Documentation

1.1. Features

in.bounz offers you the following functionalities directly in your own Salesforce environment:

• Overview of the communication in your inboxes
• Automated import of your incoming emails into your Salesforce system
• Create folders in your inbox
• Trigger automatic notifications in Salesforce
• Automatically create and assign tasks in Salesforce based on your communication
• Automatically create and populate records with relevant information from incoming email messages
• Update preconfigured fields, such as the status of an order

All functionalities can be fully automated (depending on preference). Thereby, in.bounz and Salesforce-native automation options seamlessly intertwine.

This list serves as an overview. In the next steps we will describe these functions individually and in detail.

1.2. Interface

The interface for configuring and using in.bounz is composed exclusively of native Salesforce components. You will find the following tabs in the application:

2.1. Salesforce Version

in.bounz initially requires the use of a Salesforce Platform Edition or Salesforce SalesCloud Enterprise Edition. Higher editions of SalesCloud are of course also supported.

2.2. Email Client

Furthermore, in.bounz needs access to your email client. For this, it needs to use IMAP*. The app needs to access each user's mailbox, so users must provide email address as well as password. To avoid users having to use their private passwords, we strongly recommend using an app password from your email provider.

App passwords allow apps and devices to access your email account when multi-factor authentication is enabled. Your email provider will be able to give you all the information you need to do this. However, it is important to note that not all email providers support this feature. Therefore, we cannot take any responsibility for the configuration or restrictions on the provider's side.

3.1. Installation

The installation of in.bounz is done via Salesforce AppExchange.

Click the "Get It Now" button to start the installation process.

When you are on the installation page, select "Administrators only". This selection is necessary, otherwise non-authorized users could gain access to sensitive data.

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Click "Install" and confirm the message "Yes, grant access to these third-party websites".

As part of the installation, release must be granted to address different interfaces. In addition to the interface, communication must also be established with in.bounz servers for the smooth operation of the tool.

Click "Next" to start the installation.

As soon as your installation is finished, you will find all components belonging to the package in your Salesforce-Org. You can recognize them by the name range "in.bounz".

You may see a notification that says, "This application will take some time to install. You will receive an email when the installation is complete." If such a message appears to you for the first time, don't worry. Just click "Done." Salesforce will then email you to let you know if the installation was successful.

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After the installation is complete, we recommend that you check the installation in the "Packages" section under "Installed Packages" in the Salesforce Setup.

3.2. Granting rights of use

The use of the application requires the assignment of certain rights to desired Salesforce users. A basic distinction is made here according to the type of use:

• in.bounz licenses
• Salesforce permission sets*

in.bounz licenses are assigned in the "Installed packages" area, directly at the in.bounz package listed there. To do this, click on the "Manage licenses" button and assign the desired users.

The assignment of Salesforce permission sets, on the other hand, is done separately. The following types of Salesforce permission sets are basically distinguished in in.bounz:

• in.bounz-Admin: for administrative full access to all areas of the application
• in.bounz-User: for user access to mailbox

To assign these permission sets, search for "permission sets" in Setup.

Search for "in.bounz Admin" and "in.bounz User" in the list and click on the respective set of rights you want to assign to a user.

Go to "Manage assignments" and add the desired users by ticking the checkbox.

IMPORTANT: It is also essential to share the dashboards and reports that come with in.bounz by default. To do this, please go to the standard tabs for "Reports" and "Dashboards" in the Salesforce interface and in each case (!) in the sharing settings of the folder "in.bounz" added with the installation of in.bounz, share it with the group of all internal users. You can find this sharing option as follows: Search using the Reports or Dashboards search function > All Folders > in.bounz > Share (using the arrow function on the right). If this step is missed, the homescreen of the in.bounz app cannot be displayed correctly for users without an administrator license.

3.3. Creating the Configuration Record

The first step in configuring the application is to edit the configuration record supplied.

To do this, look for the "in.bounz" application in the App Launcher* or via search function.

Switch to the "Configuration" tab required for this step. Here you have to enter the basic configuration parameters once in the record.

