With Ebsta Team installed, connected to Salesforce and added to your Page Layouts, when you open a record in Salesforce, Ebsta will open by default on the Activities view and will look like the example below.
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 installed.
To connect your mailbox to Ebsta, please follow instructions in this article:
In the Activities view, Ebsta 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|
To create a new Contact or Lead record in Salesforce, simply click on the +plus icon next to the person who you wish to add to Salesforce.
Select whether to create a Lead or Contact record for this person.
Ebsta will automatically populate the new record form with all the information it has for this person. Fill in any additional information as required and click Save. The icon next to the person will change to show that the record has been successfully added to Salesforce. 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 icon 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 (be 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 relates to.
Added 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 the icon will open the completed Task|
|Email not in Salesforce, clicking the icon will add it to the appropriate record.|
If the email isn't in Salesforce, clicking the icon enables you to add it to Salesforce directly from this view.
A paperclip icon next to the Email icon (regardless of whether the email has been added to Salesforce or not) denotes there is an attachment contained in the email.
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 display black, clicking it enables you to add it 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 which can be clicked to open up the Completed Task.