Documentation

1.1. Features

out.bounz offers you the following functionalities directly in your own Salesforce environment:

• Creation of flexible and customised email templates with dynamic integration of current CRM data.
• Customisable workflow for sending emails to all objects in Salesforce (incl. custom objects).
• Use of smart email automations to minimise time and manual effort.
• Easy creation of email campaigns and journeys for optimised customer communication.
• One-click translation of email messages with the integrated DeepL translator
• Monitoring of key figures such as open and click rates of your sent emails.

All functionalities can be fully automated (depending on preference). The out.bounz and Salesforce-native automation options interlock seamlessly.

This list provides an overview. We will describe these functions individually and in detail later on.

1.2. Interface of out.bounz

The interface for configuring and using out.bounz is made up exclusively of native Salesforce components. You will find the following tabs in the application:

Note: At least 10 out.bounz licences are required to use Schedules and Campaigns.

1.3. Requirements

In order to be able to install and use out.bounz, some prerequisites must be met in your Salesforce instance. You can find out what these requirements are below.

out.bounz initially requires the use of a Salesforce SalesCloud Enterprise Edition. Higher editions of SalesCloud are of course also supported.

Sometimes emails that are not sent from your email application but from another server (in this case the Salesforce server) are flagged as spam if the server is not recognised as secure. SPF and DKIM should be configured for optimal email delivery.

• SPF: _spf.salesforce.com should be added to the SPF in your email application. This way all Salesforce domains will be recognised.

• DKIM: Search under "Setup" for "DKIM Keys" and select "Create New Key". Now select the key size and enter the selector, alternate selector, domain and domain match pattern (all these fields are also explained in the help texts in the Salesforce interface). The .txt files are published by Salesforce. Publish the CNAME and the alternative CNAME in your domain DNS. Once this is done and working, the DKIM key can be activated in the Salesforce setup.

If you want to send emails via SMTP, you should have your login details ready. You can find instructions on setting up mailboxes with SMTP settings in the "Mailboxes" chapter.

2.1. Installation

The installation of out.bounz takes place via the Salesforce AppExchange.

Click on the "Get It Now" button to start the installation process.

When you are on the installation page, select "Administrators only". This selection is necessary as otherwise unauthorised users could also gain access to sensitive data.

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Click on "Install" and confirm the message "Yes, allow access to these third-party websites".

Background: As part of the installation, authorisation must be granted to access various interfaces. In addition to the interface, communication with the out.bounz servers must also be established for the smooth operation of the tool.

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As soon as your installation is complete, you will find all the components associated with the package in your Org. You can recognise them by the namespace "out.bounz".

You may see a message that says: "The installation of this application will take some time. You will receive an email when the installation is complete. If this is the first time you have seen such a message, don't worry. Just click "Done". Salesforce will email you to let you know if the installation was successful.

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After completing the installation, we recommend checking the installation in the "Packages" section under "Installed packages" in the Salesforce setup.

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2.2. Granting rights of use

The use of the application requires the assignment of certain rights to the desired Salesforce users. A basic distinction is made here according to the type of use:

• out.bounz licences
• Salesforce Permission Sets

out.bounz licences are assigned directly to the out.bounz package listed there in the "Installed packages" area. To do this, click on the "Manage licences" button and assign the desired users.

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However, Salesforce permission sets are assigned separately. A basic distinction is made between the following types of Salesforce permission sets in out.bounz:

• out.bounz Admin: for full administrative access to all areas of the application
• out.bounz Manager: for the administration of templates, wrappers, campaigns and schedules
• out.bounz User: for user access

To assign these authorisation sets, search for "Permission Sets" in the setup.

In the list, search for "out.bounz Admin", "out.bounz Manager" and "out.bounz User" and click on the respective set of rights that you would like to assign to a user.

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Go to "Manage assignments" and add the desired users by ticking the box.

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IMPORTANT: It is also essential to release the dashboards and reports supplied as standard with out.bounz. To do this, please switch to the standard tabs for "Reports" and "Dashboards" in the Salesforce interface and there (!) share the folder "out.bounz" added with the installation of out.bounz with the group of all internal users. This sharing option can be found as follows: Search via the search function Reports or Dashboards > All folders > out.bounz > Share (via the arrow function on the right). If this step is omitted, the home screen of the out.bounz app cannot be displayed correctly for users without an administrator licence.

2.3. Record Page Activation

As Salesforce unfortunately does not allow the activation of Record Pages when installing applications such as out.bounz if Record Types are used at the same time, this must be done manually once after installation. Activation is essential in order to be able to use all out.bounz functions to their full extent.

Specifically, this affects the "Attachment Rule", "Recipient", "Sender", "Scope", "Mailbox" and "Record Rule" objects.

You can find these in the setup. Enter "Lightning App Builder" in the search bar.

