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Email Sidebar Activities Synchronization Settings Explained



Some Synchronization features require adding certain auxiliary fields and classes to Salesforce objects; to get them added automatically ask your local Salesforce administrator to install the Revenue Inbox managed Salesforce app in your Org – it will enable the full scope of RGES features on the Salesforce side


Email Sidebar includes a number of settings that control how Emails, Calendar items, Contacts, or Tasks are processed into Salesforce.

To access Sync settings:

1. Open RGES Sync Dashboard

2. Go to Sync settings tab > Detailed Settings and see the Activities Sync Settings section

3. Next, you may also need to sign in over secure Salesforce OAuth 2.0 or Exchange/Office 365 OAuth 2.0 or Gmail OAuth 2.0 in a browser page that appears, depending on your RGES Org’s configuration


This article explains all RGES Sync Engine settings which can be managed by individual users or in bulk by the Admins. The Dashboard’s functions and Sync settings are mostly identical for MS Exchange / Office 365 and Gmail accounts, with the exception of several MS Exchange specific functions.



Please note that if you adjust the Auto-Save All Emails in A Thread sync setting or update the list of Blocklisted email addresses/domains; for these changes to be applied you must log out from RGES Add-In and then re-log in



Automatic Saving of Emails (emails autosharing)


Also see this article for detailed information on auto-saving flow options and blocklist intersections


You can get all relevant (see point 5 in this article) incoming and outgoing email messages automatically saved in Salesforce. With automatic saving enabled, your email messages will be automatically saved as Salesforce Tasks or Email messages linked to related Contacts, Leads, and other Salesforce objects retrieved according to these principles. Emails autosaving is performed not immediately but on the following synchronization session.

If you receive or send an email from/to an unresolved (not previously registered in Salesforce) Contact or Lead, Email Sidebar can create a relevant Salesforce automatically to autosave it. See this article for more information.

To enable or disable automatic emails saving by RGES: in the Emails block, toggle the Enable Auto-Saving switch button



Inbox SPAM handling

If Emails auto-saving is enabled and Leads or Contacts auto-resolving is set up in your configuration, Email Sidebar will process SPAM emails from non-blocklisted email domains which get through to your MS Outlook or Gmail Imbox. That happens because RGES processes all new non-internal emails in the automatic saving mode and it has no means to differentiate between business emails from previously unknown business contacts and SPAM emails. This way, in this mode Email Sidebar will also auto-create Leads or Contacts (plus Accounts) in Salesforce based on SPAM email’s data.

If that happens:

1. Delete the auto-created Lead or Contact plus Account directly in Salesforce. It’s one of the basic principles of Email Sidebar not to delete any records from Salesforce, so that must be performed manually by the user.

2. Select the auto-processed SPAM email in MS Outlook’s Inbox and click Do not sync in the Suggested new records tab in Email Sidebar. This will add the email address to RGES’s not-for-syncing blocklist

or you can mark the SPAM email as Junk mail in MS Outlook so it will be automatically moved from the Inbox, this way preventing its autosaving by Email Sidebar


To prevent autosaving of SPAM emails, make sure that they do not get into your Inbox, by using MS Exchange’s anti-SPAM mechanisms on both user level and Admin level.



Automatic Sharing of Email Threads

Email Sidebar offers the ability to automatically save entire email correspondence threads to Salesforce.


Please note that if you toggle the Automatic sharing of email threads setting, for the changes to be applied you must log out from Email Sidebar and then re-log in

With automatic sharing of email threads enabled, all emails in a thread of your choice will be saved automatically, linked to relevant contacts or leads, as Salesforce activities (completed Tasks or Email message objects).

To enable this, in the Email Sync Options section, turn on the Auto-Save All Emails In a Thread switch button.


After the setting is enabled, to save any email in a new or existing conversation thread, in the Save this email to Salesforce dialog, see that the Auto-save new emails within this thread checkbox is selected and click Save.


All non-blocklisted/internal future emails which belong to selected correspondence thread will be automatically saved in Salesforce as Task objects or EmailMessage objects (if your Org has Enhanced email enabled).


