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Special Admin Panel Settings

For users of the Email Sidebar on:

20 min read

Important

To use RG Email Sidebar Admin panel, special access permissions are required. To request the permissions for your organization, contact Revenue Grid support team by email.

Admin panel provides tools for managing end users. Some of its key settings duplicate RG Email Sidebar Customization and Sync settings on the admin level.

The Admin panel provides settings to manage various aspects of Revenue Grid’s synchronization, search, and customization functions for both profiles and individual RG Email Sidebar users.

Some settings are the same as those on the end users’ Customization and Sync pages. However, since these settings apply to all users in a profile, they cannot be changed by end users. Other settings enable admins to customize the RG Email Sidebar and Sync behavior to meet specific requirements.

Certain advanced configuration settings can only be adjusted upon request to our Support team. These settings enable specific features and are tailored for complex use cases.

Additionally, some advanced features require the creation of custom record fields in Salesforce. These fields can be set up automatically by installing the Revenue Grid managed package.

Auto-saving of emails

Note

This setting mirrors the individual user’s sync setting.

When this setting is enabled, all users’ relevant incoming and outgoing emails from the Inbox and Sent folders are automatically saved to Salesforce.

Emails are saved as Salesforce Tasks or Email Messages, and linked to related contacts, leads, and other Salesforce objects based on the RG Email Sidebar Initial Search principles.

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

To enable or disable auto-saving of emails for the profile:

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Auto-saving of emails on or off.

Auto-saving of emails toggle

  1. Click Save.

Auto-saving of events

Note

This setting mirrors the individual user’s sync setting.

When this setting is enabled, all incoming and outgoing calendar events are automatically synced to Salesforce, except for specific cases listed in Calendars Synchronization: Essential Exceptions.

Events are synced to the user’s Salesforce calendar and to the calendars of their colleagues who use Revenue Grid if they are invited to the event.

Additionally, Revenue Grid will automatically create new Salesforce records for events involving new business contacts. For more details, see Revenue Grid Synchronization Engine: An Overview.

To enable or disable auto-saving of events for the profile:

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Auto-saving of events on or off.

Auto-saving of events toggle

  1. Click Save.

Auto-saving of appointments

Note

This setting mirrors the individual user’s sync setting.

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.

To enable or disable appointments auto-sync for the profile:

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Auto-saving of appointments on or off.

Auto-saving of appointments toggle

  1. Click Save.

Linking to opportunities

Note

This setting reflects the individual user’s sync setting.

With this setting enabled, users’ emails can be saved to Salesforce and linked not only to Contact and Lead objects but also to related Opportunity objects.

For an email to be linked to an opportunity, the following conditions must be met:

  • The user is the owner of the opportunity.
  • The email address in the From, To, or CC fields is associated with a contact that has a Contact Role in the opportunity.
  • The opportunity status is not Closed.

If multiple opportunities meet these criteria, the email will be linked to the most recent one. If no suitable opportunity is found, the email will be saved to the account associated with the related contact. If neither an opportunity nor an associated account is found, the email will not be saved.

To enable or disable email linking to opportunities for the profile:

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Linking to Opportunities on or off.

Linking to opportunities toggle

  1. Click Save.

Blocklisted email addresses and domains

Note

This setting mirrors the individual user’s customization setting. Both the corporate blocklist and the user’s individual blocklist are applied.

This setting prevents emails and calendar items from specific addresses or domains (e.g., internal or private contacts) from being saved to Salesforce.

By default, a global setting already blocklists all free email services (e.g., gmail.com, outlook.com), so you don’t need to add them manually. To customize this global setting, contact our Support team.

To blocklist an email address or domain for the profile:

  1. Open the profile’s Details subtab.
  2. In the Sync section, enter the email address or domain in the Blocklisted email addresses and domains field.

Blocklisted email addresses and domains field

Note

Wildcards (e.g., *) are not supported in the blocklist.

  1. Click Save.

After updating the blocklist, users must re-login to the Sidebar for the changes to take effect.

Email messages deduplication

When this setting is enabled, the RG Sync Engine prevents users from saving an email message that has already been saved by another user. This feature helps avoid duplicate entries in Salesforce. For more information, see Item Deduplication Mechanisms Explained.

