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Configure Sync settings in a preset

6 min read


Presets in Revenue Grid let administrators centrally control Sync behavior across users and profiles. Using Sync settings in a preset, you can define how emails, events, tasks, and contacts are handled between users’ mailboxes and Salesforce—ensuring consistency, saving time, and reducing manual configuration. This article explains each sync-related setting available in presets and how to configure them.

Preset configuration requirements

  • Only platform admins can edit settings in a preset.
  • Profile admins can only view preset settings, but can manage them at the individual user level.
  • Some settings—such as contact synchronization and Sidebar configurations—depend on Salesforce visibility. The platform admin or reference user (when importing settings) must have equal or broader visibility than the users the preset is assigned to.

Email synchronization

Revenue Grid synchronizes users’ emails between their mail client and Salesforce. You can configure whether emails are saved automatically, how email threads and duplicates are handled, and whether additional metadata—such as email direction—is included.

Enable auto-saving of emails

Auto-saving captures all relevant emails from users’ inboxes and sent folders and saves them to Salesforce. Emails are saved as Tasks or Email Messages and linked to related records retrieved according to the Revenue Grid Email Sidebar initial search. Email sync occurs during the next scheduled sync session, not immediately.

To enable auto-saving of emails in a preset:

  1. Go to the Emails section.
  2. Turn on Auto-saving of emails.

Enable auto-saving of email threads

When a user manually saves one email in a thread, all past and future emails in that conversation are automatically saved using the same settings.

To enable this feature for a preset:

Enable email message deduplication

Email deduplication prevents multiple users from saving the same email to Salesforce. Revenue Grid uses the email’s Exchange Message ID to identify duplicates. This unique ID is stored in a custom Salesforce field and compared during synchronization to avoid duplicate records. For details, see Item Deduplication Mechanisms Explained.

To enable email deduplication:

  1. In the Emails section, turn on Email messages deduplication.
  2. In the Email deduplication field, enter the Salesforce field used to store the Exchange Message ID.

Important

This setting takes effect only after the preset is applied to users. Users must refresh the Revenue Grid Sidebar to reflect the changes.

Set email direction prefixes

This setting adds a prefix to the subject of saved emails in Salesforce, indicating whether the email is inbound or outbound. This helps users and reporting tools quickly distinguish the direction of communication without needing to open the record or check the message content—especially useful in activity timelines and list views.

To configure email direction prefixes:

  1. In the Email direction field (name), enter the name of the Salesforce field that will store the direction value (e.g., Direction__c).
  2. In the Inbound value field, enter the prefix for inbound emails (e.g., In).
  3. In the Outbound value field, enter the prefix for outbound emails (e.g., Out).

Event synchronization

Revenue Grid synchronizes users’ calendar events between their mail client and Salesforce. You can configure whether events are automatically saved, and in which direction the sync occurs.

Enable sync of Salesforce events to the mail client

When this setting is enabled, events created or updated in Salesforce are automatically saved to the user’s mail calendar. This ensures users have a complete view of their schedule in their primary calendar tool, without needing to manually copy events between systems.

To enable down-sync of events:

  • In the Events section, turn on Sync my Salesforce calendar.

Enable auto-saving of events

When enabled, all incoming and outgoing calendar events are automatically saved to Salesforce, except for specific cases listed in Calendar synchronization: essential exceptions. Events are saved to the user’s Salesforce calendar and to the calendars of invited colleagues who also use Revenue Grid. Revenue Grid also creates Salesforce records for events involving new business contacts. For details, see Auto-creation of leads or contacts on auto-saving.

To enable auto-saving of events:

  • In the Events section, turn on Auto-saving of events.

Enable auto-saving of appointments

When enabled, users’ appointments—excluding private ones—are automatically saved to Salesforce.

To enable auto-saving of appointments:

  1. In the Events section, ensure that Auto-saving of events is enabled.
  2. Turn on Auto-save appointments.

Task synchronization

Revenue Grid synchronizes only tasks assigned to the user. To maintain performance, only tasks due or modified within the last two weeks are synchronized.

Enable sync of Salesforce tasks to mail client

This setting allows tasks created or assigned in Salesforce to appear in the user’s mail client task list. If the setting is turned off, tasks previously synced to the mail client will be removed, but will remain in Salesforce.

