Try RMail PRE-Crime Services – RMail for Salesforce integrates seamlessly with Salesforce to enhance email communication with secure, compliant, and efficient features. This integration allows users to send Registered Email™ messages and utilize advanced tools such as Encryption, eSignatures, and message tracking, all within the Salesforce interface. Additionally, it backfills message status data and e-delivery evidence directly into Salesforce records.
Pre-requisites
Salesforce users must have:
- An active RMail login credentials
- An appropriate RMail user plan
Use Cases
Different RMail use cases are available to Salesforce users within this integration, as described in each use case below.
• Use Case 1: Sending an Email with RMail Standard Features
• Use Case 2: Sending an RMail E-Sign with Tags
• Use Case 3: Sending RMail Emails via a Shared Account
Use Case 1: Sending an Email with RMail Standard Features
Important note: Please refer to this article to learn how to setup RMail for Salesforce.
1. Login to your Salesforce account and select the record to which you need to send an email using RMail. Once in the profile, click on the Send RMail button and the following page will appear allowing you to select the desired RMail features for your email.
To learn more about the functionality of each standard RMail feature or service, visit the RPost Help Center.
2. Click on Send Registered once ready to send the Registered Email message with all the selected features applied. The RMail Status record will generate status information as a child record for each recipient record in Salesforce.
Use Case 2: Sending an RMail E-Sign with Tags
When sending documents for signature via RMail, you can automatically create fields by using E-Sign tags. Add simple text to your pdf documents from any pdf generator to automatically create fields for the recipients to fill in the document. Get all required signatures in your documents into a signed pdf with a Registered Receipt™. Some examples are:
- Signature field: <<Signature1>> (increment number to add more signers, i.e. <<Signature2>>)
- Name field: <<Name1>>
- Title field: <<Title1>>
- Date field: <<Date1>>
If you are using the Render as PDF option in your visualforce pages, this is a very useful feature.
Use Case 3: Sending RMail emails via a Shared Account
RMail lets you configure the app to be used not only under your Salesforce user, you can use any RMail user to take advantage of general email addresses. To be able to send emails as other RMail users, you need to have an RMail Shared Volume Service Plan. This plan allows for you to use shared email addresses.
To log in as a different user in the RMail Salesforce App follow these steps:
1. Go to RMail Configuration > Account Details
2. If a user is already logged in, click Modify Account Configuration. If no user has logged in yet, you’ll see the login screen directly.
3. Input the username and password for the shared email address’ RMail account
4. Click the Send RMail button in any of the supported objects and notice that the From email address has changed. Now you can send emails using the shared account. You can log in and out of different accounts as much as needed.
RMail Status Tab
After sending an email communication through the RMail for Salesforce application, an RMail Status record will be created. This record contains all the tracking information related to the RMail message that was sent, like sent, delivered and opened times, recipients and the Salesforce record from which the message was sent.
The RMail Status tab has columns that may be configured by the Salesforce administrator and created as views, in the normal way, to prioritize the information that is important to the user in their view. This below is an example default pre-configured view before any user customization.
Note, the RMail Status tab includes access to all send information, message status, and Registered Receipt proof records for objects (leads, opportunities, accounts, contacts, cases) that the Salesforce user has access to, whether or not that user sent the message.
A user may click on any of the record hyperlinks to display a more detailed view of the record.
Overview
Overall Status: RMail Message Status provides a summary status to make it easy to trigger follow-on activities based on this field if so desired. It is a summary based on an analysis of ALL recipients for a particular send.
- All Delivered means all recipients have been successfully delivered to with a Registered Receipt evidence record recording the forensics for such, and the Salesforce application will continue to work to retrieve additional information automatically until the last scheduled interval completes, and at any time, manually.
- All Delivered and Opened means all recipients have been successfully delivered with open records, to with a Registered Receipt evidence record recording the forensics for such, and the Salesforce application will no longer continue to work to retrieve additional information
- Delivered (Contains Failure) means all recipients have been successfully delivered to, other than at least one delivery failure among recipients, with a Registered Receipt evidence record recording the forensics for such, and the Salesforce application will continue to work to retrieve additional information automatically until the last scheduled interval completes, and at any time, manually.
- Completed (Contains Failure) means all recipients have been successfully delivered and/or opened, other than at least one delivery failure among recipients, with a Registered Receipt evidence record recording the forensics for such, and the Salesforce application will no longer continue to work to retrieve additional information automatically; at any time, manually, a user may additionally refresh to get any updates.
Time Status: There are various time stamps that correspond to times in the Registered Receipt™ email record. Note, RMail recommends users update their Company Local Time setting in RPortal. This is based on the status of the FIRST RECIPIENT in the address field of the send event.
- Time Local: App Send – this is the local sender time of the send event in Salesforce.
- Time Local: Received at RMail – this is the time the message with all recipients was received at RMail for processing in local sender time.
- Time UTC: Receive at RMail – this is the time the message with all recipients was received at RMail for processing in UTC time.
First Recipient Details (Note Additional Recipient Details are in Related Tab in RMail Status)
- Recipient Delivery Status – status for the First Recipient.
- Recipient Delivery Detail – status details for the First Recipient.
- Delivered (UTC): Time UTC Delivered for the First Recipient.
- Delivered (Local): Time Local Delivered for the First Recipient.
- Opened (Local): Time Local Opened for the First Recipient.
Notes & Attachments inside RMail Status
- RMail Attachments copies of attachments are added under Notes and Attachments in the Message Status area for the send.
- Receipt Zip File for Record Authentication and Delivered Item Re-Generation: For third-party authentication and regeneration of a record, one can find the Zip file associated with the Registered Receipt email, and inside is the EML message format file that may be forwarded to the RMail verification address indicated on the receipt. More information on Receipt Authentication is in the RMail support center.
RMail status tab has some additional options in the upper right.
- Refresh Receipt: RMail status information is automatically updated each hour.
- If a user needs to generate a Registered Receipt more frequently or would like to force the latest RMail Status information to display, the User can click the “Refresh Receipt” button in the upper right of the view.
- This will refresh RMail Status and retrieve any Registered Receipt email records that have not yet been synchronized.
- Backfill RMail Data: On-Click of Backfill RMail Data, the data from the RMail Status tab fields that have been pre-mapped by the Admin to other Salesforce fields will be copied to mapped fields.
- Resend RMail: If the status shows delivery failure, a user may one-click Resend RMail (button is in the upper right). When the user clicks on Resend RMail, the User will be redirected to page pre-populated with the values from the original sent message. The user cannot update anything. They can review and then click the Send Registered button to resend the message.
Inside each Object (i.e. Opportunities), the RMail Status tab is also displayed, showing only message status and Registered Receipts associated with that record. The Salesforce Admin can edit the fields that are displayed in this RMail Status view (i.e. Display Subject, Overall Status, etc.).
Activity History
An Activity History record will also be created related to the recipients and the object the message was sent from. It will include the message subject, content and recipients.