Enable email messages deduplication for the profile

Email messages deduplication settings

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Email messages deduplication on.
  3. In the Email deduplication field, enter the custom Salesforce field that stores the original email’s MS Exchange ID.

Note

If the Revenue Grid Salesforce managed package is installed, this field is prefilled with “REVGRD__InternetMessageId__c.” If not, enter the name of your manually created custom Salesforce field.

  1. In the Email direction field (name), specify the custom field used to store the email direction (inbound or outbound). For example, use “Direction__c.” This field displays whether an email is inbound or outbound as a prefix before the email subject.
  2. In the Email direction field (inbound value), enter the value used for inbound emails (e.g., “In”).
  3. In the Email direction field (outbound value), enter the value used for outbound emails (e.g., “Out”).
  4. Click Save.

Disable email messages deduplication for the profile

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Email messages deduplication off.
  3. Click Save.

Note

After enabling or disabling the email deduplication setting, users must re-login to the Sidebar for the changes to take effect.

Auto-saving of emails in threads

Note

This setting reflects the individual user’s sync setting.

This setting controls whether all emails in a correspondence thread are automatically saved to Salesforce.

Enable auto-saving of emails in threads for the profile

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Auto-saving of emails in threads on.

Auto-saving of emails in threads settings

  1. In the Thread ID field, enter the name of the custom Salesforce field that stores the conversation identifier.

Note

If emails are saved as Tasks, this field is required. If your organization has the Revenue Grid Salesforce managed package installed, it will be prefilled with “REVGRD__ConversationId__c.” Otherwise, specify the name of a custom field you manually created in Salesforce.

If emails are saved as EmailMessages, leave this field empty. The EmailMessage object includes a default ThreadIdentifier field.

  1. Click Save.

Disable auto-saving of emails in threads for the profile

  1. Open the profile’s Details subtab.
  2. In the Sync section, toggle Auto-saving of emails in threads off.
  3. Click Save.

Note

After changing this setting, users must re-login to the Sidebar for the changes to take effect.

Customization management for users

Follow these steps to enable or disable end users’ access to manage their customization settings via the Customization page:

  1. Open the profile’s Details subtab.
  2. In the Customization section, toggle Customization management for users on or off.

Customization management for users toggle

  1. Click Save.

After changing the customization access setting, users must re-login to the Sidebar for the changes to take effect.

Set the default license for profile or users

Licenses enable specific configurations for selected users or groups.

Set the default license for a profile

  1. Open the profile’s Details subtab.
  2. In the Miscellaneous section, choose the default license from the Set the default license for profile list.

Set the default license for a profile menu

  1. Click Save.

Set the license for individual users

  1. In the RG Admin Panel, go to the Users tab.
  2. Find the user you want to update and open their details.
  3. In the License menu, select the desired license.

License menu for the selected user

  1. Click Save.

Email domains assigned to this profile

This setting lets you specify the corporate email domains used by your organization. Emails sent to or from these domains will be considered internal, and the RG Email Sidebar will not automatically save them to Salesforce if auto-saving is enabled. For more details on saving internal emails, see this article.

To specify email domains assigned to this profile:

  1. Go to the profile’s Details subtab.
  2. In the Miscellaneous section, enter the corporate email domains in the Email domains assigned to this profile field.

Email domains assigned to this profile field

  1. Click Save.

Note

After updating the assigned email domains, users must re-login to the Sidebar for the changes to take effect.

Attachment file types allowed for saving to Salesforce

Use this setting to specify which types of attached files can be auto saved to Salesforce. If no file types are specified, attachments of any type can be saved. Note that this setting does not apply to files that are saved manually.

To configure allowed attachment file types for the profile:

  1. Go to the profile’s Details subtab.
  2. In the Miscellaneous section, enter or select the allowed file extensions in the Attachment file types allowed for saving to Salesforce menu.

Attachment file types allowed for saving to Salesforce menu

  1. Click Save.

After updating the allowed file types, users must re-login to the Sidebar for the changes to take effect.

Additional configuration with RG global settings

Global settings control key aspects of the RG Email Sidebar and Sync features. These settings are designed to meet specific customer needs.

Unlike Special settings, Global settings are not accessible to local admins and can only be adjusted by contacting RG Email Sidebar Support.

This section outlines the available global settings and provides the information you need to submit a detailed configuration request.

