Jump to: navigation, search

How to setup email archiving for salesforce

Set up email archiving for Salesforce

Vaultastic allows to archive mail sent using Salesforce. The configuration on Salesforce to archive outgoing mails depends on your primary email server. The steps are detailed in the sections below. If your primary email server is either GSuite or O365, then the steps are similar and detailed in the first section. For all other mail servers, follow the steps in the second section.

Configure Salesforce to send mail through Gmail/ Office 365 and archive on Vaultastic

To archive email sent from Salesforce, follow the steps mentioned below.
Step 1: Create and Configure domain on Vaultastic
Step 2: Allow Salesforce users to send email through Gmail/Office 365
Step 3: Confirm mails are archived on Vaultastic

Step 1: Create and Configure domain on Vaultastic

Make sure you have created your domain on Vaultastic. Configure your primary email solution to archive all mail on Vaultastic. Once your Vaultastic domain is ready you need to configure settings on Salesforce.

Step 2: Configure Salesforce to allow users to send mail through Gmail/Office 365

Allow users to send email through Gmail/Office 365, their primary email solution.

i. Go to the Home tab
ii. On the left pane, select the options Lighting Experience > Send through External Email Services
iii. If your primary email solution is GSuite, enable the option to send email through Gmail.
OR iv. If your primary email solution is O365, enable the option to send email through O365.

Salesforce Gmail image-1.png
If your primary email solution is GSuite, enable the option to send email through Gmail.

Salesforce O365 image-1.png
If your primary email solution is O365, enable the option to send email through O365.

Step 3: Confirm mails are archived on Vaultastic

All email messages sent from Salesforce through Gmail or O365 are archived in the Sent Items folder of the archive account of the sender.


Example:
- Consider Aarav is a user of the domain baya.in hosted on GSuite.
- All email sent from or received to the users of baya.in are archived on the Vaultastic domain baya-in.vaultastic.com.
- Aarav is a user of Salesforce. He has configured Saleforce to send email through his id [email protected]
- All email sent by Aarav from his Salesforce account will be archived in the Sent Items folder of his Vaultastic account [email protected]

Salesforce Gmail to Vaultastic.png

Configure Salesforce to send a copy of an outgoing email to Vaultastic

If your primary email solution is other than GSuite or O365, you need to configure your Salesforce account to send a copy of an outgoing email to the Vaultastic server. This configuration is a 4 step process Viz.

Step 1: Create and Configure a domain on Vaultastic
Step 2: Add a journal user on your domain hosted on Vaultastic
Step 3: Configure Salesforce to archive an outgoing email
Step 4: Confirm that outgoing emails are archived on Vaultastic

Step 1: Create and Configure domain on Vaultastic

To archive an outgoing email from Salesforce, first you need to create your domain on Vaultastic. Configure your primary email solution to archive all mail on Vaultastic. Once your Vaultastic domain is ready, you need to add a salesforce-journal user to the Vaultastic domain which will hold the sent mail using SalesForce.

Step 2: Add the journal user on Vaultastic

  • To add the salesforce-journal user id on Vaultastic, log in to your Vaultastic admin portal.
Example: For a domain baya-com.vaultastic.com hosted on Vaultastic, create a Salesforce id [email protected].

Step 3: Configure Salesforce

Archiving email messages sent from your Salesforce account is a three steps process. In which you need to

A) Restrict a user to send email through Gmail or O365

B) Establish connection between Salesforce and Vaultastic server using Email Relay

C) Configure compliance BCC to automatically copy each outgoing email to a compliance email address

Note: The Compliance BCC option is available in Enterprise, Performance, Unlimited, and Developer Editions of the Salesforce application.
For more details click here .

A). Restrict users to send email through Gmail or O365
i. Go to the Home tab
ii. On the left pane, select the options Lighting Experience > Send through External Email Services
iii. Disable the option to send email through Gmail or O365.

Please click here to know what is the impact of disabling users to send email through Gmail/ O365

Salesforce image-1.png

B) Configure Mail relay for {vaultasticdomain}
Configure email relay to automatically route salesforce-generated email to the Vaultastic server.

i. Go to the Home tab

- On the left pane, under the ADMINISTRATION section, select the options Email > Email Relay Activation

ii. Configure Email Relaying Properties as follows

- In the Email Host box, enter the string in.vaultastic.com

- Enter the Port value 25

- Choose the TLS Setting option Off from the list.

- Check the box Restrict Relay to Domains

- Enter domain name provisioned on Vaultastic

Example: baya-com.vaultastic.com

- Activate the Email Relaying settings

- Save the configuration

Salesforce Email Relay Other Email Solution.png

C. Set up Compliance BCC
Set up a compliance BCC email to automatically copy each outgoing email to a compliance email address.

i. Go to the Home tab

ii. On the left pane, under the ADMINISTRATION section, select the options Email > Compliance BCC Email

iii. Check the Enable option.

iv. Enter the compliance BCC email address as [email protected]<domain-name>.vaultastic.com
Example: [email protected]

v. Click Save.

Salesforce image-3.png

Step 4: Confirm outgoing emails are archived on Vaultastic

All email messages sent from Salesforce are archived in the Inbox folder of the salesforce-journal id of your domain hosted on Vaultastic.


Example:
- Consider Aarav is a user of the domain baya.in hosted on Mithi SkyConnect.
- All email sent from or received to the users of baya.in are archived on the Vaultastic domain baya-in.vaultastic.com.
- Aarav is a user of Salesforce.
- To archive all email sent from Salesforce, [email protected] id is created on the Vaultastic domain.
- All email sent by Aarav from his Salesforce account will be archived in the Inbox folder of the Vaultastic account [email protected]

Salesforce Other to Vaultastic.png