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You can make the assignment for the respective objects in detail as follows:

Click on the page > Display > Activation > Assign to applications, record type and profiles > Select all apps that are used > Next > Desktop and Phone > Next > Select the relevant record type > Next > Select all profiles > Save.

Activate the following record pages:

2.4. Configuration

Search for the "out.bounz" application in the App Launcher* or via the search function.

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Switch directly to the "Configurations" tab in the app. You will already find a configuration data record here. In this data record, you must fill in the fields with the necessary information to configure out.bounz.

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The following fields can be configured:

2.5. Trial version

You have the opportunity to test out.bounz for 30 days free of charge and in full. You do not have to enter any account details. After 30 days, the test phase expires automatically and you can no longer access out.bounz.

If you want to test out.bounz in a sandbox, the installation process works exactly the same as in the live environment. The only exception is if the sandbox is a partial copy in which the configuration data set has been transferred. In this case, the "Reset Configuration" button in the configuration data set must be used to ensure smooth operation.

2.6. Order licenses

Once you have set up the configuration data set, you still need to complete the purchase process.

This step is particularly important so that you can use out.bounz!

The licence fees for using out.bounz will be collected by direct debit from the account you have specified. This allows you to enter your relevant information:

1. In the out.bounz app, you will find the "Manage Licences" button at configuration record level. Click on the button to open a login page to your licence management area. In this customer portal, you will find all the important data about your out.bounz licences, payment information and the option to book additional licences with a click.

2. To log in, you will receive a personalised code by email, which you enter in the login screen. After logging in, the overview page will open with some instructions on what information you need to provide us with so that you can use out.bounz in the future.

3. By clicking on "Check your billing address", you can enter a valid billing address. Then click on "Check your SEPA direct debit mandate" to issue a valid SEPA direct debit mandate. You will also find the input masks for your data below in the "Billing" and "Payment" tabs.

After you have entered and saved the necessary data, you will receive a confirmation email from us and a document with all the information about your SEPA direct debit mandate.

Please note: The email with the confirmation will be sent to the email address that was entered during the out.bounz download in the Salesforce AppExchange! If this email is not available, simply send us a message to support@outbounz.com

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2.7. Authentication

Once the record is created and you have deposited your payment information, you need to authenticate with the out.bounz servers to ensure all available functionalities.

This authentication is done once. To do this, simply click on the "Authenticate" button in the created record.

After successful authentication (which may have to be finalized by confirming the OAuth2 query), the user is forwarded to a results page. If successful, the authentication is indicated by a check mark in the "Authenticated" field.

In case of successful authentication, the following message appears:

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The check mark under "Authenticated" is then also set in the configuration record.

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2.8. Enable translations

To use the integrated DeepL translator, you must first configure the translation function. To do this, you need an DeepL account and the authentication key for the account. You can find this within your DeepL account.

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If you now click on the "Configure Translations" button in the "Configurations" data record, you can enter the authentication key here.

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The tick under "Translations" is then also set in the configuration data record.

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2.9. Adding recipient types

With out.bounz you can send emails to any object/record (whether custom or standard) in your Salesforce organisation. You can see the recipient types on the right-hand side of the "Configuration" data record under "Recipient Types". We have already created the recipient types for "Lead", "Contact" and "User" for you. To add a new recipient type, click on "New" next to "Recipient Types".

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Here you can name the data record (1), enter the name of the object to be sent to (2), the field name within the object in which the email address is located (3) and the API name of the field at "Recipient-Object" level that contains the reference to the data record to be sent (4). You can find the latter (4) under Setup > Object Manager > Recipient > Fields & Relationships > Field Name. Optionally, you can select the order in which the recipient types are to be listed under "Order" and specify the name of the field containing the unsubscribe information under "Opt Out Field Name" (this must be a field of type "Checkbox" that you have created).

2.10. Resetting the configuration

You can reset out.bounz to the configuration data record level by clicking on the "Reset Configuration" button at the top right. This will delete all results data records.

Authentication must also be carried out again.

The "Deactivated" checkbox allows you to stop all out.bounz functions manually.

3.1. Mailboxes

Mailboxes are the mailboxes from which you want to send your emails.

You can add 4 types of mailboxes:

• Salesforce

• Gmail

• Outlook

• Other

You can authenticate Salesforce mailboxes via organisation-wide email addresses, Gmail mailboxes via an app password and Outlook mailboxes via OAuth. For the "Other" type, you can enter SMTP information and set a password.

Salesforce mailboxes

We have already automatically created a Salesforce mailbox for all active users in the organisation. You just need to activate them.

To activate the mailbox, you must first define which people in your organisation should have access to the mailbox and who is allowed to send emails from this mailbox. To do this, click on the "Manage Relations" button at the top right of the page. For Salesforce mailboxes, you must first approve the other users for your user via the organisation-wide email address.

