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.
This article covers the following topics:
- Pre-requisites
- Integration usage
- Installing RMail for Salesforce
-
Configuration
Accounts
Users
Layouts
Settings
Configuring backfill RMail data into Salesforce - Admin tips
- AI-in-the-moment-training for RMail
- Setting up Rules for policy-based sending
Pre-requisites
Salesforce users must have:
- An active RMail login credentials
- An appropriate RMail user plan
Integration usage
Please click on the following article to read how to use the RMail service for Salesforce.
Installing RMail for Salesforce
1. To install the application in Developer, Sandbox or Production Salesforce org, login with your administrator account into Salesforce.com and access our AppExchange listing and click the “Get it Now” button. You will be required to log in with your trailblazer profile.
2. Select to install in Sandbox or Production accordingly and log in to the Salesforce instance where you want to install the application.
3. To proceed with the installation, select the checkbox to agree to the terms and conditions and the checkbox at the bottom of the screen to opt in to our communications (optional). Click on the “Confirm and Install" button.
4. After login, you will see the installation screen shown below. Based on requirements, you can assign RMail app visibility to admins, all users or specific profiles. After selecting the desired option, click the “Install” button.
5. Once the application has been installed, you need to assign Permission Sets to users. The following are steps to assign Permission Sets:
a. Go to the “Setup” tab and search for “Permission Sets” in quick find.
b. Within “Permission Sets”, search for the label “RMail” and click on it.
c. Within the “RMail” Label, click on the “Manage Assignment” button.
d. Click on the “Add Assignment“ button.
e. Select the Salesforce users to whom you want to assign RMail to and click on the “Next” button.
f. Select an expiration option for the assigned user and confirm by clicking on the “Assign” button.
Configuration
Accounts
RMail for Salesforce adds an RMail Configuration and RMail Status tab that may be added to other views. RMail recommends adding the RMail Status tab to main sales or business views. The RMail Configuration tab is for end-user log-in to RMail to connect their user account prior to first use.
Login Page
1. The user or you as the admin can login to RMail by using login screen with RMail credentials.
2. Once logged in, you will be redirected towards an account details screen. All RMail settings tabs will be visible to only the Salesforce user whose profile is system administrator. For non-admin users all tabs will be invisible except the user administration settings and user configuration (log-in) tabs.
Create Account Page
The user or you as the admin can create a new RMil account using the “Create Account button” on the login page.
a. Fill all the required information to create the account, and accept the Terms & Conditions. After this, a new account is created. Once the account is created, you will be redirected to a login page. In the account already exists, you will get a message indicating such. Note: When registering a new user, it is imperative the right user role is selected (standard user vs. administrator).
b. After submission of all details, you will get an email containing an activation link. After clicking on the activation link and completing the process, you can login successfully. If the activation process is not complete, at the login stage, you will get an error message indicating the activation process needs to be completed.
If you’re already an RMail customer (in the RPortal), you must request your customer reference code to your RPost account manager – entering this code will connect the Salesforce application to your exising RMail customer account.
Account Details Page
On the “Account Details” tab, you can find all your information as a logged-in RMail user or admin. This includes your username, first name, last name, the type of plan you're on (individual or shared volume), the unit maximum per plan period (monthly or annually depending on your plan), the units sent per plan period, and the remaining available units per plan period.
The “Modify Account Configuration” button only provides the option to modify the account password.
Users
On the 'Users' tab, you'll find all the company's Salesforce Org users, active RMail users, and users pending RMail approval.
All Salesforce Org Users
These are users without an RMail account or those who haven't linked it to their Salesforce user yet. As the admin or the user, you can register for an RMail account by clicking the “Register User” button. If you have an unlinked RMail account, use the “Link User” button to connect it.
Active RMail User
These users have their RMail account linked to their Salesforce user. You can deactivate them using the “Deactivate User” button or upgrade their plan with the “Upgrade Service” button.
User Pending Approval
Users awaiting linkage between their Salesforce and RMail accounts are displayed here. You can send them a reminder email to link their accounts by clicking the “Remind User” button.
Layouts
As the admin, you have the ability to integrate the RMail app into various Salesforce layouts. This includes the “Send with RMail” feature. By default, RMail is added to Leads, Contacts, Opportunities, Accounts, and Cases.
