Conversation Capture for MS Exchange

Prerequisites

1. You need to have access to your Exchange Admin Center (https://admin.exchange.microsoft.com)

2. Enable "Roll up activities to a contact's primary account" in Salesforce (Feature Settings > Sales > Activity Settings)

3. Enable "Allow Users to Relate Multiple Contacts to Tasks and Events" in Salesforce (Feature Settings > Sales > Activity Settings)

Create an Email Service (in Salesforce)

1. In Salesforce go to Setup and find "Email Services" (Setup > Custom Code >Email Services).

2. Create a new Email Service and fill out these fields:

   1. Email Service Name: Goldie_Activity_Sync (important to use exactly this name)

   2. Apex Class: AbSfSyncHandler

   3. Accept Attachments: All

   4. Advanced Email Security Settings: unchecked

   5. Accept Email From: leave this field blank

   6. Convert Text Attachments: unchecked

   7. Active: checked

   8. Leave all other fields as they are ("Discard Message")

   9. Enable error routing: checked

   10. Route Error Emails to This Email Address: put support@goldie.ai or any other email address that should be informed if errors occur

   11. Hit "Save" which takes you back to the newly created EmailService's overview page

3. At the bottom of the page click "New Email Address"

4. On the Email Service Address page populate these fields:

   1. Email Address Name: Goldie_Activity_Sync (important to use exactly this name)

   2. Email Address: Goldie_Activity_Sync (important to use exactly this name)

   3. Active: checked

   4. Context User: ideally, pick a service user account with ModifyAllData permissions; if you don't have a service user account, select a user with with ModifyAllData permissions (typically a Sys Admin)

   5. Accept Email From: leave this field blank

5. Hit "Save"

Setting Up Goldie Activity Sync (in Exchange Admin Center)

1. Open the Goldie Setup page in Salesforce

   • The link to the Setup page has the form https://<mydomain>.lightning.force.com/apex/absf__AbsfSetup

2. Click the button "Copy email address to clipboard"

3. In the Exchange Admin Center navigate to Mail flow > Rules (or click here).

4. In the Rules page click the button "+ Add rule" and select "New rule" in the menu.

5. In the modal "New transport rule" put "Goldie Sync - External Recipients"

6. In the row "Apply this rule if" configure "The recipient" | "is external/internal" | "Outside the organization"

7. In the row "Do the following" configure "Add recipients" | "to the Bcc box" and in the "Select member" modal paste the email address from step 2.

8. Don't modify the "Except if" section and click "Next".

9. Don't modify anything in "Set rule settings" and click "Next".

10. In the "Review and finish" modal click "Finish" and "Done" after the rule was established.

11. Duplicate the first rule and modify:

    • Name the rule "Goldie Sync - External Sender"

    • In the row "Apply this rule if" configure "The sender" | "is external/internal" | "Outside the organization".

12. You have now two ruled defined but both are disabled by default. Therefore click on each rule ad switch the Disabled button in the side panel to Enabled.

13. IMPORTANT: the rule "Goldie Sync - External Recipients" must have a higher priority than "Goldie Sync - External Sender". Otherwise duplicate records might be created in Salesforce.

Testing Goldie Activity Sync

1. Find a test account in Salesforce that has a contact and an open opportunity.

2. Send an email to the contact (but don't add any other recipients to the email).

   1. Important: the subject line must start with "testing Goldie", otherwise you will have to wait for up to 10 minutes for the email to be synced.

3. Your email should be displayed in the opportunity's, the contact's and the account's activity history a few seconds later.

4. If you have access to the contact's email inbox, reply to the email you just sent.

5. The reply should be displayed in the opportunity's, the contact's and the account's activity history.

Notice: Regular email and calendar events are synced every 10 minutes.