Skip to content

Email Sidebar Customization Settings Explained



Some Customization 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 Grid managed package in your Org - it will enable the full scope of RGES features on Salesforce side


Email Sidebar Customization page allows the individual users to adjust various aspects of interaction between Salesforce and RGES Outlook Add-In / Chrome Extension. This includes viewing, processing, and search patterns for different types of objects and their fields, see the left and central panes of the page.

Also, here you can adjust the appearance and various functional settings of Email Sidebar for individual users, using the controls on the right pane of the page.


After adjusting customization settings make sure to click Save in the upper right corner of the page to apply the changes



To discard any recent changes you made, you can click Discard changes. However, once an updated customization is saved by clicking the Save button, you can only Reset to default settings, so no other previous sets of settings can be restored



Since some RGES Outlook Add-In features are not available in RGES Chrome Extension, their associated settings cannot be managed in RGES Customization settings of RGES implementation for Gmail


A video guide summarizing RGES Customization settings:


1. How to Open Customization Page

Click the ☰ (Menu) button in the header of Email Sidebar and then select Customization to open Email Sidebar Customization settings page in your web browser.



2. Application Settings

Using the controls in the right pane of Customization page you can adjust the following settings defining various aspects of the Add-In’s/Chrome Extension’s behavior:


  • Auto-insert Engagement Tracking code (MagicPixel) into composed emails. Select this checkbox to have email tracking automatically enabled for all emails you compose and send to external recipients
  • Notify when email is opened. Another setting related to Engagement panel; when enabled, notifications in RGES Sidebar’s bottom toolbar will be displayed when the tracking code is triggered by the recipients of all such emails, as if they were marked as important (pinned) in the Engagement panel by the user


The Magic Pixel tracking code only gets auto-inserted into emails if your Email Sidebar Add-In / Chrome Extension is opened when you create a new email; if it’s closed when you compose an email, the tracking code will not be inserted.

  • Do not load related objects lists. If you select this checkbox, Email Sidebar will not display related objects in the Sidebar
  • Include internal emails into search results. By default, Email Sidebar does not display objects related to internal emails. Select this checkbox to allow Email Sidebar to search for internal email addresses in Salesforce and display all objects related to the opened internal email
  • Hide Chatter. Toggle this setting to show or hide Chatter access button in RGES Sidebar
  • Do not allow sharing email message in Chatter feed. Select this checkbox if you do not want to get auto-generated Salesforce Chatter notifications about emails and attachments processed by Email Sidebar
  • Do not allow attaching .EML files to objects. This setting defines whether you are allowed to save email messages converted to .eml files with Salesforce objects. See this article for more information
  • Do not allow to work with email templates. This setting manages the possibility to use Salesforce email templates from RGES Sidebar
  • Do not allow to search objects in LinkedIn. This setting manages the possibility to search an Account or Contact in LinkedIn from RGES Sidebar
  • Support Case Assignment Rules. Enable this setting if you want to have the ability to assign Support Cases in queues via RGES Sidebar using Case Assignment Rules, in order to assign Cases to your colleagues according to you preferences
  • Support Lead Assignment Rules. Enable this setting if you want to have the ability to assign Leads in queues via RGES Sidebar using Lead Assignment Rules, in order to assign Leads to your colleagues according to you preferences



The next block of settings manages several aspects of saving emails as activities in Salesforce:

  • Do not select “Auto-save in thread” by default. This setting makes the Auto-save all emails in this thread checkbox in the Record email as activity to Salesforce dialog unchecked by default, so you will need to select this box specifically for those messages you consider worth adding to the relevant correspondence thread in Salesforce. This implies performing an extra action on email processing, but allows saving some storage space in your Org



In case Auto-Save Emails in Threads synchronization setting is enabled and this box is selected, when you save an email by clicking the Save button, the Auto-save new emails within this thread checkbox will still be unselected by default and you will have to manually select it to auto-track the thread in Salesforce



  • Edit email body in Save dialog. See this article for complete information about this setting



3. Duplicates for Objects Linking

Refer to this article for complete information on the Allow creating duplicated emails in Salesforce setting and the Allow creating email duplicates to be linked to these object types field which makes this setting more flexible.

Also see this article for information on objects linking mechanics.


Please note that if you adjust the duplicate handling settings, for these changes to be applied you must log out from Email Sidebar Add-In and then re-log in



4. Defining Record Associations (Smart Linking)

Another set of options under Application settings on the right-hand side of Customization page is intended for adjusting Add-In / Chrome Extension behavior when it processes new emails or events
Disallow linking to emails for the following objects - object types entered in this field will not be selectable to be linked to email records
Pre-select for linking to emails - object types entered in this field will be auto-selected to be linked to new email records. This function is only available if you are using Adaptive view.
Disallow linking to events for the following objects - object types entered in this field will not be selectable to be linked to event records
Pre-select for linking to events - object types entered in this field will be auto-selected to be linked to new event records



5. Choosing a Set of Salesforce Objects to Display


In case your Org uses custom object types, refer to this article to learn how to configure their handling in Email Sidebar


