Configure object record cards¶
Important
This article covers features in the updated Sidebar settings, previously known as Sidebar Customization. For information about the legacy version, please visit this page.
Overview¶
You can configure the Objects settings to allow the Sidebar to view, process, and search records related to specific object types. Additionally, you can customize how record cards are displayed for each object type and define the available actions for those records. This includes:
- Basic view: Fields shown on the collapsed record card on the Sidebar’s home screen, as well as the actions that can be performed on the records.
- Detailed view: Fields displayed in the expanded, detailed view of the record card within the Sidebar.
Configure basic card view¶
In the basic card view of the record in the Sidebar, you can:
- Select fields to display on the collapsed object card.
- Specify card sort order.
- Enable or disable search via the Search bar.
- Define object fields to search by.
- Define search view scope.
- Allow record creation and updates.
Open basic view settings¶
To open the basic view settings:
- In the Objects tab of the Sidebar settings, find the needed object card in the Object menu and click on it. If the object is not listed, add it first.
The expanded card contains settings for both the basic and detailed views of the object record card. The Basic view settings are located on the left side.
Select fields to display in the basic view¶
You can display up to four fields on the collapsed object card in the Sidebar.
To define which fields to show:
- In the Basic view section, open the drop-down menu and select the needed field. You can start typing the field name in the search box to find it more quickly.
- Repeat the first step for each field you want to display.
- Click Save to apply the changes, then refresh the Sidebar.
To remove a field, click the Close icon () next to the field name. The first field on each card is required and cannot be removed, but you can change it.
Specify card sort order¶
You can set criteria for sorting records and the order in which they appear on the Sidebar’s home screen or during a search via the Search box.
- In the Basic view section, under Search and sorting, open the Sort by menu and select the field for sorting.
- Use the Ascending or Descending buttons next to the field to change the sort order.
- Click Save to apply the changes, then refresh the Sidebar.
The records of this object type in the Sidebar will be sorted and ordered according to the configured settings.
Enable or disable search via the Search bar¶
You can control whether records can be searched through the Sidebar’s search bar. To do this:
- In the Basic view section, under Search and sorting, select or clear the Allow search checkbox to enable or disable search via the Search bar.
- Click Save to apply the changes, then refresh the Sidebar.
If the object type is allowed for search, it will appear in the list of Salesforce objects in the Sidebar’s Search menu.
Define object fields to search by¶
To streamline the search process for each object type, you can define what fields will be used when the RG Email Sidebar retrieves existing associated records and when you are searching for a certain record of this type.
To configure these fields:
- In the Basic view section, under Search and sorting, open the Search by menu and select all the fields within which you want the Sidebar to search.
- Click Save to apply the changes, then refresh the Sidebar.
To remove a specific field from the search, click the Close icon () next to that field. To clear all fields, click the Close icon () for the entire Search by field.
Important
If no fields are specified, the search will cover all fields. Adding too many fields to the Search by field can significantly slow down Salesforce searches. We recommend to limit the number of fields to a minimum, ideally no more than 10.
Best practices for setting up Search by fields¶
Add unique identifier fields¶
When creating custom objects in Salesforce or modifying existing fields, add fields uniquely identifying each object to the Search by list in the RG Email Sidebar.
For example, the RG Email Sidebar includes the following default Search by fields for standard objects:
- Contact, Lead: Full Name, Email
- Account: Account Name, Website
- Opportunity: Name
- Case, Task, Event: Subject
Separate First and Last Name fields¶
Many users prefer to set the First Name and Last Name fields separately in the Search by list rather than using Full Name. This simplifies the search process, allowing you to enter just one name (either first or last) instead of both.
Create a custom “2nd Email” field (for admins)¶
A common best practice is to create a custom “2nd Email” field in Salesforce for email correspondent record types, which stores secondary (personal) email addresses. Add this field to the Search by list to enhance searches.
Secondary email addresses are often used in communication, and including them in Search by ensures that messages from these addresses are properly processed and associated in Salesforce. Since Search by also affects the initial search process, this is the most effective way to handle messages from secondary addresses.
If creating a 2nd Email field in Salesforce isn’t possible, you can still manually locate and link relevant objects using the RG Email Sidebar search.
Define search view scope¶
The RG Email Sidebar uses custom Salesforce views (filters) when searching for records to provide targeted results. By setting the Primary and Secondary search filters, you can specify which filters to apply for each object type.
Set up Primary search filter¶
To configure the Primary search filter:
- In the Basic view section, open the menu under the Primary search filter and choose the filter you want.
- Click Save to apply the changes, then refresh the Sidebar.
Tip
In addition to the pre-set views, you can add your custom Salesforce views. The RG Email Sidebar will automatically display all custom list views you create in Salesforce.
Set up Secondary search filter¶
For all object types except Account, Contact, Lead, and User, you can set up additional filtering through the Secondary search filter.
This filter uses pre-set or custom-created views to narrow down related records and search results based on specific criteria e.g., Status, Created date, Priority.
To configure the secondary search filter:
- In the Basic view section, open the menu under the Secondary search filter and select the needed filter.
- Click Save to apply the changes, then refresh the Sidebar.