Please note that if you toggle the Auto-Save All Emails in A Thread sync setting, for the changes to be applied you must log out from Email Sidebar and then re-log in.



Linking to Opportunities

You can also have your emails associated not only with contacts and leads, but also with related opportunities. These related opportunities must satisfy all of the following requirements:

  • You are the owner of the opportunity
  • The account associated with the opportunity contains a contact of the person whose email address is specified in the From, To, or CC fields

If several opportunities satisfy these requirements, the email will be saved to the most recent one. If such opportunity was not found, the email will be saved to the account that is associated with the related contact. However, if neither an opportunity nor an associated account were found, the email will not be saved at all. This setting applies only to automatic email/event sharing, not to manual saving of events/emails.

To enable the possibility to link saved Emails to Salesforce Opportunities, in the Misc. Settings block toggle the Link to Opportunities switch button.



Automatic Syncing of Calendar Items (events autosharing)

You can have all your incoming and outgoing Calendar items automatically synced in Salesforce, with specific exceptions listed in this article. Note that RGES will also auto-create new Salesforce records to sync meetings which involve new business contact, see this article to learn the details.

With automatic meetings syncing enabled, your meetings will be automatically synced up to your Salesforce calendar and also to the calendars of your colleagues who use Email Sidebar, if they were invited.


In the latest product updates, syncing of new Calendar items and their updates can also be performed within several minutes, via insta-syncing. This option is available only for big Enterprise customers


To enable automatic syncing of meetings, toggle the Enable Meetings Auto-Syncing switch button.

With automatic syncing of appointments enabled, your appointments will be automatically synced with your Salesforce calendar. To enable automatic sharing of appointments, toggle the Enable Appointments Auto-Syncing switch button.



Blocklisting Email Addresses and Domains


This individual user-defined blocklist and the corporate blocklist managed by the local admin or by our Support team are complementary (additive). That is, both these not-to-be-shared by sync blocklists are applied when Email Sidebar processes your emails



Please note that if you change the Email Domains blocklisted From Syncing list, for the changes to be applied you must log out from Email Sidebar and then re-log in


If you do not want email messages and calendar from/to certain addresses or domains to be saved with Salesforce, e.g. personal or in-company ones, you can add them to the blocklist. Email Sidebar will never save emails from/to these addresses and domains in Salesforce automatically; however, you still can save them selectivey via the Sidebar. Email Sidebar Add-In also applies these addresses on initial search filtering, thus also excluding them from parsing in the Sidebar.

The blocklist is also applied on MS Outlook meetings and Gmail events sharing and auto-sharing in Salesforce. By default, MS Outlook Meetings or Gmail events which have only blocklisted addresses/domains among their invitees will not be autosaveable in Salesforce. Another way to prevent sharing of a calendar item is to mark it as Private.

If there is at least one non-blocklisted address/domain among the invitees, the calendar item will be autosaveable in Salesforce, linked to the corresponding Lead or Contact.
At that, there is also an option available for Enterprise RGES customers that allows saving calendar items which have no Lead or Contact to link it to, see the details about the SalesforceEventAutoTrackIncludingNotShared setting in this article.


Also see this article for detailed information on auto-saving flow options and blocklist intersections

To add both email addresses and domains to the not-to-be-shared-by-sync blocklist, in the Misc. Settings block, Email Domains blocklisted From Syncing box, specify all addresses or domains you want to exclude from auto-syncing in Salesforce.


For example, if you want to blocklist free email services such as and, add them to the blocklisted Domains box as comma-separated values. Note that the list does not support using wildcards.


Both Emails and Meetings invitations received from addresses belonging to specified domains will not be automatically synced in Salesforce.


If an email is received from multiple senders, and only certain email addresses are in the blocklist, the email will still be linked to registered senders who are not blocklisted


Additionally, Email Sidebar enables you to blocklist specific email addresses right form the Sidebar. To do that, select an email from/to an address to be blocklisted from sync and click the Do Not Sync button in the New Records tab displayed in the Sidebad.



Other Sync Adjustments

Besides above-described regular sync adjustments, Email Sidebar offers special synchronization settings to meet your company’s specific preferences - syncing calendar items as other object types besides events and one-way synchronization options.


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