Linking email attachments to Salesforce Business records besides the Task/Email message object

This special feature that can be enabled on request sent at Revenue Grid support Team allows linking of email attachments to other objects besides Salesforce Tasks or Email messages, via the Related To field.

Auto-create objects for unresolved meeting participants (auto-resolving)

When emails or calendar items received from or sent to unresolved (previously not registered in Salesforce) email addresses are saved in Salesforce by assigning them the Salesforce category or moving them to the Salesforce emails folder, RG Email Sidebar can automatically create corresponding objects in Salesforce to link the matching Tasks/Email messages or Calendar Events to. Object types which can be created in these cases: Leads or Contacts. To request this feature for your Org, send a detailed request to Revenue Grid support team, describing your preferences.

SalesforceContactAutoCreateAccount: RG Email Sidebar will auto-create corresponding Accounts on saving a Contact from a previously not registered company; enabled by default.

SalesforceContactAutoLookupAccount: relevant Accounts are automatically retrieved to be linked to auto-created Contacts; enabled by default.

Book Me fine-tuning

CalendarAvailabilityTerm: sets the span in the future for which a user’s calendar availability is parsed when the Book me feature is used; 365 days by default.

BookMeLinkExpirationPeriod: sets the expiration period of Book Me links generated by users in the Org. For different reasons some companies require to set Book me links’ lifespan shorter or longer.

ShowTentativeAsBusy: an optional possibility to make the Share Calendar Availability (Book Me/Time Slots) feature treat Tentative slots as Free instead of Occupied. This mechanics is managed Org-wide or for individual users, via this global setting.

ExternalConfirmationPageURL: an optional possibility to enable or disable users to change the redirect URL for meeting booking confirmation page on their level in Book Me defaults. In the Setting Value field, admins can specify the URL for redirecting Book Me invitees on the Profile or User level. The Allow Override field controls whether users can change the URL or redirect pattern on their level - select either redirecting or default booking confirmation page.

Sync Engine fine-tuning

ServiceEventSafeDescriptionSync: allows to disable the Safe Description feature for an Org or for individual end users.

InstantSyncEnabled: disable/enable RGES Insta-sync.

TriggerSyncOnAdd: disable/enable Insta-sync triggering on calendar items creation in MS Outlook Desktop or On the Web version/Gmail.

TriggerSyncOnUpdate: disable/enable Insta-sync triggering on calendar items updating in MS Outlook Desktop or On the Web version/Gmail.

TriggerSyncOnDelete: disable/enable Insta-sync triggering on calendar items deletion in MS Outlook Desktop or On the Web version/Gmail.

In the latest RG Email Sidebar the SalesforceEmailLinkContentToBusinessObject setting is enabled for all instances by default. That means email attachments saved in Salesforce as Content Files will be linked to related business records besides the Task/Email Message object in Salesforce.

The Global setting ServiceEventDeletionStrategy was introduced to manage automatic removal of calendar items from MS Exchange / Office 365 or Gmail calendar by RGES Sync if they were deleted from Salesforce calendar by the users.

The ServiceSyncNotRespondedInvitations setting is used to enable or disable syncing in Salesforce of inbound meetings which were left unresponded or were declined by the invitee (who is an RGES user). Some companies require that in order to get meetings registered in Salesforce even if they were not explicitly accepted. If this setting is disabled, an attempt to sync in Salesforce of a not-responded or declined meeting results in a sync error “ISE-013: Meeting for attendees cannot be synchronized until the organizer synchronizes it.“

SalesforceEventSmartAutoSharing: when this setting is set to 1 (enabled), the list of meeting attendees gets re-synced with Salesforce on every sync session. That is required to get invitees added to the list later registered in Salesforce. If it is set to 0 (disabled), the attendees list gets upsynced to Salesforce only once, on the meeting’s initial sharing.

The SalesforceEventInviteEmployeeOnly special setting allows to exclude external (outside of Org contacts) meeting attendees from being synced in Salesforce by RGES Sync and getting meeting invites. It is set to 0 by default, change to 1 to enable external attendees from syncing and invitations sending.

SalesForceAPICallMinCount: total generated API calls number count. As soon as it is reached, RGES Sync stops generating API calls.

SalesForceAPICallMinPercent: RG Email Sidebar API calls percentage among all Salesforce API calls. As soon as it is reached, RGES Sync stops generating API calls.