Furthermore, you can enhance your layouts by adding the "RMail Status" tab. This tab enables you to monitor all RMail activities, including accessing message delivery status data and Registered Receipts.
Settings
There are three settings groups available within the Salesforce app. Additionally, admins can adjust numerous settings in the RPortal administrative console, accessible upon request from the account manager.
General Settings
- RMail Web App Language: Changes the language in the web user interface. For languages other than English in the Salesforce.com user interface, please request them from your account manager.
- RMail Service Language: Alters the language in the emails sent to recipients and receipts returned to users.
- Date Format: Switches between US and European/International formats in RMail service receipts.
- Acknowledgement Emails: Provides senders with a record of email transmission (not successful delivery - Registered Receipt email provides proof of delivery) and can be enabled or disabled.
Feature Default Settings
These settings control defaults for service features in the sender user interface.
RMail Receipt Retrieval Settings
Admins can set intervals for automatically retrieving RMail Registered Receipt emails and message status data from the RMail system. Receipts are retrieved every 6 hours by default, with additional checks from 1 to 7 times at the same interval. Options are available to refresh (retrieve) data on demand for up to 30 days from each send.
For example, if the setting is saved as "Every 4 hours for 6 intervals," Salesforce will attempt to retrieve the Registered Receipt™ email every 4 hours, 6 times. The API will not be called automatically after the 6th try, but users can manually refresh receipts to attempt to receive additional status updates.
Configuring Company and User Settings in RPortal
In RPortal, there are four important settings to consider:
- Company Local Time Zone: Configuring this ensures that Registered Receipt and message status local time information is accurately captured and distinguished from UTC timestamps.
- Service Language: If you prefer emails sent to recipients and Registered Receipt emails in a language other than English, this can be configured.
- E-Security: Customize email encryption behavior not available in the RMail for Salesforce.com interface.
- E-Sign: Adjust settings for RForms, RMail E-Sign Tags, or specific e-sign requirements.
Configuring backfill RMail data into Salesforce
A central part of this RMail for Salesforce app is backfilling message status information and Registered Receipt proof records into a Salesforce object and mapped fields, so that the Salesforce administrator can trigger follow on workflows based on certain values being populated into mapped Salesforce object fields.
1. To start Backfill RMail Data mapping, in the Configuration tab, select Backfill RMail Data and click on the “Create New Backfill Mapping” button.
2. Select the Object that will contain the fields to map the RMail data to. A User can create multiple mappings in the same object.
3. Create the mapping using the pull-down arrows to find the Salesforce Object “field” and the RMail status “Field”. The RMail status field data will map in the direction to populate the mapped Salesforce Object “field”.
Admin tips
Add the RMail Status Tab to the Salesforce App for Users
When installing the RMail application, it provides 2 custom object tabs. The RMail Configuration tab is very useful for admins, it allows them to customize settings for all users in one place. The RMail Status tab will help users see all sent information and track the registered documents cycle, regardless of the related object.
As an admin, you can add the RMail Status tab to the app where users work in a few simple steps whether users prefer Classic or Lightning interface, the steps are the same.
1. Go to Setup and search for “app manager” in the quick find box and find the app you want to add the tab to, click the arrow icon on the right side of the screen and then click Edit.
2. Go to Navigation Items, search for RMail Status and add it to the tab list on the right. Move it up or down to place it somewhere handy for users.
Create Custom Views to Filter Information
The RMail Status tab provides a comfortable way to check statuses and find information. To unlock the full power of this provided feature, you can use Custom List Views to enhance the user experience. An admin or a user can follow these instructions.
Upon installation, we provide the All view that includes our recommendations on the most important fields so we suggest you save time and clone this list.
1. Go to the RMail Status tab and open the All list view.
2. (Lightning only) By default, Salesforce will direct you to the Recently Viewed list. Each user can make others be the default by clicking the pin icon next to the list view’s name
3. Click on the gear icon and select Clone
4. Set the name of the list you’re creating along with the List API Name and check the corresponding visibility options:
- Only I can see this list view: The view won’t be available to any other users
- All users can see this list view: The view will be available to all users, even partner and customer community users.
- Share list view with groups of users
When ready, click on the “Save” button.
