Documentation

1.1. Features

With out.bounz you never have to leave your Salesforce environment again to send a message to your CRM contacts.

Send email messages partially or fully automated. And depending on the status of an object. Here's an illustrative example: A prospect's contact details end up in your Salesforce system. After filling out your web form, send the prospect a personalised email welcoming him or her.

If your prospect books an appointment, a demo, etc. and the status of the object changes, you can send another fully automated e-mail - triggered by the status change. You only have to create the e-mail text once in a template.

Would you prefer to adjust the e-mail again before sending it? Partial automation of your email communication is also possible.

But with out.bounz you can do even more:

• Compose email templates in your native language and translate them into your recipient's language with a click. This is made possible by the integration of DeepL, one of the world's most professional machine translation platforms.
• Create flexible email templates and dynamically populate them with the information you need from your Salesforce system.
• Use simple email automations to minimise time and manual effort in your email communication.
• Optimise your email campaigns using helpful KPIs such as open rate.
• Build your individual workflows and customer journeys as you need them. Send emails not only to standard objects but also to your custom objects.

1.2. Interface of out.bounz

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

2.1. Salesforce version

To install and use out.bounz, you need a Salesforce-Enterprise, Unlimited- Developer-Version that can perform API calls (if you want to send via SMTP).

2.2. Email

SPF & DKIM

Sometimes, emails that are not sent from within their email-application but from another server (in this case the Salesforce server), will be flagged as spam, if the server is not recognised as safe. For optimal email sending, SPF and DKIM should be configured.

• SPF: _spf.salesforce.com should be added to the SPF in your email application. All Salesforce domains will be recognized that way.
• DKIM: Search for “DKIM Keys” in “Setup” and choose “Create New Key”. Now select your Key-Size, Selector (Name of your Key), Alternate Selector, Domain and Domain Match (All of those fields are also explained in Help-Texts in your Salesforce interface). The .txt files are published by Salesforce. In your Domains DNS, publish the CName and alternate CNAME. When this is done and works, the SKIM Key can be activated in the Salesforce-Setup.

SMTP

If you want to send emails via SMTP you should have your credentials ready. For a more detailed guide on how to setup “Mailboxes” with SMTP settings, please referre to the “Mailboxes” chapter.

3.1. Installation

The installation of out.bounz is don via Salesforce AppExchange.

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

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

X

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

As part of the installation, release must be granted to address different interfaces. In addition to the interface, communication must also be established with out.bounz servers for the smooth operation of the tool.

Click "Next" to start the installation.

As soon as your installation is finished, you will find all components belonging to the package in your Salesforce-Org. You can recognize them by the name range "out.bounz".

You may see a notification that says, "This application will take some time to install. You will receive an email when the installation is complete." If such a message appears to you for the first time, don't worry. Just click "Done." Salesforce will then email you to let you know if the installation was successful.

After the installation is complete, we recommend that you check the installation in the "Packages" section under "Installed Packages" in the Salesforce Setup.

3.2. Granting rights of use

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

• out.bounz licenses
• Salesforce permission sets*

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

The assignment of Salesforce permission sets, on the other hand, is done separately. The following types of Salesforce permission sets are basically distinguished in out.bounz:

• out.bounz Admin: for administrative full access to all areas of the application
• out.bounz Manager: for managing Templates, Wrapper, Campaigns and Schedules
• out.bounz User: for user access

To assign these permission sets, search for "permission sets" in Setup.

Search for "out.bounz Admin", ”out.bounz Manager” and "out.bounz User" in the list and click on the respective set of rights you want to assign to a user.

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

3.3. Activate the out.bounz Lightning record pages via the Lightning App Builder

For a basic setup, just assign them for the out.bounz app. Down the line, however, you might want to activate some record pages in other apps, too, depending on whether those records will be viewed from that app. For Objects with multiple record-types you need to set up the record pages under ”App, Record Type and Profile”. Those objects are:

3.4. Configuration

Now, open the out.bounz app in your Salesforce Org, navigate to “Configurations” and open the out.bounz Configuration Record. Here, you can and should do a couple of things:

1. Set an error email address (optional for minimal setup, but highly recommended)
   

2. Configure the translation functionality (optional for minimal setup)
   a. For this, you will need a DeepL Account and the Account’s Authentication Key (Authentication Key). Just copy-paste the key into the UI and hit “Enter”.
   b. In order for translations to work, you need to specify an editing language on template level and specify a recipient language field for your recipient. If at least one of those is empty, there will be no option to translate your mail.
   

3. Add additional Recipient Types (optional for minimal setup)
   With out.bounz, you can send emails to any Object/Record in your Salesforce Org. In order to add a new recipient type, just click “New”, next to “Recipient Types”, name your Record, specify the Object, the field, where the email address is located and the Recipient Field Name (The API name of the field at recipient object level that contains the reference to the tartget record (e.g. Contact)). You can also choose an “Order” parameter that lets you choose the order in which the Recipient Records are listed.

