dotmailer for Salesforce - Configuration

Contents

Global settings
   » Campaign member values
   » Settings
   » Salesforce data access
Email account linking
Settings for linked accounts
   » Account settings
   » Manage users
   » Field mapping
   » Sync audit
   » Sync options
       » Synchronisation Schedule
       » Data Options
       » Reset Synchronisation
   » Unlink account
Synchronise

Summary

The 'Configuration' tab can be used for the update, account linking and configuration of the connector. The tab is usually restricted to administrator users and may not be visible to the majority of users.

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If and when there's a system notification, it's displayed in a highlighted area.

This includes the availability of a new package. This will need to be installed by a system administrator and is covered in dotmailer for Salesforce installation - Package upgrade.

sf_new_package_notification.png

This article explains how to make full use of the 'Configuration' tab.


Global settings

This area, under 'General settings', can be used to edit settings that will be applied across the whole of your dotmailer for Salesforce setup. 

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It has three tabs - 'Campaign Member Values', 'Settings' and 'Salesforce Data Access'.

Campaign member values

This controls if campaign member values get automatically added to linked campaigns, and if they do, what values get added.

sf_campaigns_campaign_members_values.pngHaving Automatically add values to linked campaigns ticked ensures campaign member values are automatically added to Salesforce campaigns which are linked to an email campaign.

This is enabled by default. However, it isn't enabled on individual email campaigns.

The response values are populated with the above values from dotmailer.

If an update isn't required for a particular email response, then uncheck the appropriate box.

The value 'Email sent' gets set when an email has actually been sent, allowing it to be tracked.

Both 'Opened' and 'Clicked' are classified as 'Responded'. This can be altered directly in the campaign, if required.

The 'Protected members status values' are used to protect any existing custom member status values that are already set in a linked campaign. By default, the standard 'Responded' is prefilled to ensure it doesn't get overwritten.

Please note

All existing custom member status values need to be added to the protection list if they're not to be updated by the connector.

Settings

This is used to set your email address books' timeout period. After a set number of days of any email address book not being sent to, its synchronisation won't get included in the scheduled synchronisation. 

The number of days of inactivity can be set from a range between 1 to 180 days. After this period of inactivity, 'Manual Synchronisation Only' will get checked for the email address book.

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Salesforce data access

This allows you to check the details for your Salesforce data access. It can also be used to unauthorise the current Salesforce user and then authorise a different one if required.

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Email account linking

This area, under 'General settings', can be used to link to an existing dotmailer account.

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When linking to an existing dotmailer account, you should have already been the provided with a QuickLink Code.

Enter the QuickLink code and click Next.

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The screen will show the email address of the account that the QuickLink code was created for.

It will also show the account's name which will be used for display purposes when a Salesforce user has been linked to a dotmailer account. This name is copied from the company name given in dotmailer but can be edited if required.

sf_config_wizard_link_to_account_link.pngIf the account is correct, click Link to complete the email account linking process. The modal will close and you'll be returned to the main configuration screen, where the newly linked account will be listed.

sf_config_linked_account.pngNext, select Settings > Manage users to select the Salesforce user that you want to link to the email account user.

Linked users can be deactivated by unticking 'Active'. SSO indicates that single sign-on capability between Salesforce and dotmailer will be available for this user.

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When happy, click Save.

A confirmation message will display, confirming that installation and initial configuration for a single user have been completed.

If more users need to be linked, make use of Settings > Manage users again.


Settings for linked accounts

For each dotmailer account that's linked to the Salesforce org, there are separate account and configuration options available.

Settings

This gives access to various settings and options.

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Some of the options change the amount of email data that will be stored within Salesforce.

Warning

Unlink account will break the link between Salesforce and dotmailer and shouldn't be activated without a clear understanding of its use.

Account settings

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The email account name is displayed, along with options to allow sending from Salesforce, enablement of synchronisation and the configuration of suppression options.

sf_configuration_account_settings.pngWhen Allow sending from Salesforce is ticked (default), it's possible to use the Send Campaign Wizard to send email campaigns. When unticked, it's only possible to send directly from dotmailer.

