Activities Linking Patterns in Salesforce¶
For users of the Email Sidebar on:
4 min read
According to the basic Salesforce Activities linking principles:
- By default, a Task object mirroring an email you’ve saved can be linked to a single Business record via the Related To field and to a reasonable number of People records via the Name field.
- If your organization uses EmailMessages instead (Enhanced Email feature enabled), this object type can be linked to a reasonable number of People and Business records, both via the Related To field. If a Lead is linked to an email, no other People or Business records can be linked.
- An Event can be linked to several Business records via the Related To field, and a reasonable number of People records via the Name field. For internal (in-org) meeting attendees, Salesforce creates copies of Event objects.
- All saved Activities (emails and calendar items) except ones linked to a Lead must be linked to an Account. This mandatory pattern is based on a Salesforce requirement. For more information, see Activity visibility on related objects Account record
Emails linking patterns¶
RG Email Sidebar can save MS Outlook and Gmail emails as completed Salesforce Tasks or as EmailMessages (if Enhanced Email is enabled in your Org).
Note that if Allow creating duplicated emails in Salesforce is enabled in RG Email Sidebar Customization settings, you can get the resulting Task or EmailMessage linked to any reasonable number of People and Business records, by allowing RG Email Sidebar to create several duplicates of it in Salesforce; each of these duplicates will be linked to a specific record, thus working around the limiting rules.
Saved as Tasks¶
Tip
Also see the cases described in this article
A Salesforce Task based on a saved MS Outlook or Gmail email can be linked to a reasonable number of People records and Business records.
Quick-saved as Tasks¶
If you use the Quick save icon located in a record card’s header in the Sidebar to save an email as a Salesforce Task (Enhanced Email not enabled), the resulting Task will be linked to this record only.
Saved as EmailMessages¶
Tip
Also see the cases described in this article
A Salesforce EmailMessage that matches an email saved via RG Email Sidebar can be linked to a reasonable number of People records and to a single Business record.
Quick-saved as EmailMessages¶
If you use the Quick save icon located in a record card’s header in the Sidebar to save an email as a Salesforce EmailMessage (Enhanced Email enabled), the resulting EmailMessage will be linked to all eligible records associated with addresses included in the email’s To, From, CC fields.
Opportunities linking on emails auto-saving¶
In email auto-saving scenarios, a related Opportunity gets linked to the resulting Task only if the following conditions are satisfied:
- You are the owner of the opportunity.
- The email address specified in an email’s From, To, or CC fields is associated with a Contact that has a Contact Role in the opportunity.
- Opportunity has a status other than Closed.
- Link to Opportunities is enabled in Sync settings.
Events linking patterns¶
A Salesforce event that matches a meeting saved via RG Email Sidebar can be linked to a reasonable number of People records and to a single relevant Business record.
Note
RG Email Sidebar also offers a unique optional possibility to link multiple Business Records to events saved in Salesforce via RGES Sync; this function is not available in Salesforce out-of-the-box.
It requires Revenue Grid Salesforce managed package installation and can be enabled for our customers upon request.
In-org attendees¶
For all in-org (internal) meeting attendees Salesforce creates copies of the Event object synced via RG Email Sidebar, as child events under the organizer’s parent event.
Linking on Auto-Saving or saving via category/folder¶
To learn about the general related records retrieval pattern, refer to RG Email Sidebar Initial Search and Applied Record Filters.
Linking via the Save dialog¶
When saving an email or calendar item via the Save button in RG Email Sidebar, you can select People and Business records to be linked to it in Salesforce in the Save email/Save event dialog. The dialog automatically controls what set of records can be linked to the saved item, based on your actual configuration.
For details, refer to the below table:
| Allow creating duplicates setting | Enhanced Email (saving email directly) | A Lead already linked | User adds a Business record (WhatId) | A Business record already linked (WhatId) | Meeting has multiple attendees | User adds a Contact (WhoId) | User adds a Lead (WhoId) | A Contact already linked | Notification |
|---|---|---|---|---|---|---|---|---|---|
| Enabled | any | any | any | any | any | any | any | any | None |
| Disabled | Enabled | any | Yes | Yes | any | any | any | any | Cannot link several Business records in your config |
| Disabled | Enabled | any | Either one or none | any | any | any | any | No | None |
| Disabled | Disabled | Yes | any | any | any | any | any | any | Lead selected, cannot link more objects |
| Disabled | Disabled | No | Yes | Yes | any | any | any | any | Cannot link several Business records in your config |
| Disabled | Disabled | No | Either one or none | Yes | any | any | any | No | None |
| Disabled | Disabled | No | Either one or none | No | At least one | Yes | Contact is already selected | Contact already selected, cannot link more People records | None |
| Disabled | Disabled | No | Either one or none | No | Either one or none | No | No | None |