Salesforce Administrators can define blacklisting/whitelisting for specific domains or email addresses. For example:
- Ignore emails with an ‘@gmail.com’ domain
- Ignore emails from ‘firstname.lastname@example.org’
- Ignore emails from email addresses that include ‘no-reply’ or ‘support’
How to set up Blacklist/Whitelist Rules
1. Open an Account* view where Ebsta has been added and scroll down to the Ebsta section.
* You can substitute Account here for Contact, Lead or Opportunity.
2. Click on the arrow next to your account name and select Settings from the drop-down menu.
Note: If when you scroll down to the Ebsta section you are prompted to connect your mailbox, click Skip this step and then you will have access to the drop-down menu as above.
3. The Settings page will open in a new browser tab. Click on the arrow next to Settings and select Blacklist/Whitelist Rules from the dropdown menu.
4. You can now configure Ebsta to best suit your Users requirements. To create a new Rule, click Add.
What do I put in the Domain / Email Address field?
You will need to add specific Domains (e.g. ebsta.com), Email Addresses (e.g. email@example.com) or particular words (e.g. support for any support@ emails).
What do the key Rule Types mean?
Domain Blacklist Only (Exact Match):
This allows you to blacklist a domain from searches (e.g. when you view an Account and run a search for acme.com from the domain field), but still allow for exact email address results to show.
As an example, you could blacklist acme.com, but results for firstname.lastname@example.org and email@example.com would still show.
If you wanted to blacklist a specific email address you could add that (e.g. firstname.lastname@example.org).
Domain Blacklist Only (Contains):
This will allow you to blacklist anything that contains a specific term.
As an example, you could blacklist acme.com and every result, including exact email addresses, would be blacklisted and not shown.
Domain Wildcard (Contains):
This will allow you to blacklist terms contained within a search term.
As an example, you could blacklist acme., and every result including acme. would be blacklisted. This allows for different domain extensions (e.g. acme.com, acme.eu, acme.de, acme.com.mx etc.).
Domain Wildcard (Exact Match):
This will allow you to blacklist a domain from searches (e.g. when you view an Account and run a search for acme. from the domain field), and all potential domain variations, but still allow for exact email address results to show.
As an example, you could blacklist @acme. and Ebsta would blacklisted the different domain extensions (e.g. acme.com, acme.eu, acme.de, acme.com.mx etc.) but still show exact email addresses (e.g. email@example.com, firstname.lastname@example.org, email@example.com).
Blacklist Before the @:
This will allow you to blacklist results that include specific terms before the @.
As an example, you could blacklist no-reply to ensure that Ebsta did not display results for firstname.lastname@example.org, email@example.com etc.
Exact Match Whitelist:
This allows you to whitelist specific email addresses and override your existing blacklist rules.
As an example, you could have acme.com blacklisted, but then add firstname.lastname@example.org as a exact match whitelist rule to ensure you do not see results for acme.com unless it is for email@example.com.
What is included in the Advanced Settings?
This relates to the third Tab in the Ebsta Window and the Data Export feature
This relates to the first Tab in the Ebsta Window that shows email communications
This relates to the Reporting Feature, including emails sent or received vs. a User or against specific Salesforce records
This relates to information Ebsta could parse from a signature (e.g. You may want to blacklist your own phone number)
This relates to the second Tab in the Ebsta Window that shows Contact records for business contacts found in email signatures
Salesforce Prefix / ID:
You can specify which Salesforce Object, or even Salesforce Record, your rule relates to by adding the Salesforce Object Prefix (e.g. 001 for Accounts) or specific Salesforce Record ID (e.g. 0012400000LAXZm for “Acme Account”).
You may have firstname.lastname@example.org as a Contact related to two different Accounts (“Acme Account” and “Example Account”), but only want his emails to show against “Acme Account”.
You would add a rule that blacklisted email@example.com from the Activity Feed with the Salesforce ID for “Acme Account” (e.g. 0012400000LAXZm).
A full list of Salesforce Object Prefixes can be found here.
5. Once you have made all your changes, click Save.
Next step: Set up Search Rules for all Users.