To change the set of Salesforce objects handled via Email Sidebar, by enabling object types in the left pane:

5.1. Use the Quick Find field to search for the needed Salesforce object

>>> Click to see an animation <<<


5.2. After an object is selected, its object card will appear in the central pane Objects in Email Sidebar. If necessary, adjust the fields and settings on the card to customize how this object will be handled

>>> Click to see an animation <<<




6. Customizing Object Card Appearance and Behavior

You can set up how object cards appear and behave in Email Sidebar by making the following adjustments on the Customization page (the central column Objects in Email Sidebar). These settings are defined specifically for every object type enabled in Email Sidebar handling scope; note that some custom objects require additional configuring to be handled by Email Sidebar.


      6.1. Selecting which fields to show

      You can have up to four object fields shown on an unexpanded card. To define which fields to show, pick the needed field names in the list; to remove an unneeded field use the X icon.


      6.2. Specifying card sort order

      Use the Sort by picklist to set the order in which object cards will appear on the Sidebar’s home screen or in search results.



The Account type opened in the central pane has an additional setting Allow to Create Person Accounts, which is displayed if Salesforce Person Accounts are enabled in your Org. When enabled, this setting allows Person Accounts to be created via RGES.

>>> Click to see a screenshot <<<


      6.3. Defining the search/view scope

      To get focused results, Email Sidebar Add-in applies custom Salesforce views (filters) when searching for records, and you can specify which filter you want to be applied for every object type, by selecting them in the Global search filter picklist.

For example, if you want Email Sidebar to search only among the Accounts created by you, set My Accounts in the picklist opened for the Accounts type in Customization page’s central pane


Besides the pre-set views you can add your own custom created Salesforce views – Email Sidebar will automatically take up all custom list views you create in Salesforce


      Besides this general scope focusing mechanism, you can also set additional filtering to be applied on handling of specific types of records in the Sidebar, using the Contextual search filter setting.

Contextual search filter also uses pre-set or custom created views, to focus Related and searched for records in the Sidebar, based on specific field values criteria, e.g. Status, Created date, Priority, etc. For example, if the Default Email Sidebar filter is set for Opportunity objects, only non-closed Opportunities are shown and handled by RGES, but if you want to make this scope focused according to your needs, you can create your own view according to your preferences and apply it.

      The animation below demonstrates how to change the view filters for different object types

>>> Click to see an animation <<<


Default Email Sidebar filters

There is a selection of pre-set Global view filters available for every object type that suit various records filtering needs, most of them are the standard pre-set Salesforce views, but some are peculiar to Email Sidebar. In the latter case, to see a default filter’s criteria hover the mouse over it in the picklist.


Note that the default Email Sidebar filters are not the same as the Default filters you use in Salesforce. In addition, for some types like Email messages or Tasks the default Contextual search selection is Do not search


The table of object type-specific Default Email Sidebar filters’ parameters for your reference:

Object type Default Global filter parameters Default Contextual filter value
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 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 feature user defined
User Only Active users in the Org n/a
Product All Products Do not search
Price book All Price books Do not search



Both user-initiated search and initial search results are affected by this filter. To avoid confusion, refer to this article for special considerations about using this filter


      6.4. The Search by list

      This customization setting allows to define what object fields are used both when Email Sidebar retrieves existing associated records and when you are searching for a certain record of this type. Refer to this article to learn how to use this setting.


      6.5. Allow creating or updating records

Select the Allow create or Allow update checkboxes to allow selected card type objects to be created or updated, respectively, via record cards.


This checkbox is completely unrelated to Salesforce permissions – it only adds an additional permissions level within Email Sidebar. For example, if a user is not allowed to create or update Lead records in Salesforce, one will not be able to create or update these records regardless of this setting’s status


      You can select object types not to be displayed in Email Sidebar search results. Enabling this setting also removes selected object types from related records list.

>>> Click to see an animation <<<



7. Changing Card Order and Pinning Cards

You can adjust the cards’ order in the Sidebar by either dragging them in the list or by clicking the β€’β€’β€’ (More) icon in a card’s upper right corner and moving the cards to the top or the bottom of the list.

>>> Click to see an animation <<<



The category tabs (section, separators) order can also be adjusted directly on Email Sidebar’s Home screen: hover the mouse over an items category, e.g. Activity Timeline, then click the β€’β€’β€’ (More) icon that appears on the right-hand side and then select either Move tab to Top or Move tab to Bottom



You can pin object type cards to keep their category tabs (sections, separators), including the Suggested New Records tab, constantly displayed in the Sidebar, even if Email Sidebar cannot retrieve related items of that type from Salesforce.
To do that, find the item type’s card in the central pane and toggle the πŸ“Œ (Pin) icon the card’s upper right corner.


The set of cards recommended for pinning pin besides all Salesforce record types handled in your company: Activity Timeline, Tasks, Events, Emails. That ensures that their category tabs (sections, separators) are available even for a new Salesforce account that contains no such records


For example, if the Case card is not pinned and no Case related to selected email or calendar item is found in Salesforce, this object category will not be displayed in the Sidebar.