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Here you can add the users.

Next, you can test whether the mailbox works by clicking on the "Test" button. A test message will be sent to your email inbox.

Now you can activate your mailbox by clicking on the "Activate" button.

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After successful activation, you will receive an email from this mailbox to your email address.

You can also use the "Configure" button to define an organisation-wide email address and assign users to this address.

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Note: If you want to send an email via Salesforce, make sure that your email address is verified, otherwise the email will not be sent. It will be logged and marked as sent, but will not reach the recipient. The reason for this is that the email is then transferred to the server, but is not sent by the server due to the lack of verification.

Finally, you can define a wrapper for your mailbox.

Adding further mailboxes

To add further mailboxes, go to the "Mailboxes" tab and click on "New".

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You can use the "Send Invitation" button to invite the user by email to enter a mailbox password to use out.bounz for their mailbox. The password is stored securely so that no other Salesforce user can access it. You can also add a personal message to the email.

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The first thing you need to do is set a password. For Gmail mailboxes, we recommend generating an app password* via the settings and using this to set up the connection.

You then set the password in the Gmail mailbox by clicking on the "Set Password" button.

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For the Outlook mailbox, you must authorise your mailbox. The user or administrator can carry out the authorisation for Outlook via the "Authorize" button. If this has been carried out successfully, the checkbox in the "Authorised" field is ticked.

Now you can add shortcuts, test and activate the mailbox and add a wrapper, just like with the Salesforce mailbox.

You can also use the "Display Name" field to specify a display name that the recipient of the email will see instead of the name of the sending user.

Note: You can deactivate your mailbox at any time by clicking on the "Deactivate" button.

3.2. Templates

Templates are email templates that you later send out to your recipients. You can create a template by clicking on the "New" button at the top right of the "Templates" tab.

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An interface for creating a "template" data record opens. Fill in the following fields for the configuration:

After creating the template, you must now define a "Primary Scope". Scopes allow you to load data into the template. The primary scope is the object to which you want to send the email. For example, if you define the primary scope as "Lead", you can access all fields of the "Lead" object in your template. To create a primary scope, click on the "Create primary scope" button at the top right.

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Select your desired object here. For example, we have defined the primary scope as the lead. The primary scope is visible in the "Scope" data set. Further scopes can now be defined from the primary scope.

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• In addition to the primary scope, you can create so-called field scopes and list scopes within the primary scope by clicking on the "Create child scope" button. These are so-called "children" of the primary scope, i.e. they refer to data within the object of the primary scope. You can also create a free scope by clicking on the "New" button in the scope data record.

• Field scopes refer to lookup fields of the object and the data of the objects to which the lookup points (e.g. an account).

• List scopes refer to data from the object's lists (e.g. all contacts below the account defined in the field scope).

• Free scopes refer to all data records in Salesforce and do not need to have a connection to a field or list scope (e.g. All products in Salesforce).

  The principle of scopes can be confusing at first, which is why we will explain it again later using an example.

  1) You can now add a sender to your template. To do this, click on the "New" button in the "Sender" list. Here you can choose between "Dynamic" and "User". Then enter the name, the template and the scope. You can also set the priority of the transmitter in relation to other transmitters in "Priority". This is important if a sender does not exist and you want to specify a replacement sender to be on the safe side.

  2) You must also define a receiver for the template. To do this, click on the "New" button in the "Recipients" list. Here you can choose between "Dynamic" or the recipient types you have configured. Then enter the name, the template and the scope. Under "Category" you can choose whether you want to send the email directly to the recipient with "To" or whether you want to set the recipient to CC or BCC.

  3) You can also add attachments to your email. To do this, click on the "New" button in the "Attachments" list. Here you can give the attachment a name and specify the order of the attachments under "Order". You can then upload the attachment under Attachments.

  4) With Field Updates, you can specify whether and which fields of the scope should be updated after an email has been sent. To do this, click on the "New" button in the "Field Updates" record. Here you can give the record a name, specify the scope and enter the name of the field that is to be updated after the email has been sent under "Field Name". Under "Operator" you can specify the comparison operator to be compared, under "Condition Value" the current value of the target field and under "New Value" the target value for the updated field. The value in "New Value" is therefore only written here if the condition specified in "Operator" applies (e.g. only write to a field if it is empty beforehand).

  5) The other information displayed on the template page:

  a) Notification Settings: this shows whether notification settings exist for this template and whether they are active.

  b) Results: Results with information about emails sent with this template are displayed here.

  c) Email Messages: This shows which emails have been sent with this template.

  d)Template History: The history of the template objects you have created is displayed here.

  6) The buttons at the top right of the template page:

  a) Edit: This allows you to edit the page.

  b) Delete: Allows you to delete the entire template.

  c) Clone: Allows you to duplicate the template.

  d) Check Merge Fields: This allows you to check whether all merge fields are correct and whether the mailbox is working correctly.

