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Managing Profiles via the Admin Panel

For users of the Email Sidebar on:

9 min read

Important

To use the RG Email Sidebar Admin panel, you need special access permissions. Contact the Revenue Grid support team to request these permissions for your organization.

In the RG Email Sidebar Admin panel context, a profile (previously an organization) is a group of users with shared basic settings collaborating within a shared Salesforce environment.

You can manage your company’s profiles from the Profiles tab. Here are the tasks you can perform:

Note

In the current implementation, there is no way to limit the access rights for admin users, so an assigned admin user can manage users belonging to all profiles locally.

To open the tab, on the Settings page, in the Administration section, click Profiles.

View all profiles

On the main page of the Profiles tab, you can see a list of all the profiles you have access to.

The list includes the following columns:

  • ID (this column is hidden by default)
  • Name
  • Mailbox access type
  • Synchronization status
  • Table actions

Click the column name to sort the table by its ascending or descending order values.

In the Filter by box, select what profiles to display based on their Synchronization status and Mailbox access type.

Click the Close icon on the filter within the box to clear it individually. To clear all filters, click the Close icon on the entire box.

Hover over the last column header and click the Gear icon to open the Table actions menu. In the menu, select what columns to display or hide in the profiles list.

Note

No bulk actions can be performed on profiles.

In the Synchronization status column, you can see the current sync status of each profile.

If the profile’s synchronization is enabled and running, its status is green. If synchronization is not set up or is suspended, the profile’s sync status is red. Thus, you can grasp the situation at a glance.

Create a profile

To create a profile:

On the Profiles tab, in the upper-right corner, click Create Profile.

Fill in the Name and the External ID fields and click Save.

Important

After you save the profile, the External ID value becomes read-only and cannot be changed.

You will get a notification that the profile has been created successfully, and the profile details page will appear.

Edit profile details

When the profile is created, you can only change its name. To do that:

  1. On the Profiles tab, locate the profile in the list and click its name.

  1. On the Details subtab, go to the Profile Details section and enter the new profile name in the Name field.

  1. Click Save.

The profile name will be updated.

Turn profile synchronization on or off

Note

No bulk actions can be performed on profiles.

To turn on or off synchronization for all users belonging to a profile:

  1. On the Profiles tab, locate the necessary profile in the list, and in the Table actions column, click on the three-dot icon.

  1. In the menu that appears, click Enable synchronization or Disable synchronization.

The profile’s synchronization will be turned off accordingly.

Delete a profile

Note

No bulk actions can be performed on profiles.

To delete a profile:

  1. On the Profiles tab, locate the necessary profile in the list, and in the Table actions column, click on the three-dot icon.

  1. In the menu that opens, click Delete.

  1. In the confirmation pop-up, click Delete to confirm the removal of the profile.

The profile will disappear from the list, and you will receive a notification that it has been successfully deleted.

Configure profile settings

Clicking on a profile’s name opens a detailed view of the profile, where you can configure various settings. The profile settings and statistics are organized into the following seven subtabs:

  • Details
  • Users
  • Sync Issues
  • Statistics
  • Activity
  • Connectivity

Details

The Details subtab contains settings common for all users of the selected profile. Users can change most of these settings on their Sync Settings or Sidebar Customization pages.

Once you change any settings on this page and save them, users won’t be able to edit them on their Sync Settings page or Sidebar Customization page. However, as an admin, you can change them anytime on this page.

Profile details

In the Profile details section, you can edit the profile name and get its external id.

Sync settings

The sync section contains settings for fine-tuning and standardizing user synchronization. These settings will apply to all profile users, and they won’t be able to change them on their level.

Also, it is possible to push specific synchronization settings not only to all but also to groups of users or individual users within the profile. Users can be allowed or disallowed to adjust these settings.

If you want to preset individual sync settings for different users in the Profile, send a corresponding request to our Support team.

Auto-saving of emails

With this setting toggled on, users will have all relevant incoming and outgoing email messages in the Inbox and Sent folders automatically saved in Salesforce.

