To start email logging you will need to allow Yoxel to access Office 365 emails and then to configure the email logging rule.

Allowing Yoxel to log emails

To allow Yoxel to log emails you need to navigate to the Yoxel tab, expand Salesforce and Office 365 services, and make sure that Email is selected for both services. After selecting the Email modules, click the Save button.

Configuring the email logging rule for Salesforce

Yoxel users can setup email logging using the following rules:

The “Ignore recipients from these domains when establishing contact/lead relations” is a comma separated list of email domains that identify recipients that should be excluded from email logging. It is a good idea to list your own email domains, plus any domains of partners or people you work with that are not considered your clients, for example, agencies, consultants and contractors. By selecting “Exclude messages internal to the domains” option you tell Yoxel to follow the rule strictly and also ignore any email chains that are exchanged between your company and any of the company that match the domain criteria.

The privacy option allows you to log emails privately so that only you and administrators can see the emails Yoxel logs for you from Office 365 to Salesforce. Note: in this mode emails are logged as Notes, not to activity history.

“Conversation logging” fields allow you to specify how you would like Yoxel to log emails to Salesforce. If the “Log all discovered messages” option is selected, then Yoxel will sync all emails associated with a conversation. If the second option is selected, “Log messages starting with a labeled email”, then Yoxel will log the email that was labeled and any consecutive sent/received emails from the conversation thread of the labeled email. And if the third option is selected, “Log labeled messages only”, Yoxel will only sync those emails that are labeled, it will not sync any other emails related to conversation threads that the labeled emails belong to.

“For emails imported by category/label or filters” option will allow you to either create new leads or contacts for those email senders and recipients that are not yet in your Salesforce. Please note that if you only select “Related to Salesforce contacts or leads” option for the Office 365 email rule, Yoxel will not create new leads or contacts for email senders and recipients that are not in your Salesforce org.

Relation of logged emails to existing contacts/leads in Salesforce is based on matching email addresses of senders and recipients (From, To, and Cc). The first step is to exclude recipients that are not clients, those email addresses that represent co-workers (Salesforce users) or are identified by the “Ignore recipients from these domains” list of domains. The remaining list of the email addresses is treated as a list of clients and is used for finding leads and contacts with the same email address.

Email logging rule for Office 365

To setup the Office 365 email rule, expand the appropriate email rule section and make choices on how you would like Office 365 emails to be picked up from your mailbox:

You will be able to choose all three email syncing options or only some of them. Note, that by not selecting any email logging options, email logging is essentially deactivated.

The first option, “Related to Salesforce contacts or leads” instructs Yoxel to pick up and temporarily store all emails for further contact/lead relation analysis. If this is the only selected option no new leads or contacts will be created for email senders and recipients in your Salesforce database.

a. Emails that are matched to an existing Salesforce contact/lead will be logged right away and their content is removed from Yoxel database (message body and attachments).

b. Emails that are not matched but belong to email threads with a user's active participation (the user responded at least once) will be kept on Yoxel's list for logging. For a month Yoxel will be trying to match them to Salesforce leads/contacts. If no match is found after a month the emails are removed from Yoxel database.

c. Incoming emails that the user has never responded to are likely emails that should not be logged to Salesforce. Yoxel will try to find a matching Salesforce lead/contact once for such emails. If no match is found the emails are discarded.

d. No email logging happens if no contact or lead with a matching client email is found.

The second option, “Assigned named category”, instructs Yoxel to sync only those emails that are categorized. Note that the category name is case sensitive and should be listed exactly as it appears in Office 365. Contacts or leads will be created for any senders and recipients that are not yet in Salesforce.

The third option, “Based on scan filters”, tells Yoxel to use filters to identify emails for logging. You can create as many filters as you would like. There is no limit. The most popular filter is where Header is set to “From:”, Operator to “Contains” and Value your email address, this way email recipients of the emails to which you reply will be added to Salesforce as leads or contacts (you can specify how you would like the recipients be added in the Salesforce section of the email rule).

By selecting a date in the “Rescan mail received since” field you instruct Yoxel to rescan historic emails. You will be able to go back as far as one year.