View the Default filter of Revenue Grid criteria¶
For each object type, there is a range of pre-set primary and secondary search filters designed to meet various filtering needs. While most are standard Salesforce views, others, such as the Default filter of Revenue Grid, are unique to the RG Email Sidebar.
The Default filter of Revenue Grid is automatically applied as the primary search filter and, in some cases, as the secondary search filter for each object type. The filter criteria vary depending on the object type.
To view the criteria for the Default filter of Revenue Grid:
- Open the Primary or Secondary search filter menu and hover over the Default filter of Revenue Grid option. The criteria will appear as a tooltip.
To see the default filter criteria for all object types, refer to the table below.
Default filter of Revenue Grid criteria by object type
| Object type | Default Primary search filter criteria | Default Secondary search filter criteria |
|---|---|---|
| EmailMessage | All EmailMessages created no more than 100 days in the past | Do not search |
| Task | All Tasks created no more than 100 days in the past | Do not search |
| Event | All Events created no more than 365 days in the past or scheduled within 100 days in the future | Do not search |
| Attachment | All Attachments | Do not search |
| Content document | All Content documents | Do not search |
| Account | All Accounts | n/a |
| Lead | All Leads not converted to Contacts | n/a |
| Contact | All Contacts | n/a |
| Case | Only non-closed Cases created no more than 90 days in the past | user defined |
| Opportunity | Only non-closed Opportunities whose Closing date is due no more than 365 days in the past or in the future | user defined |
| User | Only Active users in the Org | n/a |
| Product | All Products | Do not search |
| Price book | All Price books | Do |
For more information, refer to RG Email Sidebar Initial Search and Applied Record Filters.
Allow record creation and updates¶
If no existing Salesforce record is available to link to an email or event, or if you need to update an existing record, you can do so directly from the Sidebar without switching to Salesforce. To enable this feature:
- In the Basic view for the needed object type, under the Creation and update group, select the Allow create and Allow update checkboxes.
- Click Save to apply the changes, then refresh the Sidebar.
Important
These checkboxes are unrelated to your Salesforce permissions—they only enable actions within the RG Email Sidebar. For example, if you lack permission to create or update Lead records in Salesforce, you still won’t be able to perform these actions through the Sidebar, even with these settings enabled.
Configure detailed card view¶
In addition to the basic object record card view for each object type, you can configure its detailed view, which shows how records are displayed in the Sidebar when you open record details. Specifically, you can:
- Select fields to display in the detailed view.
- Mark fields as Important.
- Mark fields as Force Required.
Open detailed view settings¶
To access the detailed view settings:
- In the Objects tab of the Sidebar settings, locate the required object in the Object menu and click on it. If the object is not listed, add it first.
The expanded card is divided into two sections: the Basic view on the left and the Detailed view on the right.
Select fields to display in the detailed view¶
To select which fields should be displayed in the Sidebar when viewing record details:
- In the Detailed view section of the object card, find the field you want to add.
- Select the checkbox to the left of the field.
If the selected field is related to another object, a warning indicates that both fields will be added to the customization.
- Click Save to apply the changes, then refresh the Sidebar.
To remove a field, clear the checkbox to the left of the field in the list. All fields, except those required by Salesforce, can be removed from the detailed view.
Note
The order of fields on record cards cannot be adjusted in the Sidebar settings, as the RG Email Sidebar respects the order set in Salesforce. If you need to change it, update your Salesforce configuration.
Mark fields as Important¶
You can prioritize fields in the detailed view of a record by marking them as Important. These fields will appear at the top when creating new records or viewing existing ones in the Sidebar.
To mark a field as Important:
- In the Detailed view of the object record card, locate the field you want to prioritize.
- Select the checkbox in the Important column for that field.
- Click Save to apply the changes, then refresh the Sidebar.
To remove the Important status, clear the checkbox in the Important column for the field.
Mark fields as Force Required¶
To simplify filling out fields in the Sidebar, you can mark certain Salesforce object fields as Force required. This ensures that these fields must be completed when creating or updating a record in the Sidebar.
To mark a field as Force required:
- In the Detailed view of the object record card, locate the field you want to make mandatory.
- Select the checkbox in the Force required column for that field.
- Click Save to apply the changes, then refresh the Sidebar.
To remove the Force required status, clear the checkbox in the Force required column for the field.
Tip
If the Force required column is not visible in the Detailed view:
- Click the Gear icon at the top-right corner of the table. In the menu that appears, ensure the Required field option is selected.
- Scroll to the bottom of the Detailed view, hover over the lower border to reveal the horizontal scroll bar, and use it to scroll to the right.
Tips for working with the Detailed view¶
Use Filter and Search options¶
Use the Filter by and Search features to quickly find the fields you need:
- In the Filter by menu, select whether to display Selected or Not selected fields.
- Click the Search icon () and enter the name of the field to filter results based on your input.
Customize columns in the view¶
To streamline your work with the fields in the Detailed view, display only the columns you need:
- Click the Table actions icon () in the top-right corner of the table. In the menu that appears, select the checkboxes for the columns you want to display and uncheck those you do not need.
- Click outside the menu to apply your changes.
The table will update to reflect your column preferences.