Email messages will be saved as Salesforce Tasks or Email Messages, linked to related contacts, leads, and other Salesforce objects according to the RG Email Sidebar Initial Search principles.

Email autosaving is performed not immediately but during the next synchronization session.

Auto-saving of events

With this setting enabled, users will have all their incoming and outgoing calendar items automatically synced in Salesforce, with specific exceptions listed in this article.

Meetings will be automatically synced to users’ Salesforce calendars and to the calendars of their colleagues who use Revenue Grid if they were invited.

Additionally, Revenue Grid will auto-create new Salesforce records to sync meetings involving new business contacts. For more details, refer to Revenue Grid Synchronization Engine: An Overview.

Auto-saving of appointments

With this setting turned on, users’ appointments, except private ones, will be automatically synced with their Salesforce calendar.

Appointments auto-saving can be adjusted only when events auto-saving is toggled on.

Linking to Opportunities

Users can have their emails saved to Salesforce associated not only with Contact and Lead objects but also with related Opportunity objects.

These related opportunities must satisfy all of the following requirements:

  • The user is the owner of the opportunity.
  • The email address specified in the email’s From, To, or CC fields is associated with a contact that has a Contact Role in the opportunity.
  • The opportunity has a status other than Closed.

If several opportunities satisfy these requirements, the email will be saved to the most recent one. If no such opportunity is found, the email will be saved to the account associated with the related contact. However, if neither an opportunity nor an associated account is found, the email will not be saved at all.

Note

The Linking to Opportunities setting applies only to automatic email/event saving, not to manual saving of events/emails.

Blocklisted email addresses and domains

Revenue Grid allows you to blocklist email messages and calendar items from or to certain addresses or domains—such as private or internal contacts—from being saved in Salesforce.

Note that a special global setting blocklists all free email services—such as gmail.com, outlook.com, and others—from syncing by default, so you don’t need to add them all to the Blocklist. To change or customize this setting, contact our support team.

For more information, refer to Blocklisting Email Addresses and Domains in RGES Add-In.

Email messages deduplication

With this toggle button enabled, RG Sync Engine will prevent users from saving an email message which has already been saved by another user. This mechanism ensures that no excessive duplicates are created in Salesforce.

Email deduplication field

This field is related to the Email messages deduplication setting described above. Here, set the name of the custom field containing the original email message’s ID in MS Exchange in Salesforce Activities (Tasks or EmailMessages) based on the email.

This field is automatically prefilled with the “REVGRD__InternetMessageId__c” value, the name of the custom field added by Revenue Grid Salesforce managed package (if it’s installed). However, you can specify here another custom field name which will be used for emails deduplication.

Email direction field (name)

In this field you can specify custom field for storing Email directions (whether an email message is inbound or outbound). For example, “Direction__c”

This field will contain a value indicating whether an email saved to Salesforce is inbound or outbound, displayed as a prefix before the email subject.

Email direction field (inbound value)

Specify the Email Direction Field value for inbound emails. For example, “In”.

Email direction field (outbound value)

Specify the Email Direction Field value for outbound emails. For instance, “Out”.

Auto-saving of emails in threads

Enable/disable automatic saving of all emails which belong to a correspondence thread in Salesforce. There is the corresponding synchronization setting on the user-level.

For more information on how saving all emails in a thread works, see Save All Emails in a Thread Function Explained.

Thread ID field

This field is related to the Auto-saving of emails in threads setting described above. It is used for automatic saving of emails by the conversation identifier. To enable this feature, specify the name of the custom Salesforce field that contains the conversation identifier.

This setting is required if email messages are saved as Task. If emails are saved as EmailMessage, leave this field empty (EmailMessage will contain a ThreadIdentifier field by default).

Customization

Customization page allows the individual users to adjust various aspects of interaction between RG Email Sidebar and Salesforce.

This includes viewing, processing, and search patterns for different types of objects and their fields.

In the Customization section, you can specify the default customization for a profile and customization management rules for users.

Set the default Customization for Profile

Select the default Sidebar customization that will automatically apply to all new users with customization settings reset to default.

