Sharing

Sharing in SalesforceIQ empowers teams to save time and be more effective at managing and tracking relationships together. Learn more about different sharing settings and how to make sure collaborators see the info you want them to.

Overview: Sharing

SalesforceIQ offers a variety of ways to share your communication to ensure that your team is always in-sync.

Note: Sharing is available only for Organizations with at least two users.

Sharing communication activity and content is always opt-in. We've made it as simple as possible to decide what to share and what not to share:

  • Share all activity (emails, meetings, calls) with all users in your Organization
  • Share content on a per-Contact basis
  • Choose to share or unshare the content of specific events (email, meetings, etc.)
  • Share Contacts

Check out our Sharing articles for more detailed information.

Share activity and content

Sharing email and calendar activity lets you instantly see when anyone on your team last reached out to a Contact, where you left the conversation, and who should be taking next steps.

Note: Sharing is available only for Organizations with at least two users.

This article describes the various levels of sharing available in SalesforceIQ:

  • Share all activity (emails, meetings, calls) with all users in your Organization
  • Share content on a per-Contact basis
  • Approve content sharing for Contacts in bulk
  • Choose to share or unshare specific events in the Stream (email, meetings, etc.)

Note: You can also share Contacts, as described here.

To protect your privacy, all sharing in SalesforceIQ is off by default. You need to enable sharing at the activity level and then, if you choose, at the content level.

Activity vs. Content

Activity includes emails, meetings, and calls. When you set your activity sharing preference, you're deciding whether you want to share that these activities took place. When you enable activity sharing, other people in your Organization can see if and when you're communicating with any Contact, but not the content of that communication. Alternatively, turning activity sharing off hides the email or meeting from the Stream entirely.

Note: Your activity sharing setting applies to your communication with Contacts on all Lists in your Organization. If you decide to turn activity sharing off, neither you nor your colleagues can see that an activity took place.

If you choose to share content, the body of the email or meeting is visible to your teammates. You can enable content sharing in the Sharing tab in the Settings, the Contact profile, or the Sharing tab in the Stream. On an ongoing basis, you can set specific content sharing settings for every point of contact as they are added to SalesforceIQ.

Note: Regardless of the content sharing settings you choose below, incoming or outgoing emails containing the words Confidential, Private, Personal, or Privileged in the subject are always unshared by default. You can choose to turn content sharing on for a specific private email in the Stream.

Turn Activity Sharing On or Off

Use the steps shown here to turn activity sharing on or off at any time. We recommend that you enable activity sharing.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Sharing.
  3. Switch the View and Share Your Activity in the Stream option to Yes or No.

Turn Content Sharing On or Off for Individual or Bulk Contacts

You can set your sharing settings for every Contact as it is added to SalesforceIQ. Access your content sharing settings in one of the following ways:

Note: You can also turn content sharing on and off for individual Contacts in the Android and iPhone mobile apps.

  • From the Settings:
    1. Click at the top of the screen, and then select Settings. Click Sharing on the left side of the screen.
    2. Under Content Sharing Settings screen, do one of the following:
      • To share content from all of your Contacts, click All Contact Sharing Settings.
      • To share content for new Contacts that you or a colleague added to a List, click New Contacts to Approve. You can set the sharing option for individual Contacts to Yes or No, click All to share content with all the Contacts displayed, or click None to share content with none of the displayed Contacts. You can also click Show stream to view the Stream for a given Contact. Note: If a Contact has more than one email address, you can turn on content sharing for one, some, or all of the addresses.
      • To turn off content sharing for all of your Contacts, click New Contacts to Approve and then click None.
    3. Click Save.
  • From the notification icon:
    1. Click at the top of the screen. In the orange banner that appears notifying you that new email addresses need to be reviewed, click the sharing settings link.
    2. A pop-up window appears displaying all of the Contacts that you have had previous communication with that have been added to SalesforceIQ since you made your last set of sharing decisions. Make your content sharing selection for each Contact.
    3. Click Save.

Note: You can also turn content sharing off from a Contact's profile page. Search for the Contact in the Search field in the upper-right corner of any SalesforceIQ screen. Click the Contact name, and then select your content sharing preference.