An augmented objects auto-resolving mechanism was added, enabled by the global setting SalesforceSmartCreateUnresolvedObjects (disabled by default). How this pattern works: If there’s a match with an attendee’s email address domain in: a) an Account’s website field and b) a Contact linked to the Account, RGES creates a Contact linked to the Account with this match. Note that popular personal email domains (gmail.com, outlook.com, etc.) are excluded from this pattern: no Contacts are auto-created for meetings sent or received from addresses on these domains.

If the Create Person accounts setting is enabled in RGES global settings, Person accounts are created instead of Contacts. If there’s no Account match found to create a Contact and Create Person accounts is disabled, then a Lead is created.

And another added augmented objects auto-resolving mechanism is available, managed by the global setting SalesforceEmailCreateAllUnresolvedRecipients (disabled by default). How this pattern works: if enabled, Accounts and Leads/Contacts are created for all auto-saved incoming and outgoing emails for which no matching Person/Business records are found in Salesforce.

SalesforceEventAutoTrackIncludingNotShared (0 = disabled, disabled by default). By default, to be saveable in Salesforce an MS Outlook Meeting or Gmail event must have at least one relevant Business or People record to link it to. Enabling this setting makes it possible to save in Salesforce calendar items which have no relevant Business or People records for linking, which is the case if, for example, the email addresses/domains of all invitees are blocklisted from syncing.

SalesforceEmailSafeDescriptionSync: a setting for disabling the possibility to save Email bodies to Salesforce for all saving scenarios. This special feature that can be enabled on request sent at Revenue Grid support Team for customers whose CRM capturing excludes Body saving.

SyncPhoneNotesToMeetingDescription: a setting for excluding meeting notes/invitee’s phone number syncing from Book Me/Time Slots booking page to the resulting Salesforce Event, to meet specific customers’ privacy/GDPR requirements.

ServiceCalendarLastActivity (default value “P15D”): a setting for managing the sliding time window limit for manual saving of calendar items to Salesforce by assigning Salesforce category or using the Save button in the Add-In. By default, It’s possibl;e to manually save the meetings and appointments that occurred no earlier than 15 days in the past from the present date. By changing the value of this setting admins can allow users to save events that are older than 15 days. More info about the sliding time window limit in this article.

Auto-sync Outbound (Sent) or Inbound (Inbox) emails only

There is a sync pattern adjustment setting available upon customer’s request that allows to limit emails auto-syncing scope to Outbound (Sent) or Inbound (Inbox) messages only.

Conditional Events Un-Syncing

SalesforceEventUnsyncConditions (disabled by default). To meet certain CRM calendars capture flow requirements, implemented the following optional configurable Calendars sync feature: depending on the value in a specific Event field, the Event gets un-synced from email client’s calendar but remains in Salesforce.

This mechanism can be configured for the fields: 1. Checkboxes 2. String fields: Email, Phone, Text formulae, Text areas, URLs, Picklists; 3. Any numeric fields whose decimal place is 0: Numbers, some Currencies, Autonumbers; 4. Multi-picklists: special case, triggered if a strong match for specified condition value is found.

It cannot be configured for the fields: Lookup, Date, Datetime, Body, Address, non-filterable fields, encrypted fields, any double-value fields like currencies or other numbers whose decimal place is not 0.

A sample use case: after a Matter or Case gets closed, its associated Event’s status gets changed to ‘vacated’ and the Sync Engine removes the matching items from end users’ mailbox calendars.

RG customers may request our Support team to enable the feature for them.

Auto-saving and Blocklist Intersections

SalesforceEmailAutoTrackMode (default value = “0”, General). This setting defines what strategy is used on “not for syncing” blocklist applying on saved emails linking, while the related setting SalesforceEmailCaptureLinkRule does not involve the blocklist.

Note that for all SalesforceEmailAutoTrackMode setting values any emails can also be saved to a related record if assigned the custom “Salesforce” category or handled by the thread saving mechanism; they get processed by the Add-In with ForceSync.

The ForceSync Scenarios

ForceSync implies that an email gets saved in one of the following ways:

On ForceSync saving emails never get linked to existing objects whose addresses are specified in the blocklist (the Global setting ServiceAutoTrackBlacklist) and no corresponding objects get auto-resolved (auto-created) if they are not found in Salesforce. Also see this article for to learn how the blocklist and other filters get applied.

