Collaboration

Learn about teams, comments, creating and assigning follow-ups, and emailing in SalesforceIQ.

Overview: Collaboration

In addition to providing a central repository for all of your touchpoints with a point of contact, the Stream view provides a number of options that let you easily and quickly collaborate with other members of your team:

  • Create a team to quickly collaborate with a group of teammates all at once.
  • Create, assign, and work with tasks for yourself and your teammates to more efficiently manage next steps on a deal.
  • Add your meeting notes as a comment in the Stream and generate a notification with the text of that comment for a teammate by @referencing them.
  • Send an email straight from SalesforceIQ to complete your tasks quickly and efficiently.
  • Log a meeting or phone call as well as the notes associated with the event.
  • Preview and download email attachments.

Follow the links above to learn more about these options.

Create/manage teams

Creating teams within your Organization lets you leave a comment for all team members at once. If you add a comment and tag it @all, all members of the team automatically receive a notification.

Create and Add Colleagues to a Team

Only Organization admins can create teams.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Teams.
  3. To create a new team, click the team name shown at the top of the screen, and then click Add a new team. Note: If you haven't created any teams yet, click Create New Team instead.
  4. Enter the team name and click Create Team.
  5. To invite users to a team, do the following:
    • Click the team name shown at the top of the screen, and then click the team you want.
    • Click Add Users.
    • To invite one of the people suggested by SalesforceIQ, highlight that user's name, and then click + to the right of the name.
    • To invite other users, enter the person's name, highlight it when it appears, and click + to the right of the name. Repeat this step to invite other teammates.
    • Click Save.
  6. By default, any teammate you invite is a User on the team. You can make a user a team Admin, which lets the user rename or delete the team as described in the sections below. To make a teammate an admin, click the drop-down list to the right of the teammate name and select Admin.
    Note: This option is not available for all teammates.

To remove a user from a team, on the Teams settings page, highlight the user name and click .


Rename a Team

Only team admins can rename a team.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Teams.
  3. Click the team name shown at the top of the screen, and then click the team you want to rename.
  4. Click to the right of the team name.
  5. Enter the new name and click Rename Team.

Delete a Team

Only team admins can delete a team.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Teams.
  3. Click the team name shown at the top of the screen, and then click the team you want to delete.
  4. Click to the right of the team name.
  5. Click Delete Team.

Create/assign tasks

Tasks serve as reminders, prompting you to reconnect with Contacts after meetings or email exchanges, or to perform specific actions, such as sending a contract to a client. People in your company can manually create and assign tasks to themselves or others in the company. SalesforceIQ also suggests tasks for you based on your interactions with your leads, opportunities, etc, as well as your colleagues—for example, if your boss sends you an email and you haven't yet replied . Both assigned and suggested tasks appear on your Home screen.

Note: You have multiple options for replying to and working with tasks you receive.

To keep things simple, you can assign tasks to one Contact at a time only. To follow up with multiple points of Contact within an Account, create individual tasks for each Contact. You can create a task from the Home screen, the Stream view, or the Contact Gallery.

Create a Task from the Home Screen

  1. On the Home screen, click New Task.
  2. Enter the following task details:
    • The Contact with whom you want to follow up.
    • The person to whom the task is assigned.
    • (Optional) The relationship associated with this task.
    • (Optional) A description of the task.
    • The task due date.
  3. Click Save.

Create a Task from the Stream View

  1. Open the Stream and search for the Contact or Account for which you want to follow up.
  2. On the right side of the screen, click .
  3. Click Create a Task.
  4. On the screen that appears, select the time period for the task, the person to follow up with, and the person to assign the task to on your team. You can also add more details in a note. Click Save. Note: A note you enter in a task is specific to that task and doesn't appear in the Stream. This is different from a note you add for a Contact on the Contact profile screen, which is attached to that person and allows your team to stay in sync on information that remains consistent independent of the List or process you are managing. It is also different from a comment, which you add to a Stream event to share updates with your team in real time.
  1. Click at the top of the screen, and then select Contacts.
  2. To the right of the contact name, click and select Create Task.
  3. Enter the task details and click Save.

Task Notifications

The person to whom you assign a task receives an email notification, and the task appears on that person's Home screen:

When other people complete tasks you assign, you receive an email notification. Tasks you assign also appear in the Stream after your colleague marks them as complete.

Work with tasks

Based on your activity in the system, you can assign tasks to yourself or other users, and other users can assign tasks to you. In addition, SalesforceIQ automatically suggests tasks based on your activity in the system. Tasks appear on the Home screen.

Actions available for tasks include the following :

The sections below cover these topics in detail.

Note: Learn about creating and assigning tasks here.

View Tasks

All of your tasks appear on your Home screen, whether they are assigned or suggested, overdue (their deadlines have passed), due today, or due in the future.

To view task details, click the task.


