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Activities Linking Patterns in Salesforce

 

[this article is work-in-progress]

 

 

 

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 Org is using 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 to a reasonable number of People records via the Name field. For internal (in-org) meeting attendees
  • 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, see Salesforce Help article 1 and article 2 for more information.

 

 


 

Emails linking patterns

Revenue Inbox 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 Revenue Inbox Customization settings, you can get the resulting Task or EmailMessage linked to any reasonable number of People and Business records, by allowing Revenue Inbox 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.

 

Saved as EmailMessages

Tip

Also see the cases described in this article

A Salesforce EmailMessage that matches an email saved via Revenue Inbox can be linked to a reasonable number of People records and to a single Business record.

 

Opportunities linking on emails auto-saving

On email auto-saving scenarios, a related Opportunity gets linked to the resulting Task only if the following conditions are satisfied:

 


 

Events linking patterns

A Salesforce Event that matches a meeting saved via Revenue Inbox can be linked to a reasonable number of People records and to a single relevant Business record.

Note

Revenue Inbox also offers a unique optional possibility to link multiple Business Records to Events saved in Salesforce via RI Sync; this function is not available in Salesforce out-of-the-box.

This feature requires Revenue Inbox Salesforce managed package installation and can be enabled for big Enterprise customers upon request

 

In-org attendees

For all in-org (internal) meeting attendees Salesforce creates copies of the Event object synced via Revenue Inbox, as child Events under the organizer’s parent Event.

 

 

Linking on Auto-Saving or Saving via Category/Folder

Also see the general related records retrieval pattern described in this article.

 


 

Linking via the Save dialog

When saving an email or calendar item via the Save button in RI Sidebar, you can select People and Business records to be linked to it in Salesforce in the Save email/Save event dialog. See this article for more information. 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

 

 


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