When Enable Synchronisation is ticked (default), then all types of synchronisation (address books, campaigns and suppressions) are possible. When unticked, no form of synchronisation occurs.

When Clear Address Books isn't ticked (default), contacts will only get added to address books. When ticked, Salesforce will be able to alter the email address books in dotmailer by removing contacts as well as adding contacts, as the complete address book will get cleared before it's populated.

The 'Suppression Options' allow contacts and leads to be set up differently if required. These options are enabled by default.

When Update Contact/Lead "Email Opt Out" on unsubscribe is checked, any contacts/leads that unsubscribe from an email campaign via dotmailer will (at the next scheduled suppression synchronisation) have the Salesforce (standard field) 'Email Opt Out' checked. Any contact/lead that has this field checked directly within Salesforce will be updated in the suppression list accordingly.

Click Save after making any changes.

Manage users

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This enables the linking of Salesforce users to dotmailer users and enables the changing of permissions.

This option is only available if the single sign-on details have been provided.

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Depending on the number of standard users in dotmailer, the email account user list may contain one or more users.

An email account user can be linked to any of the Salesforce user accounts available from the dropdown list. Each email account user can only be linked to one Salesforce user.

If you wish to change the linking from one email account user to another Salesforce user, use the 'Remove' red cross next to the initial Salesforce user's name before selecting from the dropdown list for an alternative user.

Click Save to create the link. Once the link has been made, the association will be shown on screen.

When accounts have been linked, they're set as 'Active'.

If they're deactivated, the login through Email Studio will need to be re-established.

Permissions

The access and use of a number of tabs, buttons and actions can be controlled for each user by clicking on the Permissions icon alongside them.

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By default, they're set according to the permission set applied to the user. The 'Configuration' tab is usually controlled by the administrator.

When the particular permission is unticked and then the area, button or action related to the permission is selected, the following messages will be displayed for the following areas:

  • 'Email Studio' tab: 'Insufficient Privileges - You do not have the required permissions to access the Email Studio Tab'
  • 'Configuration' tab: 'Insufficient Privileges - You do not have access to the Connector Configuration Page'
  • 'Configuration' tab > 'Settings' > 'Account settings('Actions' button): 'You do not have permission to access this feature'
  • 'Add Address Book' button: 'You do not have permission to save address books'
  • 'Synchronise Address Books': 'You do not have permission to synchronise Email Address Books. Please contact an Administrator'
  • 'Send Campaign Wizard': 'You do not have permission to send Email Campaigns. Please contact an Administrator'
  • 'Synchronise Email Campaigns': 'You do not have permission to synchronise Email Campaigns. Please contact an Administrator'
  • 'Configuration' tab > 'Email Account Linking': 'You do not have permission to link Email Accounts.'
  • 'Campaigns' tab > 'Link to Email Address Book': 'Unable to create link(s). You do not have permission to link Campaigns and Email Address Books. Please contact an Administrator'

Field mapping

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This enables the mapping of Salesforce fields to those used in dotmailer. Existing dotmailer contact data fields can be selected from the dropdown list.

By default FIRSTNAME, FULLNAME and LASTNAME are mapped.

Contacts and leads have their own mapping table, which is accessed by selecting the relevant tab.

sf_configuration_field_mapping_field_table.png

Using the 'Show:' options, it's possible to display all, mapped or unmapped fields.

The date and time the Salesforce fields were last refreshed is displayed in the top right corner. This may be when the package was installed. Any fields introduced after the data will not normally be shown until Refresh now is used.

After the screen has refreshed, the Salesforce field(s) will be present in the list.

Custom fields are indicated by a green tick. They'll need to be mapped to a new contact data field before they can be used in Email Studio.

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Mapping of Field types - Salesforce to dotmailer

Salesforce custom field type dotmailer contact data field type
Text
Textarea
Encyptedstring
Picklist
Multipicklist
Email
Phone
Reference
Id
String  
Boolean  Yes/No
Currency
Double
Percent 
 Number
Date
Datetime 
Date  

Salesforce Email Opt Out (Unsubscribed)

These standard fields need to be made visible (by an administrator) for both contacts and leads before the unsubscribed data that's displayed in 'Email Send Summaries' is applied to the contact or lead.

sf_configurations_field_mappings_unsubscribed.png

Once the 'Email Opt Out' field is visible, the Salesforce field mapping must be refreshed.