Completed tasks also appear in the Stream view.

Manage Tasks

You can manage tasks in the following ways:

  • Mark the task complete—Click . When you mark a task complete, it disappears from the task list. However, completed tasks appear in the Stream.
  • Open the Stream view for the Contact—Click .
  • Email the Contact—Hover over the task and click . Then follow the steps for composing and sending an email.
  • Accept a suggested task—Click Accept. The suggested task moves to your regular task list.
  • Reject a suggested task—Click X in the upper-right corner of the task.

Edit Task Details

You can change task details including the due date.

  1. On the Home screen, hover over the task and click .
  2. Click Edit.
  3. Change the due date or other information.
  4. Click Save.

Note: You can also edit task information from within the task. On the Home screen, click the task to open the detail view.

Hover over a field and click to edit that field.

Delete a Task

  1. On the Home screen, hover over the task and click .
  2. Click Delete.


Send and reply to email

SalesforceIQ offers many ways to email your relationships:

You can also send a mass email using templates from the Communication Center.

Note: You must have an email account connected to SalesforceIQ for the email functionality to work. Learn how to connect a Gmail account, an Exchange account, or an Office 365 account.

Send Email From the Communication Center

  1. Click at the top of any screen.
  2. In the left navigation panel, click Compose Email.
  3. On the screen that appears, enter the email address for each message recipient. If a recipient has more than one email address, select the correct email address by hovering over the recipient name or email address in the To field. This displays all of the email addresses you have for that Contact so you can select a different one. SalesforceIQ always defaults to the email address that has been designated as primary for that Contact.
  4. Enter the message subject and body.
  5. (Optional) Do any of the following:
    • To attach a file to your message: Click Choose Files and browse to the file, or drag and drop the file to the section marked Choose Files or Drop Here.
    • To customize the message text with different styles (bold, italics, etc.), font, size, and formatting (bulleted list, numbered list, etc.): Choose any of the options from the toolbar.
    • To add Shortcut text: Click and select an email text Shortcut.
    • To receive a notification when the message is read: Check the box at the bottom of the compose screen. Uncheck the box if you don't want to receive a notification.
  6. Click Send to send the message now, or click Save Draft to save the message as a draft.
    Note: To access your draft messages, click at the top of any screen and click Drafts in the left navigation panel. Your message drafts appear to the right. Click one to open it. You can then finish composing the message and send or save as draft again.

Reply to Emails From the Stream

You can reply to an “applicable email" message you sent or received in the Stream. An “applicable email" means the following:

  • It was sent or cc'd to you via your connected Gmail or Office 365 account.
  • It was shared in the Stream.
  1. Hover your cursor over an applicable email message and click (Reply) or (Reply All).
  2. On the Compose screen, the From field defaults to your primary email address, or the email address associated with the email message in the Stream. The To field defaults to the sender's email address associated with the email in the Stream. If you or the recipient have multiple email addresses, you can select another address by hovering over the displayed name or address.
  3. Enter the message body text.
  4. (Optional) Do any of the following:
    • To attach a file to your message: Click Choose Files and browse to the file, or drag and drop the file to the section marked Choose Files or Drop Here.
    • To customize the message text with different styles (bold, italics, etc.), font, size, and formatting (bulleted list, numbered list, etc.): Choose any of the options from the toolbar.
    • To add Shortcut text: Click and select an email text Shortcut.
    • To receive a notification when the message is read: Check the box at the bottom of the compose screen. Uncheck the box if you don't want to receive a notification.
  5. Click Send to send the message now, or click Save Draft to save the message as a draft.
    Note: To access your draft messages, click at the top of any screen and click Drafts in the left navigation panel. Your message drafts appear to the right. Click one to open it. You can then finish composing the message and send or save as draft again.

Email All Contacts Associated with a List Object at Once

You can easily email multiple Contacts on a single relationship from the Stream.

  1. At the top of the Stream view, click X Contact(s).
  2. At the bottom of the screen, click Email All.
  3. Compose and send your email following the steps in Reply to Emails From the Stream, above.
  1. Click at the top of the screen, and then select Contacts.
  2. Check the boxes to the left of the Contacts you want to email.
  3. Click Email.
  4. Compose and send your email following the steps in Reply to Emails From the Stream, above.

Note: You can also email a single Contact from the Contact Gallery by clicking to the right of the Contact name and selecting Email.

Manage Stream communication

Email messages from connected accounts populate in the Stream automatically. You can manage Stream communication in several ways:

Note: You can also filter Stream activity.

Log a Comment, Call, or Meeting in the Stream

To log a comment, call, or meeting, as well as associated notes in the Stream:

  1. Go to a Contact or an Account List object in the Stream, and click (Log an Event).
  2. Choose the event type (comment, phone call or meeting) and specify if anyone else was involved. (Note: only meetings and calls allow you to choose a specific date in the past. You cannot specify a date for a comment).
  3. Record when the meeting took place.
  4. Leave a comment about the recent call or meeting, and log the event. This tracks the latest activity by adding to Reporting and Intelligence Fields in the Grid.