8. Customizing Detailed Card View

In addition, via the page’s central pane you can define which record fields will be handled as Important. Important fields are listed for viewing and editing in an object card’s detailed view displayed when the > (Expand) icon is clicked in an record card’s header in the Sidebar, as well as in the Create new {record type} dialog and the Save email / Save event dialog. Also refer to this article for additional details on how fields and layouts are handled.


Please note that a field is also handled as Important if it is set to be auto-prefilled with data (when viewed in the create a new record in Salesforce dialog)



To customize the detailed view, do the following:

8.1. On the Customization page, click Detailed view for an object’s card.


8.2. Click the field you want to add to the card. You can use the Filter field to search for Salesforce fields that are not currently enabled in the Sidebar.



The order of fields placement on record cards cannot be adjusted in RGES settings, as Email Sidebar respects their order set in Salesforce; if you need to change it, make the corresponding updates in your Salesforce configuration



Click the πŸ–‰ (Edit) icon to adjust an object field’s special parameters; there, you can mark the field as Important or Force Required. These parameters are only used by RGES Add-In or Chrome Extension and have no ties in Salesforce of any kind.


Marking Fields as Important

>>> Click to see an animation <<<


Important fields are prioritized for displaying when you create new records or view existing ones in the Sidebar. You can toggle the Show only important fields checkbox to display only fields designated as Important, or display all fields.

>>> Click to see a screenshot <<<


Mark Fields as “Force Required”

To enhance fields filling flow via RGES, after the Autumn 2021 update Email Sidebar Customization includes a possibility to set specific fields of Salesforce objects processed or edited via RGES Add-In as Force Required. That implies specified fields’ filling becomes mandatory when a user creates or modifies an object that contains the field in the Sidebar.

Force Required is located in the same field parameters as Important (see above).

>>> Click to see a screenshot <<<


8.4. Click Done


Please note that if you adjust objects’ or fields’ settings, for these changes to be applied you must log out from Email Sidebar Add-In and then re-log in



9. Configure Attachments Saving in Salesforce


Refer to this article for an overview of how files attached to emails/meetings are handled by Email Sidebar


There are two different object types used for storing email/event attachments in Salesforce, Content document (File) (in both Lightning Experience and Salesforce Classic) and Attachment (representing the the older approach used in Salesforce Classic). The differences between them are summarized in this table (check the columns CRM Content and Attachments respectively).

Using Salesforce Content documents, the recommended way, allows to avoid duplication of stored files and to optimize Salesforce storage use, while Salesforce Attachments are used only when the first option is not available. To determine which type is used for storing attachments in your Org, see this Forcetalk thread.

Depending on what kind of object is used for storing attachments in your Salesforce, to set up attachment saving via Email Sidebar you need to enable the respective object in the central column Objects in Email Sidebar on Customization page.

To set up attachments setting via Email Sidebar, open Customization page, find the Content document (File) or Attachment type in the left pane Objects in Salesforce and select the checkbox next to it. The object will be added to the central column, all its settings and fields automatically populated. If both object types are selected, Content document (File) will prevail, so if your Salesforce Org uses Attachment objects, make sure that the other box is disabled. And keep in mind that if neither object type is enabled Email Sidebar will not be able to save attached files in Salesforce.

>>> Click to see an animation <<<



Attachments auto-selection

In the latest RGES updates end users can set how files attached to emails or calendar items should be handled by default, through auto-selection. This setting is located at the bottom of the right pane of Customization settings. The available options are:


  • Only autoselect files > 100 kB - this option allows to prevent saving in Salesforce of small images or animations attached to an email/calendar item as part of the signature, for example; however, the users will be able to select them, if needed.
  • Autoselect all attached files - this option means that any attached files will be autoselected to be saved in Salesforce; but the users will be able to unselect unneeded attachments
  • Do not autoselect attached files - this option means that no attached files will be autoselected; but the users will be able to select needed files



10. Default Customization Settings

If you have changed some of the above described settings and the resulting Add-In / Chrome Extension behavior does not meet your preferences, you can always revert to the default behavior by clicking the button Reset to default settings at the top of Customization page. The default set of settings is defined specifically for your Email Sidebar implementation by Revenue Grid and your local assigned administrator; during a reset all object-specific and Add-In / Chrome Extension behavior settings are reverted to their default values except for the Use Adaptive view one. Please note that user-specified settings can be backed up and recovered from another user in the same organization using customization management mechanisms.  


Setting the Default (Initial) Customization

In the latest Email Sidebar updates the default (initial) set of customization settings can be defined by local Email Sidebar Admin, to be applied right after the Solution is installed or after customization is reset to default by clicking the Reset to default settings button in Customization page header. This feature enables quick uniform management of settings for different user categories and facilitates restoring product functioning after unwanted adjustments were made in the settings.


Get back to us
We would love to hear from you



Question or comment: