Set up Blacklist/Whitelist Rules

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Requirements: Set up of Blacklist/Whitelist Rules requires Administrator rights.  

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Blacklist/Whitelist Rules define which emails are displayed by Ebsta.  For example:

• Ignore emails with an ‘@gmail.com’ domain
• Ignore emails from ‘[e-mail]’
• Ignore emails from email addresses that include ‘no-reply’ or ‘support’

Blacklisting allows for rules to be defined which omit any emails from Ebsta.  A standard implementation would blacklist internal email domains to mitigate internal emails from being displayed. All top level domains should be considered from all trading brands as well as any potentially sensitive email addresses or domains such as those from HR, investor, banking partners.

Whitelisting allows for the overriding the blacklisting rules. For instance, we would recommend the blacklisting of internal domains whilst also recommending the consideration of whitelisting specific internal email addresses that should be included such as sales@, support@ etc.  

You can set up Blacklist/Whitelist rules from the Console by following these steps: 

1. Open up the Ebsta Console by clicking on the following link and sign in with your Salesforce credentials:

https://console.ebsta.com

2. Click Settings in the top right-hand corner and select Blacklist/Whitelist.

3. You can now define a list of rules that Ebsta will use to determine which emails to display.  Enter a specific domain or email address in the Domain /Email Address field and then select a Rule Type from the list and 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. [e-mail] 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 [e-mail] and [e-mail] would still show.  If you wanted to blacklist a specific email address you could add that e.g. [e-mail].

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. [e-mail], [e-mail], [e-mail].

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 [e-mail], [e-mail] 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 [e-mail] as a exact match whitelist rule to ensure you do not see results for acme.com unless it is for [e-mail].

4. You have the option of using the Advanced Settings by clicking the toggle button to on. 

This enables you to specify rules for different elements of the Ebsta service.

Data Alerts relates to the Alerts tab in the Ebsta panel and the Data Export feature.

Activity Feed relates to the Activity tab in the Ebsta panel that shows email communications

Reporting relates to the Reporting including emails sent or received vs. a user or against specific Salesforce records.

Parsing Services relates to information Ebsta could parse from a signature e.g. you may want to blacklist your own phone number.

Contacts View relates to the Contacts tab in the Ebsta panel that shows Contact records for contacts found in email signatures.

Salesforce Prefix / ID  specifies 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'.

For example, you may have [e-mail] 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 [e-mail] from the Activity Feed with the Salesforce ID for 'Acme Account' e.g. 0012400000LAXZm.

A full list of Salesforce Object Prefixes can be found in this article from Salesforce:

Entity Key prefix decoder

5. When you have added each of your rules, click Save.