At this time, we do not support importing individual emails in the Stream. As a workaround, you can copy and paste the text of the individual email into the Note box and log the event as a meeting following the steps above.

Add a Comment for Stream Collaborators

In the Stream view, you can leave a comment regarding an Account or Contact on a List. A comment is a note you leave for your teammates, which you can use later as a reference, similar to meeting notes. You can also create a note for yourself by referencing yourself in the stream (e.g., @yourIDhere), which will simultaneously send you an email notification. Tag individuals, teams, or all users within an Organization with the @ sign. For example:

  • If you enter @Jim Halpert when writing a comment, Jim receives a notification of the comment.
  • If you enter @Sales, the entire sales team receives a notification.
  • If you enter @all, everyone at the Organization receives a notification regarding the comment.
  • If you enter @yourIDhere (i.e., reference yourself), you will receive a notification of the comment.

You can use comments during a call or to share updates with your team in real time.

  1. In the Stream view, on the left side of the Stream, click the Account or Contact for which you want to add a comment.
  2. Enter the comment recipient by entering the @ symbol followed by the recipient's name. You can enter more than one recipient.
  3. Enter your comment. You can customize your comment by formatting the text:
    • To make text bold, put double asterisks (**) around it: **bold text**.
    • To make text italic, put underscores (_) around it: _italic text_.
    • To format text as a bullet list, put each item on its own line, and put an asterisk and a space at the beginning of each line.
  4. Click Log Comment.

Preview and Download Email Attachments

If an email in the Stream contains an attachment, you can preview and/or download the attachment directly from the Stream.

Attachments in the Stream view are indicated by . To view the list of attached files, click .

  • If the attachment is in a format that supports preview, such as a PDF or image file, click the attachment to preview it, and then click Download to download it.
  • For other attachment types, click the attachment to automatically download it.

Note the following:

  • To filter the Stream to show only items that contain attachments, click and check the Events with Attachments box.
  • If multiple email messages are combined in a single Stream item, the icon appears if any of the messages contains an attachment.
  • If the source email is deleted, the attachment is no longer available for preview or download in the Stream.

Email All Contacts Associated with a List Object at Once

You can easily email multiple Contacts on a single relationship from the Stream.

  1. At the top of the Stream view, click X Contact(s).
  2. At the bottom of the screen, click Email All.
  3. A blank email message appears prepopulated with all the Contacts as recipients. You can remove individual Contacts or add additional recipients before composing and sending the message.

Block Specific Emails from Appearing in the Stream

You can block emails that contain a given email address—either an individual or a mailing list address—from appearing in the Stream view. To do this, you must create a filter in Gmail.

Note:

  • To block emails from appearing in the Stream view, all users on the affected List must create a Gmail filter.
  • Creating a filter blocks all future emails from appearing, but doesn't affect emails already displayed in the Stream view.
  1. In your Gmail Inbox, click in the upper-right corner of the screen, and then click Settings.
  2. At the top of the Settings screen, click Filters.
  3. Click Create a new filter.

    Note: You can also create the filter from a message by going to the folder containing the message (Inbox, Sent, etc.), checking the box to the left of the sender or recipient name, clicking More at the top of the screen, and then selecting Filter messages like these.
  4. Enter the sender or recipient address in the From or To field, and then click Create a filter with this search.
  5. Check the Skip the Inbox (Archive it) box, and then click Create filter or Update filter.
  6. At the top of the Settings screen, click Forwarding and POP/IMAP.
  7. Select Enable IMAP, and then click Save Changes.
  8. At the top of the Settings screen, click Labels.
  9. To the right of All Mail, uncheck the Show in IMAP box.
  10. Under System Labels, find the filter you just created, and uncheck the Show in IMAP box for that also.
  11. Caution: Unchecking 'Show in IMAP' for All Mail will have the following effect -- outgoing emails (Sent emails) and auto-archived emails that bypass the Inbox (by way of a filter) will no longer be available to show in the Stream.

Integrate ToutApp emails

There are two ways to have emails sent via ToutApp show up in your Stream for Contacts or Accounts that you have added to SalesforceIQ:

ToutApp extension

  1. Download the ToutApp extension for Gmail or Outlook, depending on which account type you have connected in SalesforceIQ.
  2. When you send a message from your regular email account, click Tout It instead of Send. This routes the message through ToutApp, and causes the message to appear in the SalesforceIQ Stream.

Server configuration

Configure ToutApp so messages you send come from your own email servers. You can do this in ToutApp online under Settings & Integrations > Email Servers. Messages sent from your own servers appear in the SalesforceIQ Stream.