  Now you can fill your email template in the "Content" area with data:

• Subject: The character string that is to form the subject of the email is saved here. You cannot use HTML tags here as these are not interpreted.

• Body: Here you can write your text either in pure HTML or mixed, depending on the "Type" specified. Examples of the use of scopes in the template can be found in the following example.

3.3. Wrappers

Wrappers are used to "wrap" information around your email. You can use wrappers at mailbox level or at template level. You can create a wrapper by clicking on the "New" button at the top right of the "Wrapper" tab.

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An interface for creating a "wrapper" data set opens. Fill in the following fields for the configuration:

For example, you can use a wrapper at mailbox level to create a signature or you can use a wrapper at template level to market more of your products.

3.4. Schedules

Schedules are used to plan the sending of emails. You can create a schedule by clicking on the "New" button at the top right of the "Schedules" tab.

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An interface for creating a "Schedule" data record opens. Complete the following fields for the configuration:

After creating the "Schedule" data set, you can view the open and click rates of the email within your schedule if you have activated notifications.

You can also define filter blocks by clicking on the "New" button in the "Filter Blocks" list. This allows you to filter which condition must apply to the primary scope of the template for the email to be sent.

The buttons at the top right of the Schedules page:

1. Edit: Allows you to edit the page.

2. Delete: Allows you to delete the entire template.

3. Clone: Allows you to duplicate the template.

4. Preview: Allows you to see which Salesforce objects the Schedule would send emails to when it is activated.

5. Activate: Allows you to activate the schedule (note: the schedules must first be activated in the configuration record).

6. Activities: Here you can view the click and open rates of your schedule and see who has received the schedule.

Schedules are checked every 5 minutes. So if you start your schedule at 10:12 am, it will be sent at 10:15 am.

Note: You can deactivate the schedule at any time by clicking on the "Deactivate" button.

3.5. Campaigns

Campaigns are used to send an email to one or more objects at a specific time. The difference to schedules is that campaigns are only executed once at a time specified by you. You can create a campaign by clicking on the "New" button at the top right of the "Campaigns" tab.

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An interface for creating a "Campaign" data record opens. Fill in the following fields for the configuration:

After creating the "Campaign" data set, you can see the open and click rates of the email within your campaign if you have activated notifications.

You can also define filter blocks by clicking on the "New" button in the "Filter Blocks" data set. This allows you to filter which conditions must be met for the campaign to be sent.

The buttons at the top right of the campaign page:

1. Edit: Allows you to edit the page.

2. Delete: Allows you to delete the entire template.

3. Clone: Allows you to duplicate the template.

4. Preview: Allows you to see who the campaign will be sent to.

5. Start: Allows you to start the campaign.

6. Activities: Here you can view the click and open rates of your schedule and see who has received the schedule.

Campaigns are checked every 5 minutes. So if you start your campaign at 10:12 am, it will effectively start at 10:15 am.

You can stop your campaign after it has started by clicking on the "Abort" button.

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3.6. Notification Settings

With notification settings, you can set whether and when you want to be notified when a recipient opens the email you have sent. You can set this by clicking on the "New" button in the "Notification Settings" tab.

Here you have the option of activating notifications for emails sent by a specific user. For example, if an employee sends an email from your user, you will be notified of the opening and not your employee. On the other hand, you can activate the notifications for emails sent from a specific template with a specific user. This allows you to be notified only for certain emails that are sent via your user instead of all emails.

You can also choose whether the notification setting is active and whether you only want to be notified when the email is opened for the first time or every time it is opened. You can also set whether every opening should be counted as an opening or only the first one.

You will then see the notification at the top right of the bell and in the "Activities" tab.

4.1. Data entry error

If errors occur due to incorrect entries or connection problems, the user receives a corresponding message.

If no error message is displayed, it can generally be assumed that the triggered action was successful.

Some of the error messages displayed originate from connected third-party systems, the out.bounz application or Salesforce itself.

If an error message is unclear, we recommend consulting the Salesforce administrator responsible for the installation. If they are also unable to help, simply send an email to support@outbounz.com and send us a screenshot of the error message so that we can help you directly.

4.2. Error with actions executed in the background

For a better overview, most of the actions performed in the background are saved in a "Result" object set up for this purpose. This makes it possible to trace actions carried out in the background or automatically.

A list of these result data records can be found in the "Results" tab. If successful, the message "Success" is displayed. In the event of an error, the corresponding error is displayed.

Note on releasing storage space: The "Clear" button can be used in any list view of the "Results" tab to release storage space that has been used up over time by accumulated "Result" data records. Please note that when using this button, all "Result" data records are always deleted regardless of the currently displayed list view!