With Ebsta added to your Page Layouts, when you open a record in Salesforce you will see the Ebsta panel displayed and by default, it will be open on the Activities view.
If your Salesforce Administrator has not already connected your mailbox, Ebsta will look like this when you first log into Salesforce after Ebsta has been deployed to the Page Layout.
To connect your mailbox to Ebsta, please follow instructions in this article:
The Activities view displays all Activities that have taken place between the Account, Contact, Lead or Opportunity you are viewing and your organisation.
In this article we will go through each of the different areas of the Activities view and its features including:
This first column identifies what type of Activity has occurred between your organisation and the Contact, Lead, Opportunity or Account.
The results can be filtered by clicking the Filter button and unchecking the boxes next to the activities you do NOT wish to display in the view and clicking Apply. In the example below, the User wants to display only Calls.
This column displays the email address of the person who the Activity relates to and also identifies if the person exists in Salesforce or not.
|This person has a record in Salesforce|
|No Salesforce record exists for this person|
Create new Contact & Leads in Salesforce
1. Click on the + button alongside the person who you wish to add to Salesforce.
2. Select which record type you wish to create for this person.
3. Ebsta will automatically populate the new record form with all the information it has for this person. Complete any additional fields and click Save.
4. The icon next to the person will change to show that the record has been successfully created. You can click on this icon to open the record up in a new browser tab.
Lastly in this column are the Privacy Controls which give users the ability to hide specific emails and contacts. By clicking on the drop-down arrow next to a Contact's name, users can choose to:
Hide email: Hide a single email from view, but keep all other emails and the Contact visible
Hide All Emails: Hide all emails relating to that Contact, but continue to keep the Contact visible
Hide All Emails & Contact: Hide the Contact and all Email communications
Note: You will need to ask your Salesforce Administrator to enable Privacy Controls if you don't have this option available.
This column gives the detail of the Activity that has occurred. The Subject shown in the view is taken from the relevant Task field in Salesforce or in the case of an email, the email subject itself.
Clicking the Subject line expands the view to show the full detail of the Activity and in the case of an email, Ebsta displays the full email body including the to/from information and email signature.
Hovering over the magnifying glass gives a snapshot summary of the Activity.
Clicking the Re-order button at the top of the column, re-orders the results alphabetically by Subject (by default all Activities are displayed by most recent first).
This column displays the date and time of the Activities that have occurred (by default, all Activities are displayed by most recent first).
Clicking the Re-order button at the top of the column, re-orders the results from oldest to most recent.
The results can be filtered by clicking the Filter button and specifying a date range to view.
Clicking the Filter button and clicking Clear returns to full Activities view.
This column identifies which colleague/connected mailbox the Activity belongs to.
Add to Salesforce
This last column identifies whether or not the sent and received emails have been added to Salesforce or not.
|Email added to Salesforce, clicking this button will open the completed Task|
|Email not in Salesforce, clicking this button will add it to the appropriate record.|
A paperclip next to the email icon is displayed if the email contains any attachments.
Hovering over the paperclip icon, displays the filename of the attachment(s) and denotes whether the attachment has been added to Salesforce. If the paperclip is black, clicking it enables you to add the attachment to Salesforce.
The paperclip displays green when it has been added to Salesforce.
If the Activity is a Call or Meeting, Ebsta displays a green tick in this column which can be clicked to open up the Completed Task.
Search the Activities view
All Activities in the view (including data in the Contact*, Subject and User(s)* columns) are all searchable.
* Please note Contacts and Users searched include all those related to an email so including all people on To, From and CC.
Supported Search Syntax
- + signifies AND operation
- | signifies OR operation
- - negates a word as a NOT operation
- " groups a number of words to signify a phrase for searching
- (and ) signify precedence
Note: all terms are automatically "left in" searches where a search for "connect" will return matches for 'connections'
Note: to search for any of these special characters they will need to be escaped with \
1. Simple keyword search
Search string - checking. This displays all emails, meetings, calls that include the word "checking" in the Subject, Contact email address or User email address.
2. Subject keyword search from a specific contact
Search string - nicholas checking. This displays all emails, meetings, calls that collectively include the word "nicholas" AND "checking" in the Subject, Contact email address or User email address.
3. Subject search including a NOT
Search string - checking -re. This displays all emails, meetings, calls that include the word "checking" in the Subject, Contact email address or User email address and do not contain the word "re"