Salesforce: Map Custom Outlook Categories to Trigger Salesforce Work Flows

Riva Cloud and Riva On-Premise can use custom Outlook categories against emails and events to trigger workflows in Salesforce.

Contents:

• Implementation for Riva Cloud.
• Implementation for Riva On-Premise.

Implementation for Riva Cloud

• Contact the Riva Success Team.

Implementation for Riva On-Premise

• Overview.
• Implementation for Riva On-Premise 2.4.47 or higher.
• Implementation for Riva On-Premise 2.4.37 through 2.4.46.

Overview

Riva On-Premise 2.4.37 or higher for Salesforce (Event Relations enabled) includes two fields for mapping custom Outlook categories for events and email.

The customer Salesforce admin would add custom fields to contain the value for the custom Outlook category (for example, Outlook_Category__c) and then would be able to build workflows based on those values.

Implementation for Riva On-Premise 2.4.47 or higher

To map the Salesforce custom fields:

1. Start the Riva Manager application.

2. This step applies only to Riva 2.4.52 or earlier: On the menu bar, if you can see Setup, select Setup.

3. In the right pane, double-click the Salesforce connection object.

4. In the CRM Connection Edit window that appears, select the Object Definition tab.

5. Select the Object Type, for example Appointment, and then, in the large list box to the left, select Load available fields.

   

   (The lower portion of the window may look different in your version of Riva. The screen shot is taken from Riva 2.4.54.)

   Result: An API call is used to obtain from Salesforce the complete, up-to-date list of available fields for the selected Object Type, including the custom fields defined by the Salesforce admin for the custom Outlook categories. The fields that are already in the Selected Fields box are not repeated in the Available Fields box.

6. Select the Advanced Mapping tab, and select the custom field name for Outlook categories (for example, Outlook_Category__c) for Email and/or Event.

7. Save the connection.

8. In the Riva Service Monitor application, restart the service for the change to take effect.

   Resulting advanced option(s) on the Advanced Options tab.

Implementation for Riva On-Premise 2.4.37 through 2.4.46

To map the Salesforce custom fields:

1. Start the Riva Manager application.

2. On the menu bar, select Setup.

3. In the right pane, double-click the Salesforce connection object.

4. In the CRM Connection Edit window that appears, select the Object Definition tab.

5. Select the item type, for example email, and then select Refresh w/Custom.

   

   Result: The refresh adds the custom fields defined by the Salesforce admin for the custom Outlook categories.

6. Select the Advanced Mapping tab, and select the custom field name for Outlook categories (for example, Outlook_Category__c) for Email and/or Event.

7. Save the connection.

8. In the CRM Service Monitor application, restart the service for the change to take effect.

   Resulting advanced option(s) on the Advanced Options tab.

Resulting advanced option(s) on the Advanced Options tab

Performing either procedure causes Riva to set the following advanced option for one or more modules:

• Sync.Crm.OutlookCategoryField.[module] = Salesforce custom field name

  Example:

  • Sync.Crm.OutlookCategoryField.Email = Outlook_Category_c

  • Sync.Crm.OutlookCategoryField.Appointment = Outlook_Category_c

Applies to

• Riva Cloud for Salesforce (Event Relations enabled).
• Riva On-Premise 2.4.37 or higher for Salesforce (Event Relations enabled).