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SmartCloud Connect Initial Search and Applied Filters

In SmartCloud Connect, automatic search for related Salesforce records (initial search) follows a specific algorithm of interactions between the Add-In, MS Exchange, and Salesforce. The search algorithm described below illustrates the general functioning principles of the Add-In.

After a message or event is opened in SmartCloud Connect:

  1. The Add-In obtains the full list (initial list) of senders/recipients from this item in MS Exchange.
  2. SmartCloud Connect filters the initial list by removing the addresses which contain your corporate domain(s) (“internal emails”) and the addresses/domains specifically blacklisted from sharing with Salesforce, this way creating an aggregated list of addresses.
  3. Next, SmartCloud Connect passes the resulting list to Salesforce to match these email addresses with records stored in Salesforce.
  4. Salesforce matches the addresses from the aggregated list against the record fields.
  5. The results are displayed in the SmartCloud Connect Sidebar as related records.

Note

If the aggregated list contains no addresses (that is, all addresses were filtered out as internal/blacklisted), no related records are shown and the message is categorized as Internal.

Note

If SmartCloud Connect reads a support case code contained in the message’s subject line, it also retrieves and adds the corresponding record to the related records list. Additionally, If there are direct links to Salesforce records (e.g., http://yourcompany.my.salesforce.com/0011J00001C5VJa) found in the message’s body, these records are also added to the list.

Please note that searching for records related to internal emails can also be performed, if the Add-In is configured to do so by enabling the Search also for internal email addresses in Salesforce option on SmartCloud Connect Customization page – this option excludes internal email addresses filtering.

How SmartCloud Connect Filters Records Displayed in Search Results

In addition to the customizable viewed items filters applied to make SmartСloud Сonnect’s display of Salesforce records convenient and focused, SmartCloud Connect – Salesforce records synchronization includes certain synced items filters necessary for sync optimization, so the items actually displayed in SmartCloud Connect search results are what remains after application of all these filters, besides the search criteria you have entered.

The applied filters are:

  1. The “internal emails” filter and the “do not load related objects lists” filter (refer to this article to learn how to disable or enable these filters), as well as other filters which can be adjusted in customization settings (Global search filter and Contextual search filter).
  2. The blacklisted addresses / domains filter and other filters applied on records synchronization.

This way, if the searched for item is not displayed, it may have been hidden by one of the above listed filters. To determine the reason why the record was not shown in search results:

  • Check the list of the addresses which have been filtered out as internal or blacklisted under Smart Actions, Observations, “Some not important emails were filtered:“ in SmartCloud Connect Sidebar.

Important

in addition, to bring up only actual records, SmartCloud Connect initial search applies specific filters for certain objects listed in Related records. To be included, an Opportunity object must be either be closed within 1 year (365 days) in the past or expected to be closed within 6 months (180 days) from current date; a support Case object must be open and created within 3 months (90 days) in the past from current date; if the custom Matter object is used in your implementation, only open matters will be displayed.

Internal Emails, Corporate Domains, and the Blacklist

By default, SmartCloud Connect recognizes your corporate domains on the Organizations level in the Administration panel and does not allow you to save internal emails using the Save button in the Add-In.

Note

You can always manually search for internal records using the Search functionality in the Sidebar.

This is done using the ServiceOrganizationDomains setting (or the corresponding switch button) in Administration Panel. SmartCloudConnect adds different variations of your corporate domain (the list of aliases in MS Exchange) as comma-separated values to this particluar setting.

To make SmartCloud Connect ignore this setting and enable it to save internal emails when clicking the Save button in the Add-In:

1. Go to Customization page.

  1. In the Application Settings area, select the Search also for internal email addresses in Salesforce checkbox.

  1. Click Save in the upper right corner.

This will enable SmartCloud Connect to save internal emails on the Organizations level, and the Add-In will ignore this setting during all synchronization attempts. However, certain users that have access to their Customization page may add certain domains to their Blacklisted Domains box in the Email Sync Options card. Learn more about the blacklist in the following article.

For example, if you want to blacklist free email services like Gmail.com and Outlook.com, you can add them to the Blacklisted Domains box as comma-separated values. Messages or events received from users with the specified domains in their email addresses will not be automatically shared with Salesforce.

All domains added to the Blacklisted Domains box will automatically be added to the ServiceAutoTrackBlackList setting on the User level as comma-separated values.

SmartCloud Connect uses both ServiceOrganizationDomains and ServiceAutoTrackBlackList settings during each synchronization attempt to filter out internal emails and blacklisted domains. Some users may have their corporate domains blacklisted, in addition to it being specified in the ServiceOrganizationDomains setting of the Organization they belong to.

To save internal emails, if you select the Search also for internal email addresses in Salesforce checkbox (as described above), make sure that your corporate domain is not specified in the Blacklisted Domains box as well.

Important

If an email is received from multiple senders, and only some of the email addresses are on the blacklist, the email will still be saved and linked to the records associated with the senders who are not blacklisted.

SmartCloud Connect initial search is based on Salesforce search; by default its results include all records linked to an object one of whose fields specified in the Search by list contains a matching identifying value (e.g. email address or name) extracted from the incoming email message or calendar item. This broad search approach is useful in most cases, as it is highly inclusive.
However, when applied to searching among internal emails (that is, Search also for internal email addresses in Salesforce is enabled), the default broad search might retrieve too many undesired associated records from Salesforce, including owned records and ones retrieved from lookup fields. To prevent that, SmartCloud Connect always applies strict initial search for internal emails, making the results more focused.

Note

if broad initial search matches are too many, only a selection of them is displayed in Related records. If you notice that occurring, i.e. you see some distantly related records instead of expected ones, it might be necessary to enable strict initial search permanently to get focused results. Please send us a request via the Contact button in the upper right corner of this page or by email at [email protected] to enable permanent strict initial search in your configuration.

Opportunity Contact Roles Associations

Please note that in the latest versions of SmartCloud Connect contact roles set for Opportunity objects are also considered on initial search and associated records found through the roles are also listed in Related records in the Sidebar.