Campaigns then need to be synchronised once by using the suppressions 'Sync Now' option in Settings > Sync options > Synchronisation Schedule

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Sync audit

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This enables searching of a date/time range for audit listings. It's also possible to limit the results by selecting the type of sync and/or the status of the sync.

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The start and end time along with the duration of the synchronisation is displayed.

Email address books that failed to synchronise due to being blocked by dotmailer's Data Watchdog will be displayed.

If an object ID is displayed, clicking on it will display further information in a pop-up window.

Sync options

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This provides you with the ability to check the details of scheduled synchronisations, adjust settings, and initiate ad hoc synchronisations.

There are three tabs - 'Synchronisation Schedule', 'Data Options' and 'Reset Synchronisation'.

Remember to click Save after making any changes in the tabs.

Synchronisation Schedule

The synchronisation schedule interval between Salesforce and dotmailer for each synchronisation type can be configured from between an hour up to a month.

It can also be set to manual or disabled.

sf_configuration_synchronisation_schedule.png

The tab shows date/time of the last and next synchronisation, plus its status.

If the synchronisation hasn't been activated, it's possible for the 'Next Sync' date/time to be in the past.

The 'Status' column displays a notification if any synchronisation is currently in progress.

Note that setting the 'Contact/Lead Maintenance' synchronisation interval to be more frequent than 'Daily' can have a negative impact on general synchronisation.

You can force a synchronisation by ticking the appropriate Sync Now box and clicking on Synchronise Now. The selected data types are immediately placed in the queue for synchronisation, which is confirmed by a message.

The synchronisation will start as soon as possible. Progress can be viewed in the 'Email Campaigns' tab.

Data Options

The 'Data Options' tab is split into two tabs - 'Email Campaigns' and 'Forms'. 

Email Campaigns

This allows the level and extent of synchronisation between dotmailer and Salesforce to be set. These options are used to set the default synchronisation level for any new email campaign that's created.

The default is to synchronise email campaigns with all behavioural data. The data associated with the other options get stored against each contact/lead. The collected data volume can be large.

The Synchronise Email Campaigns option needs to be ticked to allow any other data options to be selected.

sf_configuration_sync_options_data_options_email_campaigns.png

Send Summaries The contacts that have been sent the email campaign.
Allow Campaign Membership Updates This is only available when 'Send Summaries' is also enabled.
All changes by recipients will alter Campaign Member status.
Clicks The unique number of users who have clicked a link in the email.
Page Views  Track which pages your contacts go to after clicking a link in your email.
ROI Purchase data made by a contact linking to your website from a link in your email.
Social Bookmarks Which contacts shared the email and which networks your campaign was viewed via.

When activating all of the options, you may wish to contact your system administrator to ensure that any data limits in relation to your Salesforce system aren't impacted.

You can alter data options for email campaigns that have already been synchronised into Salesforce. This can be used for setting up the deletion of data which is no longer required in Salesforce.

Click on All Email Campaigns to ensure your data option changes are applied to all existing campaigns. Changes to data will be made at the next synchronisation.

sf_configuration_sync_options_data_options_email_campaigns_all_button.png

Click on Select Email Campaigns to apply data options changes to only a specific or select number of email campaigns. 

sf_configuration_sync_options_data_options_email_campaigns_select_button.png

It will display a list of all the email campaigns that can have data options changed. 

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Tick which ones you wish to apply changes to and then click Apply to Selected

A confirmation message will be displayed.

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Click OK to complete the process.

Forms

This allows the level and extent of synchronisation between dotmailer and Salesforce to be set. These options are used to set the default synchronisation level for any new survey or form that's created.

The default is to synchronise forms with their responses. The data associated with each response is stored against each contact/lead. The collected data volume can be large.

The Synchronise Forms option needs to be ticked to allow selection of Responses.

sf_configuration_sync_options_data_options_forms.png

Synchronise forms Forms are synchronised with their questions.
Responses Responses to questions are synchronised and stored against each contact/lead.

When activating each option, you may wish to contact your system administrator to ensure that any data limits in relation to your Salesforce system aren't impacted.