Turn Automatic Content Sharing On or Off

After a user enables activity sharing, users can decide whether to share the content of individual emails and meetings. If you are comfortable with sharing all of the content of your emails, you can choose to automatically share the content for any Contact that you add to a List.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Sharing.
  3. Switch the Automatically Share Content for Contacts I Add option to Yes or No.

Turn Content Sharing Off for an Individual Email in the Stream

You can choose to share or hide the content of an individual email in the Stream. This overrides your contact level content sharing settings.

  1. Open the Stream view and scroll to the event.
  2. Set the option to share the content of the email to Yes or No.

Note: You can select individual emails to share from the Android and iPhone mobile apps as well.

Employee leaving company

When an employee leaves the company, or any other time you need to remove a user from SalesforceIQ, follow these high-level steps. All existing email communication, comments/notes, tasks, and shared Contacts remain in the company's Organization.

Important: The user should not delete any connected email Accounts in his or her personal settings. This removes all past email communication in all Lists in SalesforceIQ. Instead, either the user or the admin should remove the user from the Organization. This immediately stops all new information from the user's connected Accounts coming into the company's Organization.

  1. Before deleting the user, the user should share all important Stream content. This information can't be shared after removing the user.
  2. Either an administrator or the user him- or herself can remove the user from SalesforceIQ. To do so, click at the top of the screen, and then click Settings > Users. Hover over the user's name and click .
  3. If you have a new employee coming on, invite that employee as a user to the Organization.

The sections below provide more details on this process.

What happens when I remove the employee as a user from the Organization?

When you remove an employee from the company's SalesforceIQ Organization, the following items remain on Lists in your Organization:

  • All existing email communication, as long as the employee didn't delete any connected Accounts
  • Comments and notes
  • Tasks
  • Shared Contacts

Any unshared personal Contacts from the employee's My Contacts address book, as well as any future email communication, don't populate in the Organization.

In addition, after the employee is removed from the Organization, that employee no longer has access to any information—including Lists, Contacts, and so on—in the company's SalesforceIQ Organization.

What if I want to transfer the removed employee's Account to a new employee?

In SalesforceIQ, you don't transfer one user's license or Account to another user. Instead, if you have a new employee taking over a seat from a user you removed, invite the new employee as a user in SalesforceIQ after removing the previous employee.

What happens to the number of licenses I have in the SalesforceIQ Account when I remove an employee?

When you remove the previous employee from your SalesforceIQ Organization, it removes that person's access to SalesforceIQ. The number of licenses remains the same based on your existing contract.

Troubleshooting: Emails in Stream

If your emails aren't appearing the in the Stream, check the following:

  • Make sure you Share Your Event Activity set to Yes under Settings > Sharing.
  • One or more of your connected Accounts may be causing problems. To check this, click at the top of the screen. Select Settings, and then click Connected Accounts. A red exclamation point next to an Account name indicates a problem with that Account. Click the exclamation point for more details. If you see a red exclamation point and the word Reconnect, you need to reconnect that Account.
  • The email recipient or sender associated with that Contact or Account might not have properly merged Contact information. Search for the Contact name and look for a merge suggestion, or go to the Contact's profile page to merge or share any unshared Contact details.
  • Check the email address for misspellings or transposed letters by clicking next to the Contact name in the Grid or Stream to see the emails associated with that person. If the correct email addresses aren't there, you can add them by clicking More Details.
  • If you can't click on an email that you sent to see the content, it may mean that another user is on the email and has opted not to share the email. If this is the case, you may not be able to see the email communication, even though you are also on the email.
  • If you would like to see the email communication on a List, request access to it. The user gets a notification on the Suggested Tasks section on his or her Home screen, and can decide whether or not to share the specific email with you.
  • Make sure you have All Mail enabled in your IMAP settings in Gmail.In your Gmail Inbox, click in the upper-right corner of the screen, and then click Settings. At the top of the Settings screen, click Labels. To the right of All Mail, make sure the Show in IMAP box is checked.