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Salesforce User Guide

Emma for Salesforce is available only to Emma Plus & Emma HQ Customers and requires installation service by our integration experts. To request installation, fill out our service form.

Emma Groups

Anatomy of the Groups page

When you open an Emma Group within Salesforce, there are a lot of fields displayed, many of them added in the latest version of the integration. Here are some quick definitions describing what those fields mean:

  • Emma Group Name - The name you chose for this particular group. 
  • Synced Members - Number of members in this group that have been created in Emma. Note that this might not match the number you see in your group in Emma if there are duplicate email addresses on your report. 
  • Total Unique Members - These are the number of unique records there are in this group based on their email address. Since Emma uses email address as its unique identifier, this number should match Members in Emma when the group is synced.
  • Members in Emma - This is the number of members in the corresponding group in Emma (Active, Error and Opt Out combined). This should match Total Unique Members when the group is in sync.
  • Total Members - This number includes all records in the associated report, as well as any records in your account with the same email address. This number can be larger than the number of members on your report. 
  • # of Leads - The number of leads on in this particular group. 
  • # of Contacts - The number of contacts in this particular group. 
  • # of Non Contact/Lead Records - The number of records in the group that are neither leads nor contacts. 
  • Emma Group ID - The ID of the group record in Emma. It’s unlikely you’ll need this number, but it can be helpful when troubleshooting. 
  • Emma Sync Status - This field lets you know the sync status of the group. If this field says Synchronized, it means that the Group Name and Group ID is properly synced with Emma. It does not necessarily mean that all the members in the group are synced. That status will show on the member records individually. 
  • Emma Last Synced Date - The last time this group data was synced. 
  • Report Link - A link to the report used to generate the group. 
  • Created By - The user that created the group, and the timestamp for when it was created. 
  • Last Modified By - The user that last modified the group, and the timestamp for when that happened. 

To create a new Emma group from the Groups section

  1. Click the New Emma Group button on the main "Emma Groups" page.
  2. Enter a name for the group you'd like to create.
  3. Click Save.

To add a lead or contact to a new group

  1. From the lead or contact record, click the New Emma Group Membership button.
  2. The name of the lead or contact will automatically appear on the left. Enter the group you'd like to add them to on the right, then click Save.

To add a new lead or contact to a group from the groups section

  1. Click the New Emma Group Membership button.
  2. Enter the name of the lead or contact that you'd' like to add and press Save. You can only add one member at a time, so be sure to add either a lead or contact here -- not both.

Create custom report types

When you’re creating Emma Groups from reports, any report that contains an Object ID that relates to an individual can be used to create that group. However, we recommend that you use Custom Report Types in Salesforce for the best results. This is especially true if you’re working with large reports (over 100,000 records) or if you are reporting on a custom object. 

The Emma for Salesforce application comes with a few pre-built custom report types. They are: 

  • Emma Account
  • Emma Contact 
  • Emma Lead
  • Emma Mailings with Contacts and Leads
  • Emma Mailings with Emma Emails with Email Actions
  • Emma Mailings with Mailing Links with Email Actions

However, you can use any Custom Report Type, including ones that you create. Click here for instructions on how to create these. 

Create new group from report

  • Click the New Emma Group button on the main Emma Groups page.
  • Check the box marked Also add members from Salesforce report.
  • Choose the folder where the Salesforce report you wish to use is located (we recommend using the Emma Emails folder for storing reports for group creation).
  • Choose your report in the Select Report dropdown menu. Keep in mind that your report must include the object id (contact id or lead id) in addition to an email address to be eligible for import into the selected Emma Group.
  • If you’re using a Custom Report Type, you’ll see a field called Select Member Field. Select the field you’d like to use to identify the members for the group. 
  • If you'd like this group to Auto Refresh each day, check the box next to "Auto Refresh Group Members." This must be configured in Emma Setup in the Sync Options step.
  • Click Save.

TIP: populate an Emma Group with only one Salesforce report. If you want to send to an audience that includes more than one Salesforce report, create a separate Emma Group to correspond with each of the Salesforce reports and select to send to all of those groups on the review and send screen when sending your mailing.

How to refresh a group

If you created an Emma Group with a report, the Emma Group doesn't automatically update as you refresh the report data in Salesforce. Similar to the traditional import process within your Emma account, the leads or contacts pulled in to a report will only be sent to an Emma group when you go through the steps to add them. There isn't a persisting tie between the report and the Emma group.

If you refresh a report and would like to update the membership within your existing Emma group to match the refreshed report data, you’ll want to use the refresh group members feature. That feature updates the group membership to match the refreshed data in the report you originally used to populate the Emma Group in Salesforce, removing from the Emma Group any leads/contacts that are no longer included in the updated report data.

  1. Open the existing Emma Group in Salesforce.
  2. Click the Refresh group members button.

How to delete a group

  1. Go to the group you want to delete from within the Emma Groups tab and click on the “delete” button.

Note: Due to the two way nature of the sync in the integration deleting a synced group in Salesforce will delete the corresponding group in Emma.

Emma Mailings

Triggering Automated Emails

Emma’s automation feature lets you trigger email sends based on many different criteria, including the ability to trigger sends based on fields changing in Emma. Now, with the Emma for Salesforce integration, you can trigger those emails based on field changes that happen in Salesforce as well. Here’s how it works:

  1. During the syncing process, make sure that you map the Salesforce field that you’d like to use for your trigger to a corresponding member field in Emma.
  2. In Emma, set up an automated email based on that field changing in Emma. Learn more about field change automation triggers.
  3. That’s it! From now on, when the values for this field change in Salesforce, they’ll be updated in Emma and your automated workflows will fire appropriately.
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