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The following fields can be configured:

Some notes on the fields:
The "Deactivated" checkbox allows you to manually stop all functions of in.bounz, such as record creation.

The "Reset Configuration" button resets the configuration to its original state and deletes all results data. For more information, see 3.10 Resetting the configuration.

3.4. Trial Version

You have the opportunity to test in.bounz for 30 days free of charge and in full. You do not need any credit card information. After 30 days, the trial expires automatically and you can no longer access in.bounz.

If you want to test in.bounz in a sandbox, the installation process works exactly like in the live environment. The only exception is if the sandbox is created after installing in.bounz, i.e. if in.bounz is already pre-installed in the sandbox with partially existing configuration data. In that case, it is mandatory to use the "Reset Configuration" button for smooth operation.

3.5. Order licenses

After you have created the configuration record, you need to complete the purchase process.

This step is especially important so that you can use in.bounz!
The license fees for the use of in.bounz will be collected by direct debit from the account you specified. That is how you can deposit your corresponding information:

1. In the in.bounz app, you will find the "Manage Licenses" button in the "Configuration" tab. Clicking on the button opens a login page to your license management area. In this customer portal you will find all important information about your in.bounz licenses, payment information, but also the possibility to add more licenses with a click.

To log in, you will receive an individual code by email, which you enter in the login page.

2. After logging in, the overview page will open with some information about what you need to tell us in order to use in.bounz in the future.

By clicking on "Check your billing address" you can enter a valid billing address. Then click on "Check your SEPA direct debit mandate" to issue a valid SEPA direct debit mandate. You can also find the input masks for your data below in the tabs "Billing" and "Payment".

After you have entered and saved the necessary data, you will receive an email confirmation and a document with all information about your SEPA direct debit mandate.

Note: The confirmation email will be sent to the email address that was entered during the in.bounz download in the Salesforce AppExchange!

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3.6. Authentication

Once the record is created and you have deposited your payment information, you need to authenticate with the in.bounz servers to ensure all available functionalities.

This authentication is done once. To do this, simply click on the "Authenticate" button in the created record.

After successful authentication (which may have to be finalized by confirming the OAuth2 query), the user is forwarded to a results page. If successful, the authentication is indicated by a check mark in the "Authenticated" field.

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In case of successful authentication, the following message appears:

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The check mark under "Authenticated" is then also set in the configuration record.

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3.7. Adding a mailbox

To import emails, you need to connect to an email mailbox from which you want in.bounz to import the emails into your Salesforce instance. Before you create a mailbox, it is important that you make sure that the record types for the Lightning Record Pages "Other Mailbox Record Page" and "Outlook Mailbox Record Page" are activated (see point 3.9 Activation of Record Pages).

You can choose the following settings when creating a mailbox:

Using the "Send Invitation" button, you can email the user stored in the "IMAP User" field to invite them to enter a mailbox password to use in.bounz for their mailbox. The password is stored securely so that no other Salesforce user can access it. You can also add a personal message to the email.

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We recommend generating an app password via your email provider settings and using it to set up the connection. Using your regular email password is perfectly possible, but not the best solution for security reasons.

For Outlook users:

Using the "Authorize" button, the user or the administrator can authorize to Outlook. If this has been done successfully, the checkbox in the "Authorized" field is checked. Afterwards, the "Test Connection" button can be used to check whether the connection to the mailbox has been successfully established.

For users of other e-mail providers:

Via the button "Set Password" the user or the administrator can store the password. If this was successfully stored, the checkbox in the "Password Set" field is checked. Afterwards, the "Test Connection" button can be used to check whether the connection to the mailbox has been successfully established.

Note: As soon as a password has been successfully stored, further possible actions will be displayed as new buttons.

The mailbox can then be activated using the "Activate" button (which is only displayed to users with the "in.bounz Admin User" permission set). From this point on, emails are automatically activated according to the settings made.

Note: If in.bounz tries to connect to the deposited program three times in a row, the mailbox will be disabled and a corresponding error message will be sent to the administrator.

The connection to the mailbox can then be tested using the "Test Connection" button.

The mailbox can then be activated using the 'Activate' button (which is only displayed to users with the 'in.bounz Admin User' permission set). From this point on, emails are automatically activated according to the settings made.