Customization management for users

Enable this toggle to allow users in the profile to change, apply or push the Sidebar customization settings.

Miscellaneous

In the Miscellaneous section, you can specify Profile-wide settings for users.

Set the default License for Profile

Here, you can specify what license should be assigned to the users belonging to this profile. This is useful for managing different teams which use different Revenue Grid product packages or need specific sets of settings.

Email domains assigned to this Profile

New users will be automatically assigned to the profile based on the email domains specified in this field.

Attachment file types allowed for saving to Salesforce

Specify what attached file types should be allowed to be saved in Salesforce.

Provisioning URL

Users provisioned with this link will automatically be assigned to this profile based on their email domains.

To ensure correct user identification, specify the email domains in Email domains assigned to this Profile. If no email domains are specified or users’ email domains do not match those specified, users will not be able to register with this link.

Users

This subtab displays a list of users in the profile, including columns such as Name, Email, Profile, License, etc.

Manage user list view

You can manage what columns to display on the Users subtab and in what order. To set up columns to be displayed:

  1. Hover over the last column header and click on the Gear icon to open the Table actions menu.

  1. Select check boxes for the columns you want to display and clear check boxes for the columns you want to hide.

  1. Selected columns will appear in the Users list.

To quickly find the column you need, enter its name in the Search for column field.

To return the default view of the list, click Restore defaults.

Manage profile’s users

From the Users subtab you can manage the users of the profile.

To perform any action with the user in the profile:

  1. Locate the user in the list.
  2. In the user’s row, click the three dots on the right.
  3. On the list that appears, select an action you want to perform.

Available actions with the profile users

Action Description
Enable synchronization Enable synchronization for a User, if it was disabled.
Disable synchronization Suspend synchronization for a user. If synchronization is suspended for an ordinary User, it can be resumed from the Sync Dashboard.
Force synchronization Trigger synchronization for the user immediately, bypassing the https://docs.revenuegrid.com/ri/fast/articles/adaptive-sync-interval/.
Check CRM connectivity Check whether the connection to the Salesforce tenant using these user credentials can be established.
Check mailbox connectivity Check whether the connection to MS Exchange using these user credentials can be established.
Check settings Verify if the Sync Engine is properly configured and start it after resolving any errors.
Check calendars connectivity Check whether the connection to the user’s calendars with these user credentials can be established.
Re-initialize mailbox Request RG Email Sidebar to refresh the user’s mailbox data access. Re-initializing resolves errors that affect data parsing consistency in the mailbox.
Reset mailbox Remove user customization and keep synchronization disabled. Once synchronization is enabled again, the first synchronization attempt will apply the customization to the user’s mailbox.
Install Sidebar Install RGES Add-In for MS Outlook for the user’s account. That is only viable if the Sync Engine was authorized to work with the user’s mail server data.
Remove Sidebar Uninstall RGES Add-In for MS Outlook from this user account.
Reset Sidebar customization Reset the user’s customization settings to those configured by the admin or the RGES Support Team.
Delete Delete a user. Note: users with initialized mailbox cannot be deleted.
Force delete Delete a user even if the user’s mailbox is initialized.

Sync Issues

On the Sync Issues subtab, you can view information about all sync issues related to the users in the open profile.

Since the amount of data can be considerable, we offer the ability to download the log instead of displaying the issues table to prevent any problems with data display. The data is exported in .csv format.

Statistics

The Statistics subtab displays data about the last synchronization session for each user in the opened profile. You can check all the details about each item by clicking it. To learn more about profile sync statistics, refer to this article.

Activity

The Activity subtab displays system activities for the current profile, with the following columns in the data table:

  • Date: The date and time of the change.
  • Changed by: The email of the person who made the change.
  • Changed by (Id): The user ID of the person who made the change.
  • Type: A brief description of the changes made.
  • Details: Detailed information about the changes. Click the Copy icon to copy the activity details to the clipboard.

Connectivity

The Connectivity subtab displays the type of users’ access to mailboxes and CRM.

