The process of syncing emails with Salesforce using ZynSync will create email records in Salesforce when you send or receive an email in the Outlook or Chrome account where email sync is configured.
If multiple Salesforce contacts are listed on the email, the filing behavior depends on the Salesforce setting for shared activities. If shared activities are enabled, the email task is filed to all contacts. If the setting is disabled, the email will be filed to the first valid contact. To enable your shared activity setting, the Salesforce administrator should go to Setup -> Customize Activities -> Activity Settings and click Allow Users to Relate Multiple Contacts to Tasks and Events.
Synced fields include:
- Send Date
To sync Emails to Salesforce, open the hamburger menu on the ZynBit sidebar and click on Salesforce Sync. Click on Email to edit the sync rules.
If connection prompts appear, follow the instructions to add: 1) your email credentials (for the email account that has the emails to share with Salesforce) 2) and your Salesforce credentials and 3) authorize ZynBit to do work on your behalf. This allows ZynBit to read emails and create them in Salesforce. If you are already connected, you will not see these prompts.
Note: If you need to connect an Exchange platform, your Exchange administrator should be able to assist in completing the exchange setup using these instructions. Connecting with Exchange Servers
Next, set up syncing. Select the type of emails to sync from the drop down menu.
Email will appear in Salesforce as a completed Task with Task Type set to Email. Email is synced beginning the day the configuration is implemented. The ZynSync service runs every two hours by default. It is possible to reduce the time interval, but the service will then use more API calls to Salesforce. Since Salesforce allows a certain allocation of API calls per organization, care must be taken when reducing this window.
Attachments are not currently synced by email sync, and the ZynBox sidebar can be used where this feature is required. Since storage space in Salesforce is a billable item, ZynBit elected not sync attachments automatically as a policy to assist in storage management.
The In Box and Sent Mail are the folders supported by ZynSync.