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Searching For Existing Salesforce Records and Creating New Records in SmartCloud Connect

Office 365 Google

With SmartCloud Connect Add-In/Chrome Extension, you can search for any existing Salesforce records or create new records of any type that will be associated with an email or Calendar activity.

With the SmartCloud Connect Add-in, you can search among all your CRM records - Contacts, Accounts, Opportunities, Leads, Activities (Tasks and Calendar events), Support Cases, or any custom Salesforce object types you are using.

To search for existing Salesforce records, do the following:

  1. In SmartCloud Connect Add-In/Google extension, click the search icon in the upper-right corner of the Sidebar, then enter your search criteria in the Search in box.
  2. In the drop-down list of record types, select the record type you want to search for. To search for records of all types, select Salesforce. The search results will be shown as record cards.

Note

You can search for objects by parts of the word, but at least 3 characters must be entered in the search field.

Creating New Records in Salesforce

To create a new Salesforce record, do the following:

  • Click on the + (Add) icon in the upper right corner of the Sidebar and select the necessary record type from the picklist

An alternative way:

  • On the Home page, hover the cursor over the needed tab (record category), the (•••) icon will appear. Click on the icon and select New {Record type}

Note

You can also customize the Add-In/Chrome Extension to add more record types to the list, including your custom record types.

  • Next, in the Create {record type} dialog that appears, fill in the required fields. Note that some fields are already prefilled with relevant data from your email message or calendar item. You can also clear the Show only important fields checkbox to see all available fields in the record; when the box is selected, SmartCloud Connect only shows the fields which are required, marked as Important in Customization settings, or already contain some data in Salesforce.
    In addition, in this dialog you can select the record’s owner in Salesforce, this way transferring new records to other users in your Org.

Important

on creating or modifying an Opportunity record (or an object of another type that includes a Date field), populate this field only by clicking the 📅 Calendar icon next to it and selecting the date in the calendar pop-up and do not click on this field afterwards, otherwise selected date value will not be accepted.

  • Click Create to save the record to Salesforce. If you want to immediately see this record as a card in SmartCloud Connect, click the SmartCloud Connect logo to refresh the view.

The New Records Tab

If you receive, compose, or send a message or meeting invitation from/to an email address that has no matching Lead, Contact or Account record registered in your Salesforce Org (an unresolved sender/recipient), SmartCloud Connect will prompt you to select how to handle this email address via the New records Sidebar tab which appears only when a messages containing unresolved email addresses is selected in your mailbox or composed. In this tab, you can create an Account, Contact, or Lead record based on this address - its key fields of the record will be prefilled with corresponding information retrieved from the message, or mark the email address or domain as blacklisted from sharing in Salesforce by clicking Do not sync. Note that this choice can be undone either right from this tab by clicking the Undo button or later via the Blacklisted Domains synchronization setting.

In addition, SmartCloud Connect can create matching Leads or Contact automatically (autoresolving), if the corresponding setting is enabled for your Org. Refer to this article for more information about this feature.