You can alter data options for surveys or forms that have already been synchronised into Salesforce. This can be used for setting up the deletion of data which is no longer required in Salesforce.

Click on All Forms to ensure your data option changes are applied to all existing surveys and forms. Changes to data will be made at the next synchronisation.

sf_configuration_sync_options_data_options_forms_all_button.png

Click on Select Forms to apply data options changes to only a specific or select number of email campaigns. 

sf_configuration_sync_options_data_options_forms_select_button.png

It will display a list of all the surveys or forms that can have data options changed. 

sf_configurations_sync_options_data_options_forms_select.png

Tick which ones you wish to apply changes to and then click Apply to Selected

A confirmation message will be displayed.

sf_configuration_sync_options_data_options_forms_select_forms_confirmation.png

Click OK to complete the process.

Reset Synchronisation

The 'Reset Synchronisation' tab is split into two tabs - 'Email Campaigns' and 'Forms'. 

Email Campaigns

Resetting email campaign synchronisation allows all data, starting from the first send, to be retrieved from dotmailer.

This function will need to be used as part of a solution collecting email campaign responses from historical email campaigns or email campaigns not sent from Salesforce.

sf_configuration_sync_options_reset_syncronisation_email_campaigns.png

Click on All Email Campaigns to ensure synchronisation is reset for all existing email campaigns. Any changes to the data will be made at the next synchronisation.

sf_configuration_sync_options_reset_syncronisation_email_campaigns_all_button.png

Click on Select Email Campaigns to ensure synchronisation is reset for only a specific or select number of email campaigns. 

sf_configuration_sync_options_reset_syncronisation_email_campaigns_select_button.png

It will display a list of all the email campaigns that can have synchronisation reset. 

sf_configuration_sync_options_reset_synchronisation_email_campaigns_select.png

Tick which ones you wish to reset and then click Reset Synchronisation for Selected Email Campaigns

A confirmation message will be displayed.

sf_configuration_sync_options_reset_syncronisation_email_campaigns_selected_confirmation.png

Click OK to complete the process.

Please note: Campaign synchronisation following resetting may take far longer than usual as it retrieves all the data as requested.

Forms

Resetting surveys and forms synchronisation allows all data, starting from first usage, to be retrieved from dotmailer.

This function may need to be used as part of a solution collecting historical surveys and forms responses.

sf_configuration_sync_options_reset_synchronisation_forms.png

Click on All Forms to ensure synchronisation is reset for all existing surveys and forms. Any changes to the data will be made at the next synchronisation.

sf_configuration_sync_options_reset_synchronisation_forms_all_forms_button.png

Click on Select Email Forms to ensure synchronisation is reset for only a specific or select number of existing surveys or forms. 

sf_configuration_sync_options_reset_synchronisation_forms_select_forms_button.png

It will display a list of all the surveys or forms that can have synchronisation reset. 

sf_configuration_sync_options_reset_synchronisation_forms_select.png

Tick which ones you wish to reset and then click Reset Synchronisation for Selected Forms

A confirmation message will be displayed.

sf_configuration_sync_options_reset_synchronisation_forms_selected_confirmation.png

Please note: Form synchronisation following resetting may take far longer than usual as it retrieves all the data as requested.

Unlink account

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This can be used to unlink the the selected dotmailer account from the Salesforce account. It can be used when transferring from a sandbox account to a production account.

sf_configuration_unlink_account_confirmation.png

Select OK to carry out the unlinking.

The link can be re-established by using 'Email Account Linking'.

When there are no linked accounts, the 'Email Studio' tab will indicate this.

If all dotmailer accounts are unlinked, then no accounts will be listed at all in the 'Configuration' tab. 


Synchronise

sf_configuration_synchronise_select.png

This option starts the synchronising of data between Salesforce and dotmailer based on the settings in 'Sync options'. It's acted on immediately and your informed that your synchronisation request has been sent.

sf_configuration_synchronisation_request_is_being_sent.png

The action attempts to synchronise all address books, campaign data and suppressions based upon the configuration and options set in 'Sync options'.

The results of the synchronisation can be viewed in 'Sync audit'.

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