Note on mapping outbound emails
If you want to use in.bounz to import your outgoing emails from your mailbox into Salesforce, you can do this by working with your email provider's filter settings. To do this, create a folder into which you automatically copy or move the sent emails that you want to import into Salesforce using the filter settings. Then set up a mailbox to monitor that folder ("IMAP Folder" field).

3.8. Set up notifications

Push notifications for one or more Salesforce users can be set up via "Notification Settings". Push notifications are generated in the following cases:

• If the assignment of incoming e-mail messages is successful.
• In the case of automated generation of "target records".

In addition, a distinction can be made between mailbox and mapping.

To set up push notifications, click the "Notification Setting" tab and then the "New" button in the "Notification Settings" list to create a new "Notification Setting" record. Select whether the notification should be sent when an incoming email is sent to the monitored mailbox ("Mailbox") or when a mapping rule ("Mapping Relation") is successfully fulfilled.  

The configuration is done by filling in the following fields:

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Note on enabling push notifications for mobile devices
To enable push notifications for mobile devices, the notification type "in.bounz Notification" must be edited in the Salesforce setup in the menu item "Notification Delivery Settings" and the respective app to be supported must be selected there under "Applications".

3.9. Enable the Record Pages

Since Salesforce unfortunately does not allow the activation of record pages with simultaneous use of record types when installing applications such as in.bounz, this must be done manually once after installation.

Specifically, this concerns the objects "Mailbox" and "Target Object": You can find these in the setup. Enter Lightning Configuration Pages or Lightning Application Generator in the search bar.

For the object "Mailbox":
For the correct function of in.bounz please assign the page "Other Mailbox Record Page" to the record type "Other" and the page "Outlook Mailbox Record Type" to the record type "Outlook".

You can do the assignment as follows: Click Page > Show > Activation > Assign to Applications, Record Type and Profiles > select in.bounz > Next > Desktop and Phone > Next > Other or click Outlook > Next > Select All Profiles > Save.

For the object "Target Object":
For the correct function of in.bounz please assign the page "Mailbox Target Object Layout" to the record type "Mailbox" and the page "Mapping Target Object Layout" to the record type "Mapping".

You can do the assignment in detail as follows: Click Page > Show > Activation > Assign to Applications, Record Type and Profiles > Select in.bounz > Next > Desktop and Phone > Next > Click Mailbox or Mapping > Next > Select All Profiles > Save.

3.10. Reset the Configuration

You can reset in.bounz by clicking on the "Reset Configuration" button in the upper right corner on the level of the configuration record. All results data will be deleted.

In addition, the authentication has to be done again.

The checkbox "Deactivated" allows you to manually stop all functions of in.bounz, such as the creation of records.

4.1. Import Conditions

If you do not want to import all available emails, but only a certain selection, or if you want to exclude certain emails from import on principle (for example, emails from a certain sender), you can set this up via special "Import Condition" records at the level of the respective "Mailbox" record, i.e. at the level of the mailbox.

Conditions can be set for the following fields and options of the email:

Sender and Recipient as well as CC addresses, Subject, Body and whether an attachment is included.

To do this, click on the "New" button in the associated "Condition Blocks" list at the level of a "Mailbox" record and create a new "Import Condition" record.

The configuration is done by filling in the required fields:

Note on Condition Value
The "Condition Value" field is a free text field to ensure maximum flexibility. This requires special care when defining the filter value, the possibility of configuration errors is correspondingly high. Therefore, please be sure to follow the instructions in the field's information area. Date, time and decimal values must be formatted correctly.

• Address comparison with operator  =  (equal) or != (unequal) (pay attention to correct notation!)
• Address comparison with operator Contains (contains) or Not Contains (not contains) (pay attention to valid and common values!)
• Attachment matching in sample  TRUE (applies) or FALSE (does not apply).
• Dates in the format yyyy-mm-dd, e.g. 2022-10-09

For examples, feel free to check out the screenshots below:

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You can create multiple import conditions that will be combined into one condition block. The configuration is done by filling in the required fields:

4.2. Assignment of incoming emails

in.bounz has the option of automatically assigning imported emails to any Salesforce data structures. This is done via so-called "mappings". This makes sense, for example, if incoming emails in the mailboxes are to be automatically assigned to customer data records.