To enable sync of Salesforce tasks to the mail client:

  • In the Tasks section, turn on Sync my Salesforce tasks.

Prevent task deletion in mail client

To ensure tasks created in Salesforce are not accidentally deleted from Salesforce when removed from the mail client, enable this setting. When enabled, users must delete the task in Salesforce directly.

To prevent deletion of Salesforce tasks from the mail client:

  • In the Tasks section, turn on Forbid to remove.

Contact synchronization

Revenue Grid can sync selected contacts from Salesforce to users’ mail clients, making them available in Outlook or Gmail. Admins can control which contacts are shared and whether users can delete them from the mail client.

Enable sync of Salesforce contacts to mail client

This setting allows contacts from Salesforce to appear in the user’s mail client. Admins can define the scope of which contacts are synced. If the setting is turned off, previously synced contacts will be removed from the mail client but will remain in Salesforce.

To enable sync of Salesforce contacts to the mail client:

  1. In the Contacts section, turn on Sync Salesforce contacts.
  2. Click Customize scope, then choose one of the following:
    • All contacts – sync all available Salesforce contacts.
    • Only my contacts – sync only contacts where the user is the contact owner.
    • Custom view – sync contacts based on a selected Salesforce contact view.
  3. Click Apply.

Prevent contact deletion in mail client

This setting ensures that synced Salesforce contacts cannot be deleted from the mail client. To delete such contacts, users must do so directly in Salesforce.

To prevent deletion of Salesforce contacts from the mail client:

  • In the Contacts section, turn on Forbid to remove.

Advanced synchronization settings

Advanced synchronization settings let you customize how Revenue Grid handles special cases and exceptions. You can control how emails are linked to opportunities, which file types are saved as attachments, and which email addresses or domains should be excluded from sync.

Enable linking of emails to opportunities

This setting allows Revenue Grid to automatically link saved emails not only to contacts and leads, but also to related opportunities—providing better visibility into deal-related communication.

Conditions required to link an email to an opportunity:

  • The user is the owner of the opportunity.
  • The email address in the From, To, or CC field belongs to a contact with a Contact Role on the opportunity.
  • The opportunity status is not “Closed”.

Linking behavior when saving emails:

  • If multiple matching opportunities are found, the email is linked to the most recently updated one.
  • If no opportunity matches, the email is linked to the account associated with the related contact.
  • If no suitable opportunity or account is found, the email is not saved to Salesforce.

To enable email linking to opportunities:

  • In the Advanced settings section, turn on Link to Opportunities.

Specify allowed attachment file types

This setting lets you control which types of attached files are automatically saved to Salesforce when emails are synced. You can restrict saving to specific file types (for example, .pdf, .docx) to prevent unwanted file uploads.

This setting only applies to attachments saved automatically during synchronization. It does not restrict files that users save manually through the Revenue Grid Sidebar.

To configure allowed attachment file types:

  • In the Advanced settings section, enter or select the allowed file extensions in the Attachment file types allowed for saving to Salesforce field.

Important

This setting takes effect only after the preset is applied to users. Users must refresh the Revenue Grid Sidebar to reflect the changes.

Blocklist email addresses and domains

This setting allows you to prevent emails and calendar items from being saved to Salesforce if they involve specific senders or domains. This is useful for excluding internal addresses, personal accounts, or other non-business-related communication.

To blocklist an email address or domain:

  • In the Advanced settings section, enter one or more email addresses or domains in the Blocklisted email addresses and domains field.

Wildcards (such as *) are not supported—use exact domain names (e.g., example.com) or full addresses (e.g., [email protected]).

By default, Revenue Grid already blocklists common free email providers such as gmail.com, outlook.com, and yahoo.com. You don’t need to add these manually. To allow any of these domains, contact Revenue Grid Support.

Important

This setting takes effect only after the preset is applied to users. Users must refresh the Revenue Grid Sidebar to reflect the changes.

By configuring Sync settings in a preset, you can ensure all users in a team or profile follow consistent Sync behavior. Whether managing calendar events, tasks, emails, or contacts, these centralized settings reduce the risk of user error, improve Salesforce data quality, and save time for administrators.

See also