How do I Blacklist / Whitelist Email Addresses and Domains in Ebsta Sync?

Ebsta Support -

You will need to be a Salesforce Administrator to see which Users have connected a Mailbox to Ebsta Sync.

Administrators have a number of controls to blacklisting specific domains or email addresses. For example:

  • Ignore emails with an ‘@gmail.com’ domain
  • Ignore emails from ‘example@acme.com’
  • Ignore emails from email addresses that include ‘no-reply’ or ‘support’

 

Manage Blacklisting & Whitelisting

1. Go to a Salesforce Record (e.g. a Contact, Account or Opportunity) that has Ebsta added to the Page Layout

 

2. Click on your Name in the top right-hand corner and click on Settings from the dropdown

 

3. Click on the Settings dropdown in the top right-hand corner and then click Blacklist / Whitelist Rules

4. You now have the ability to make tweaks and changes to Ebsta best suits your requirements. Create a new Rule and then click Add. One you have made all your changes, click Save

 

 

What do I put in the Domain / Email Address field?

You will need to add specific Domains (e.g. ebsta.com), Email Addresses (e.g. example@ebsta.com) or particular words (e.g. support for any support@ emails).

 

What do the key Rule Types mean?

 

 

Domain Blacklist Only (Exact Match):

This allows you to blacklist a domain from searches (e.g. when you view an Account and run a search for acme.com from the domain field), but still allow for exact email address results to show.

As an example, you could blacklist acme.com, but results for tom@acme.com and sam@acme.com would still show.

If you wanted to blacklist a specific email address you could add that (e.g. daniel@acme.com).

Domain Blacklist Only (Contains):

This will allow you to blacklist anything that contains a specific term.

As an example, you could blacklist acme.com and every result, including exact email addresses, would be blacklisted and not shown.

Domain Wildcard (Contains):

This will allow you to blacklist terms contained within a search term.

As an example, you could blacklist acme., and every result including acme. would be blacklisted. This allows for different domain extensions (e.g. acme.com, acme.eu, acme.de, acme.com.mx etc.).

Domain Wildcard (Exact Match):

This will allow you to blacklist a domain from searches (e.g. when you view an Account and run a search for acme. from the domain field), and all potential domain variations, but still allow for exact email address results to show.

As an example, you could blacklist @acme. and Ebsta would blacklisted the different domain extensions (e.g. acme.com, acme.eu, acme.de, acme.com.mx etc.) but still show exact email addresses (e.g. tom@acme.eu, sarah@acme.de, bill@acme.com.mx).

Blacklist Before the @:

This will allow you to blacklist results that include specific terms before the @.

As an example, you could blacklist no-reply to ensure that Ebsta did not display results for no-reply@acme.com, no-reply@example.com etc.

Exact Match Whitelist:

This allows you to whitelist specific email addresses and override your existing blacklist rules.

As an example, you could have acme.com blacklisted, but then add tom@acme.com as a exact match whitelist rule to ensure you do not see results for acme.com unless it is for tom@acme.com.

What is included in the Advanced Settings?

 

Services:

Data Alerts:

This relates to the third Tab in the Ebsta Window and the Data Export feature

Activity Feed:

This relates to the first Tab in the Ebsta Window that shows email communications

Reporting:

This relates to the Reporting Feature, including emails sent or received vs. a User or against specific Salesforce records

Parsing Services:

This relates to information Ebsta could parse from a signature (e.g. You may want to blacklist your own phone number)

Contacts View:

This relates to the second Tab in the Ebsta Window that shows Contact records for business contacts found in email signatures

 

Salesforce Prefix / ID:

You can specify which Salesforce Object, or even Salesforce Record, your rule relates to by adding the Salesforce Object Prefix (e.g. 001 for Accounts) or specific Salesforce Record ID (e.g. 0012400000LAXZm for “Acme Account”).

Example:

You may have thomas@example.com as a Contact related to two different Accounts (“Acme Account” and “Example Account”), but only want his emails to show against “Acme Account”.

You would add a rule that blacklisted thomas@example.com from the Activity Feed with the Salesforce ID for “Acme Account” (e.g. 0012400000LAXZm).

A full list of Salesforce Object Prefixes can be found here.