Here, you can choose a mailbox access type for the organization to configure sign up/sign in according to your company’s business flow.

You can also enable or disable connectivity via the Salesforce service account to configure Salesforce login.

CRM

In the CRM block, you can add a Salesforce service account or Salesforce Sandbox to be used for this profile. Refer to this article to learn how to authorize using a Salesforce service account.

Email configuration

When a new organization is created, you can specify the type of mailbox access to be used for its users. Once selected and configured, this access type is applied to all users in the organization, who can then only use the defined type to access their mailboxes.

You can edit the user’s name and mailbox settings specified during the provisioning process or defined by the organization the user belongs to.

Configuring connection type for a profile

Note

Also see this article for information on all available RG Email Sidebar full deployment scenarios.

As new mailbox compatibilities and deployment scenarios are implemented, more options are added to available Mailbox Access Type options:

  • Microsoft Exchange basic authorization (EWS API) - End User logon
  • Microsoft 365 OAuth (EWS API) - End User logon
  • Microsoft 365 OAuth (Graph API) - End User logon
  • Microsoft Exchange basic authorization (EWS API) - Impersonated logon
  • Microsoft 365 OAuth (EWS API) - Impersonated logon
  • Microsoft 365 OAuth (Graph API) - App-only logon
  • Microsoft 365 OAuth (EWS API) - App-only logon
  • Google Direct Logon
  • Google Service Account

Microsoft Exchange basic authorization (EWS API) - End User logon

The typical scenario where the end users enter their Exchange logon credentials in RG Email Sidebar to activate the Sync engine.

Microsoft 365 OAuth (EWS API) - End User logon

This option is used to authorize in RG Email Sidebar end users with Office 365 mail accounts over Office 365 OAuth. See this article for more information. In the latest product updates it is the default option for bulk O365 users authorization using a Service account.

Microsoft 365 OAuth (Graph API) - End User logon

This option is used to authorize in RG Email Sidebar end users with Office 365 mail accounts over MS Graph. See this article for more information. Also see this article to learn about limitations presently associated with this connection type.

Microsoft Exchange basic authorization (EWS API) - Impersonated logon

Microsoft Exchange Impersonation is used to mass-authorize end users with MS Exchange mail accounts in RG Email Sidebar via an impersonating service account. Before setting up this access type, you must obtain the Exchange EWS URL and the login credentials (username and password) for a configured impersonating account. For detailed steps on configuring this access type, see this article.

Microsoft 365 OAuth (EWS API) - Impersonated logon

This option is used to mass-authorize end users with Office 365 mail accounts in RG Email Sidebar via an impersonating account. To set up this access type, you will need mail server credentials and RG Email Sidebar Admin account credentials. For detailed configuration steps, see this article.

Important

Due to the retirement of RBAC Application Impersonation in Exchange Online, logging in via delegated authentication to accounts with impersonation permissions will no longer be supported starting February 2025. To ensure long-term compatibility with RG Email Sidebar and Sync Engine, we recommend transitioning to EWS app-only or MS Graph app-only connection.

Microsoft 365 OAuth (Graph API) - App-only access logon

This option is used to mass-authorize end users with Office 365 mail accounts in RG Email Sidebar via app-only access with the MS Graph API. To set up this access type, you will need mail server credentials and RG Email Sidebar Admin account credentials. For more information, see How to configure mailbox access using MS Graph application-only connection. Also, review the MS Graph limitations.

Microsoft 365 OAuth (EWS API) - App-only logon

This option is used to mass-authorize end users with Office 365 mail accounts in RG Email Sidebar via app-only access with the EWS API. To set up this access type, you will need mail server credentials and RG Email Sidebar Admin account credentials. For detailed instructions, see How to configure mailbox access using EWS application-only connection.

Google Direct Logon

This option is used to authorize in RG Email Sidebar end users with Gmail / Google Workspace accounts over Gmail OAuth. The users will need to authorize it individually. See this article for more information.

Google Service Account

This option is used to mass-authorize in RG Email Sidebar end users with Gmail / Google Workspace accounts. See this article for more information.