5. Once the view is saved, it will direct you to the new view. Click the funnel icon to add the filters you need.
6. Click on the gear icon and Select Fields to Display to add / remove fields.
Display Useful Columns in Related Lists
All supported standard objects will have an RMail Status Related List available. Once you add it, it’s very helpful for your users to see the most useful fields. We recommend you add the following:
- Subject
- Overall Status
- Time UTC Opened
- Time UTC Delivered
To add fields to a related list:
1. Go to Setup, Object Manager and choose the Lead, Account, Contact, Opportunity or Case Object.
2. Select Page Layouts on the left column and click on the name of the page layout you want to edit.
3. Scroll down to the Related Lists part and Click on the wrench icon to access the list’s properties.
4. Select and add the desired fields and then choose the sorting criteria selecting one of the fields you added in the Sort By option. Confirm by clicking on the “Ok” button.
Change RMail Status ID – automatically or manual
The field RMail Status ID will be automatically filled by the prefix RMS- and the Tracking Number. You can change the value in two ways. Manually by changing the field value after record creation or Automatic. To set up update rules, you can create a simple workflow. If you need more complex logic, you can also use Flows or Process Builder.
1. Go to Setup and search Workflow Rules in the Quick Find
2. Click New Rule
3. Choose the RMail Status object and click Next
4. Add a Rule Name and Description
5. Select when to evaluate the rule criteria to tell the application when it should execute the actions.
- Created: Only runs at the moment the record is created and won’t execute again.
- Created, and every time it's edited: Will run when the record is created and whenever any of the fields change their value. Be careful when choosing this option, it can sometimes cause the rule to trigger actions in unwanted situations.
- Created, and any time it's edited to subsequently meet criteria: Will run when the record is created and run again only if the record didn’t meet the criteria before the fields values are updated.
6. Choose Fields or Formula criteria and set up the conditions that will trigger the rule. Then click Save & Next
7. Add the workflow actions that you need to execute. We’ll only create a Field Update.
8. Click Add Workflow Action and choose New Field Update
9. Fill the Name and Description for the action and click Use a formula to set the new value
10. Fill the formula with the naming convention you desire and click Save. In our example, we are using RMail__Contact__c & ' - ' & RMail__Delivery_Status__c & ' - ' & TEXT(DATEVALUE(RMail__Time_Local_App_Send__c)) which would look like John Doe – Delivered and Opened – 2020-01-01
11. Once you have finished adding actions, click Done
12. Click the Activate button
AI-in-the-moment-training for RMail
If you're looking to streamline e-signature selection based on message templates, consider installing the RMail for Salesforce app. This app grants access to our AI-in-the-Moment Training feature, RMail Recommends, which offers a unique functionality enabling you to configure rules for triggers that apply policies resulting in specific actions. For more comprehensive details, refer to the RMail for Salesforce guide.
Here's how RMail Recommends operates:
- Trigger: Policies and actions can be triggered based on object contents, including:
. Field values, or
. Message template name.
- Policy: Admins can choose to:
. Recommend that the user sends with a specific feature with a recommendation message,
. Request that the user sends with a specific feature, with the feature pre-enabled, or
. Require that the user sends with a specific feature, with the feature locked on.
- Action: The system can perform actions such as:
a. Sending encrypted emails,
b. Sending registered emails with e-delivery proof,
c. Initiating e-signature requests for recipient signatures.
Setting up Rules for policy-based sending
1. In the Configuration tab, select the Rule option and click on the “Create New Rule” button.
2. Add the Rule Name, Rule Description, and select the Object that will check for the Rule.
Note, you can create only one rule for one object. Once the rule is created for one object, then next time when user creates the rule, that object will not be visible in drop-down list of selectable objects.
3. Select options, the policy & the actions.
a. Choose to Trigger the rule based on field values or a template name.
b. Select the Policy (Recommend, Request, or Require).
c. Select the Action (Encrypt Transmission, Encrypt Message Level, Track and Prove (Send Registered Email service), Send for E-sign, Send for Encrypted E-sign).
For more detail on what these actions do, visit the RMail Help Center at https://help.rpost.com/hc
Trigger based on an Object’s Field Values
Trigger based on an Object’s Template Names
4. RMail Recommends policy displays in red next to the Send Registered button, alerts user before sending.