The assignment of incoming emails to any data records follows the pattern that email components (sender, recipient, CC address, subject, body) are matched with information in Salesforce and, if the search is successful, can be assigned in the system via individually configurable assignment data records ("mappings").

The configuration of this automatic assignment takes place via "Mapping" data records on the level of the "Mailbox" data record as well as "Mapping Condition" and "Field Updates" data records subordinate to these "Mapping" data records. Likewise, subordinate "Target Objects" can be assigned to a mapping. Field Configurations" data sets are also subordinate to the "Target Object" data sets.

But once again the basic explanations and definitions:

Mapping records control which objects are to be matched with the incoming emails and which field is to be compared with the respective email component(s). For example, this could be an account record of a customer and the matching could be done according to the company name stored in the account name.

"Mapping Condition" records, in turn, regulate the criteria according to which matching is to take place.

"Field Updates" allow field changes or updates to be made on the records to which the emails are mapped via the "Mapping" record.

"Target Object" records control which records are to be generated for mapping if the search is successful in the system. For example, this can be an application record and a contact record for new incoming applications.

"Field Configuration" records are used to configure fields to be populated when the assignment record is generated.

The result of automated mapping is stored on the "Result" records, these can be viewed via the "Result" tab. This ensures the necessary transparency in case of mapping errors.

Record types can be chosen completely arbitrarily. In addition to objects from the well-known Salesforce standard structure, in.bounz also works with any installed or self-configured custom object.

To add a "Mapping" record, click on the "New" button in the list of "Mapping" records on the level of the "Configuration" record.

a) Creating "Mapping" records

An interface for creating a "Mapping" data set opens. Fill in the following fields for the configuration:

The following screenshot shows an example mapping record for configuring a match with the name of the accounts located in the system:

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Note on mappings
We recommend sending all emails from Salesforce with an identifier that you want to track (see example below). To do this, add a merge field to each email signature that contains a corresponding identifier. We recommend the Salesforce ID. If there is a reply to the corresponding email, in.bounz will recognize the ID again. If you use Salesforce standard emails, you don't need to add an identifier of the records you are sending emails from, because Salesforce already stores it (example: WhoID for "Contact" or "Lead"). If you want to track a reference or identifier that is not available by default in Salesforce, you need to make sure you configure your email template accordingly.

Example of assigning an email based on the account ID:

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Now it is necessary to define concrete criteria for matching incoming emails.

These determine the conditions under which they are precisely assigned to data records found in the system. For example, an application is to be assigned at the level of the application record on the basis of the last name and matched with the status of the application. For example, this would be interesting if an email is only to be assigned to the application while it is still in "New" status. In the event that, for example, a person then applies for various jobs over time, the email is always assigned only to the application in the current application process.

b) Creating "Mapping Records"

To do this, you first need a "mapping records", to which a mapping condition is then assigned. This could look as follows:

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The mapping record for the application object compares whether an application with the last name is stored accordingly in the email address of the sender (From Address) or in the email text (Body).

Then you need a mapping condition that specifies that the mapping should only take place if the application is in the "New" status. To do this, click on the "New" button in the "Mapping Condition" list of the created "Mapping" data set.

To configure a new condition, fill in the following fields:

Please note the following formatting requirements when storing values in the "Condition Value" field:

• Dates in the format yyyy-mm-dd, e.g. 2022-07-09
• Time specifications in the format yyyy-mm-dd hh:mm:ss, e.g. 2022-07-09 17:36:00
• Decimal values in the format 0.0, i.e. with dot as separator, e.g. 10.5

The following screenshot shows the exemplary configuration of a "Mapping Condition" record for matching the "Status__c" field:

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c) Creating "Field Updates"

"Field Updates" allow field changes or updates to be made on the records to which the emails are mapped via the "Mapping" record.

