sidebar.

Note

You can always manually search them out for review or linking later using the Search functionality in the Sidebar.

To add both email addresses and domains to the not-to-be-shared by sync blacklist, in the Email Sync Options card, in the Blacklisted Domains box, specify one or several addresses or domains you want to block.

For example, if you want to blacklist free email services such as Gmail.com and Outlook.com, add them to the Blacklisted Domains box as comma-separated values. Note that the list does not support using wildcards. Messages or events received from addresses belonging to specified domains will not be automatically shared in Salesforce.

Important

If an email is received from multiple senders, and only certain email addresses are in the blacklist, the email will still be linked to registered senders who are not blacklisted.

Important

Please note that if you change the Blacklisted Domains list, for the changes to be applied you must log out from your SmartCloud Connect account and then re-log in.

Additionally, SmartCloud Connect enables you to blacklist specific email addresses right form the Sidebar. This is done in one of two ways:

  1. Enter the necessary email address in the Blacklisted Domains box.
  2. In the SmartCloud Connect Add-In, click the Do Not Sync button in the New Records tab when SmartCloud Connect offers you to create Contacts, Accounts, or Leads based on the received email.

 

Other Sync Adjustments

Besides above-described regular sync adjustments, SmartCloud Connect offers special synchronization settings to meet your company’s specific preferences - syncing calendar items as other object types besides events and one-way synchronization options.