Signing Up for a SmartCloud Connect Account
To start using SmartCloud Connect, you need to provide some information about you and your configuration by signing up for a SmartCloud Connect account.
Note: Before you sign up, make sure that you have a Salesforce and MS Exchange or Office 365 Exchange Online account, and you remember your login/password for these services.
Note for Gmail users: Currently, SmartCloud Connect does not support synchronization between Gmail and Salesforce. Thereby, if you are planning to use SmartCloud Connect solely from your Gmail mailbox, you do not need a SmartCloud Connect account. For information on how to get started with SmartCloud Connect for Gmail, see "Using SmartCloud Connect for Salesforce and Gmail".
To sign up for a new SmartCloud account, go to this link and follow the wizard that will guide you through the account creation process. The wizard will guide you through the following steps:
Specify Your Salesforce Account
To give SmartCloud Connect access to your Salesforce data, you must either authorize SmartCloud Connect to access your Salesforce data or enter your Salesforce account credentials directly to SmartCloud Connect.
Note: For increased security, authorizing SmartCloud Connect to access your Salesforce data is a preferred method as compared to providing your Salesforce username and password directly, because in this way you ensure that your Salesforce password is known only to you and no other services have access to it. In addition, you will not be required to re-authorize SmartCloud Connect after you change your Salesforce password.
Authorizing SmartCloud Connect to Access Salesforce
- To authorize SmartCloud Connect to access your Salesforce data, click the Salesforce logo and specify your Salesforce username and password in the “Login” dialog box that appears.
In the screenshot, a standard Salesforce login dialog box is shown. Note that this dialog box may look different, depending on your Salesforce configuration.
- To log in to Salesforce Sandbox (a copy of a production environment used for testing and development), select the Yes, I use Salesforce Sandbox check box and specify the sandbox suffix in the box that appears. Then click the Salesforce logo and enter your username and password.
- To log in to your Community Cloud (Customer Community or Partner Community) account, select the My Customer/Partner Community check box and specify your community URL. Then click the Salesforce logo and enter your username and password.
Entering your Salesforce Credentials Manually
If you want to enter your Salesforce account credentials manually, do the following:
- In the Login box, enter your Salesforce username.
- In the Password box, enter your Salesforce password.
- If you need to optionally specify a Salesforce security token (emailed to you when you set up your Salesforce account, or the when you reset your password), use the corresponding box.
- If you want SmartCloud Connect to log in to your Salesforce Sandbox, select the Yes, I use Salesforce Sandbox check box and specify the sandbox suffix in the box that appears.
- Click Next to proceed to the next step of the wizard.
Specify Your Mailbox Account
Specify your Office 365 or Exchange account that will be used with SmartCloud Connect:
- To log in to your Office 365 account, click the Office 365 logo and specify your Microsoft account email and password in the “Sign in to your account” dialog box that appears.
- If you use an on-premises installation of Microsoft Exchange, your Exchange Server is hosted by some third-party provider, or you use Outlook.com Mail (Outlook.com), click the advanced setup link and do the following:
- In the E-mail to sync box, specify your email address.
- In the Password box, enter the password for your Exchange account.
- On some configurations, you may be asked to provide your Exchange user name. In this case, specify it in the User name box. This name is usually your domain name followed by a backslash and your account ID (for example, if your domain is "work" and your Windows account ID is "johndoe," you type work\johndoe).
- Usually, SmartCloud Connect automatically finds the required EWS endpoint URL, but if it was not found or you need to specify it manually, select the Do not use Autodiscover… check box and enter the Exchange Web Services endpoint URL in the box that appears.
- Click Next to proceed to the next step.
Select Data You Want to Synchronize
On the last page of the wizard, select what types of records you want to synchronize – appointments, tasks, or contacts – by turning on or off the corresponding button.
Appointments and Tasks
SmartCloud Connect synchronizes appointments and tasks that meet the following criteria:
- Of which you are the owner
- Which are not complete
- Which are from the past two weeks and are up to four weeks in the future
For contacts, you can click Customize and select what contacts you want to be synchronized:
- All available contacts
- Only my contacts
- Only contacts from the specified Salesforce view (list views are views you can create in Salesforce that contain a specific set of contacts). SmartCloud Connect automatically retrieves a list of views available for your contacts so that you can pick the one that matches your preference.
Note: When using a custom Salesforce view, select the view that includes contacts owned by you. Otherwise, new contacts that you add from Exchange to Salesforce may get later removed from Exchange because they are not the part of the selected view.
Record Count Limits
SmartCloud Connect provides you with an estimated number of records of each to be synchronized for each record type between your Exchange mailbox and Salesforce. Note that some SmartCloud Connect plans have a limit on the maximum number of synchronized records. Once the limit is reached, SmartCloud Connect may limit the number of records retrieved from Salesforce to your Exchange.
Example: Suppose you have 15,000 contacts in Salesforce, and your plan allows for a maximum of 10K records. If you synchronize only the contacts, then only 10,000 of those 15,000 will be synchronized between Salesforce and Exchange. SmartCloud Connect will retrieve the newest 10,000 contacts based on the contact creation date.
Once done, click Finish to complete the registration and configuration process. SmartCloud Connect will trigger the initial synchronization in the background and install the SmartCloud Connect Outlook Add-In for compatible email clients.
Installing SmartCloud Connect Outlook Add-In
If SmartCloud Connect Outlook Add-In was not installed automatically for you, you still can install it manually:
- On the SmartCloud Connect Dashboard page, click "Install Outlook Add-In".
- In Office 365, in Mail, click Settings and then click Manage Add-Ins. Using the search box, find SmartCloud Connect and turn on the switch to install the Add-In.
- In MS Outlook, click File and then click Manage Add-Ins. In the page that appears, click Find more add-ins for Outlook at the Office Store... and install the SmartCloud Connect Add-In.