An illustrative example: When a response is received from the customer via email to a proposal sent from the Salesforce system with stage value "Proposal/Price Quote", the opportunity stage is automatically set to "Negotiation/Review". This means that everyone knows the current status at all times.

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4.3. Mapping of outgoing emails

in.bounz has the option to automatically assign imported emails to any Salesforce data structure (see note under 3.7 Adding a mailbox). This is possible by working with filter settings of your email provider. For this, all your sent emails have to be copied or moved into a folder that is monitored by in.bounz. This way they can also be logged in Salesforce. We recommend mapping the email address to the corresponding Salesforce contact object.

4.4. Target Records

To configure a "Target Object" record, click the "New" button in the "Target Object" list in the "Target Object Tab".

Now select the type of "Target Object" record. There are the following options:

• "Mailbox": for filling fields of the target record based on fields of the received e-mail.
• "Mapping": for filling fields of the target record based on mappings.

Note on assigning page views
Please make sure that the step "3.9 Enabling Record Pages" in this documentation has been done before you create "Target Object" records.

To configure a new "Target Object" fill in the following fields:

The creation of at least one "Field Configuration" record subordinate to the "Target Object" is also required for the configuration. These are used to configure the fields of the target data set to be filled by in.bounz.

You create them via the "New" button in the child "Field Configuration" list in the "Target Object".

To configure a new "Field Configuration" record, fill in the following fields:

Depending on the selection of the type of "Target Object" record, either "Source Type" are available in the interface or not.

The following screenshot shows the exemplary configuration of a "Field Configuration" record for the transfer of the "Email" field of the received email into the "Email" field of the "Application" record to be created:

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In our example, we also create additional "Field Configuration" records to take over the "Status" and "Date" field. Newly created "Field Configuration" records appear in the corresponding list at the level of the "Target Object" record:

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Note on filling the "Source Value" field
The "Source Value" field is a free text field to ensure maximum flexibility. This requires special care when defining the value, the possibility of configuration errors is correspondingly high. Therefore, please be sure to follow the notes in the information area of the field. Date, time and decimal values must be formatted correctly.

Please note the following formatting requirements when storing values in the "Source Value" field:

• Date information in format yyyy-mm-dd, e.g. 2022-07-09
• Time information in format yyyy-mm-dd hh:mm:ss, e.g. 2022-07-09 17:36:00
• Decimal values in format 0.0, with dot as separator, e.g. 10.5
• Information from the Email can be referenced by FromAddress, ToAddress, CCAddress, Subject and Body.
• Information from the Search Object can be referenced by the corresponding API field name.

6.1. Data entry error

In the event of errors due to incorrect entries or connection problems, the user receives a corresponding message.

If no error message is displayed, it can be assumed that the triggered action was successful.

Displayed error messages may originate from connected third-party systems (e.g. IMAP server), the in.bounz application (e.g. through validations during data entry) or Salesforce itself.

If an error message is unclear, we recommend to consult the Salesforce administrator responsible for the installation.

6.2. Error with actions performed in the background

For a better overview, a large part of the actions performed in the background (for example, the import of emails) is stored in a "Result" object set up for this purpose. This enables the traceability of actions performed in the background or automatically.

A list of these result records can be found in the "Results" tab. In case of success, the message "Success" is displayed. In case of error, the corresponding error.

Note on the release of storage space
To free up memory that has been consumed over time by accumulated "Result" records, the "Clear" button can be used in any list view of the "Results" tab. Please note that using this button will always clear all "Result" records regardless of the currently displayed list view!

6.3. Error when assigning emails

Errors in the assignment of incoming emails to Salesforce data records are displayed in the "Result" object provided, as are errors during import. If an incoming email cannot be assigned, the respective cause can be determined here.

The error messages issued as part of "Mapping Errors" can be configured within the "Mapping" record that triggered the mapping attempt.

In some cases, the system also allows an error email to be sent to the email address stored in the configuration ("Error Email Address" in the configuration object, see point 3.3. Creating the Configuration Record).

6.4. Error when creating target objects

If a "Target Object" record is created, but a field marked as "required" in Salesforce is not created as "Field Configuration" in the "Field Configuration", the corresponding record cannot be created.

The following error message appears:

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