Available auto-track modes:

“0” - General (default value)
Emails get auto-saved if at least one recipient’s email address is already saved as a People Record in Salesforce. If there is no corresponding record found, the email will NOT be saved to Salesforce

“1” - Forced
Emails get auto-saved in the ShareForce mode, if at least one recipient is NOT blocklisted (internal employees’ email addresses are blocklisted as well). If no record is found for the email to be saved to, RGES will create a new People Record in Salesforce. If all recipients are blocklisted and/or are internal employees, the email will NOT be saved to Salesforce.

“2” - Smart
Emails get auto-saved, even if NO recipient’s email addresses are saved as People Records in Salesforce. RGES performs a search among Salesforce objects by unresolved emails’ domains. If any Salesforce object with a matching email domain address is found, RG Email Sidebar creates a new object linked to the found one and saves the email.

RGES excludes free email services domains (e.g. gmail.com, yahoo.com, etc.) from the search and sync. Also, if all recipients are blocklisted and/or belong to internal employees, the email will NOT be saved to Salesforce

“3” - Useful
Emails get auto-saved if at least one recipient’s email address is saved as a People Record in Salesforce (like in the “General” mode), but with additional rules applied. If the email can be linked with any Business Record, it will get auto-saved ONLY if at least one recipient’s email address is NOT blocklisted and is saved as People Record in Salesforce, or if an auto-created independent Business Record gets linked. The latter case implies one of the following: 1. object reference links were found in email body or 2. reference links were found and email thread got identified by conversation text.

This pattern ensures disabling of email auto-saving in case all email addresses in a new incoming or outgoing email are blocklisted or internal, although a business object was captured in the email.

“4” - Flexible
Emails get auto-saved, if at least one recipient’s email address is NOT blocklisted and is not saved as a People Record in Salesforce. In such case, RGES creates a Salesforce object to link the email to and saves the email to the newly created Salesforce object. If RGES identifies any Business Record related to the unsaved recipient’s email address, the new Salesforce object and the email will be linked to this Business Record as well.

RG Email Sidebar excludes free email services domains (e.g. gmail.com, yahoo.com, etc.) from the search and sync scope. Also, if all recipients are blocklisted and/or are internal employees, the email will NOT be saved to Salesforce.

Add-In fine-tuning

SalesforceAddinCustomization: disable/enable the local Admin’s ability to set the default (initial) customization to be applied for new RGES users or after a reset to default customization. More information here.

ServiceEmployeeCleanupInactivePeriod: the optional auto-deletion of inactive users from RGES database. It is carried out daily, based on Inactive user criteria: users that did not open the Add-In and had no Sync sessions over a set period of time (6 months by default). Also includes new users who never ran Sync nor opened the Add-In over 6 months. Only non-admin users get deleted. Inactive users get removed from both ServerSync and MailApp databases. Auto-deletion and Inactive users parameters can be set up individually for different tenants (Global Settings). It can be enabled upon request.

Gmail / Google Calendar processing fine-tuning

GoogleDisableDriveAttachments (RGES Chrome Extension for Salesforce and Gmail only) – this setting allows to define whether files attached to emails as Google drive links could be shared in Salesforce. Google Drive files sharing via RGES is enabled by default (set to 0); when set to 1, Google drive files sharing is disabled. This setting is used by those customers who prefer not to authenticate RGES access to their Google Drive files, for any considerations.

GoogleCalendarLastActivityTimeSpan (set to 15 by default). Defines the time span in the past from the current date over which color-marked Gmail calendar events can be saved in Salesforce by assinging the Salesforce label or using the Save button in the Esxtension. This is necessary to delimit the range of the sliding time window which applies RGES Extension’s events color-marking to events, see point ( 3 ) in this article for more information. After the events pass out of the range they regain the color-marking they had previously, if any. More info about the sliding time window limit in this article.

GoogleEnableRecurrentEvents: 2-way synchronization of recurring Google Calendar Events series. Syncing is performed by color-coding or via Save button or enabled auto-saving in Sync Settings; syncing a single event in a series syncs the entire series. The number of occurrences that can be synced is based on Salesforce limit. Generally, private Google Events cannot be synced.