3.5. Trial version

You have the opportunity to test out.bounz for 30 days free of charge and in full. You do not need any credit card information. After 30 days, the trial 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 like in the live environment. The only exception is if the sandbox is created after installing out.bounz, i.e. if out.bounz is already pre-installed in the sandbox with partially existing configuration data. In that case, it is mandatory to use the "Reset Configuration" button for smooth operation.

3.6. Order licenses

After you have created the configuration record, you need to complete the purchase process.

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

The license fees for the use of out.bounz will be collected by direct debit from the account you specified. That is how you can deposit your corresponding information.

• In the out.bounz app, you will find the "Manage Licenses" button in the "Configuration" tab. Clicking on the button opens a login page to your license management area. In this customer portal you will find all important information about your out.bounz licenses, payment information, but also the possibility to add more licenses with a click.
• To log in, you will receive an individual code by email, which you enter in the login mask.
• After logging in, the overview page will open with some information about what you need to tell us in order to use out.bounz in the future.

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 can also find the input masks for your data below in the tabs "Billing" and "Payment".

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

Note : The confirmation email will be sent to the email address that was entered during the out.bounz download in the Salesforce AppExchange!

X

3.7. 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:

X

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

X

3.8. Mailboxes

For all active users in the org, we already created a Salesforce-Mailbox for you. You just need to activate them.

There are 4 Types of Mailboxes available:

• Salesforce
• Gmail
• Outlook
• Other

For the first three, you can authenticate your Mailbox via OAuth, for the “Other” type, you can specify SMTP information and set your password via the “Set Password” button.

Important for OAuth-Authenticated Mailboxes: You can set an app password in most applications and use it to authenticate your out.bounz mailbox, so you don’t have to type in your personal password (and change it every time you change your personal password). For SMTP, just insert Server, Port, User and Encryption and set your password like you’d do in other mailboxes.

Make sure to activate your mailbox before you try to use it. After a successful activation, you will receive an email from that mailbox to your specified Error Email Address from the Configuration Record.

3.9. Templates

To create templates, you navigate to the tab “Templates” and click “New”. Now you can specify the following information:

• Name: Choose a simple but telling name. You will need this to find and choose your template later.
• Type
  1. Mixed: You can use HTML and “normal” text
  2. HTML: The whole template-body will be interpreted as HTML
  

4.1. Create a campaign

Preliminary work: You need a valid configuration and at least one active mailbox.

For this example, we want to send a friendly hello to all leads in our org. We create the following template:

• Name: Hello World

• Type: Mixed

X

We hit “Save” and then click on “Create Primary Scope”, search for Lead, check the checkbox and hit “Create”.

X

We now create a Field Scope (under Scopes - New) with the following information:

• Name: Lead_Owner
• Object Name: User
• Parent: Lead (Name of the Primary Scope)
• Field Name: OwnerId

X

Now, we create a Dynamic Sender with the following information:

• Name: Lead Owner
• Scope: Lead_Owner
• Template: Hello World

X

Now, our Leads will receive their emails from the user that is the lead owner (All users that are Lead owners for your test should have an active mailbox in order for this to work properly).

Next, we create a recipient. We can create a Lead-Recipient, however, let’s choose a dynamic recipient to explain the process. We create the following dynamic Recipient:

• Name: Lead Recipient

• Scope: Lead

• Template: Hello World

• Category: To

• Email Field Name: Email

X

Finally, we can fill the email with content.

Input the following information:

Subject:

Friendly Hello from {Lead_Owner.Name}

Body:

Hello {Lead.Name} from {Lead.Company}
I wanted to say a friendly hello to you and get in contact,

Kind regards,
{Lead_Owner.Name}

Now, if we wanted to use this template to sent emails via button, it would be good to go. However, for Campaigns and Schedules we need to do some extra steps:

1. We need a field of type boolean on the Lead object that is true, if our mail should be sent and false otherwise. For this, let’s create the following field:

   a. Type: Checkbox
   b. Default Value: Checked
   c. Field Name: Send_Mail_c
   

2. We create the following Field Update Record:
   a. Name: Update Send Mail
   b. Operator: =
   c. Condition Value: true
   d. New Value: false
   e. Scope: Lead
   f. Field Name: Send_Mail__c

X

Now, if an email that uses this template is sent and the “Send_Mail__c” checkbox is checked, it will be unchecked.

Having done this, we can now create a new Campaign. We use the following information:

• Name: Lead Hello World

• Template: Hello World

• Field Name: Send_Mail_c

X

After that, we click on the campaign, set the scheduled date to now and hit the “Start” Button. The page the button will open will also ask for a scheduled date but autofill it to the date set previously. After starting the Campaign, its status will change from “Draft” to “Planned” once the next cycle of the schedule executes, the Campaign will begin to end emails. You can always abort a campaign with the “Abort”-Button. However, emails sent can’t be undone. After the first email has been sent, the Status will update to “Running” and after having sent all emails, it will change to “Finished”.

4.2. Button for Translation

In this example, we will create a button on Lead level to send the same email as in the Campaign earlier, but with the added flexibility of translation and customisation of the template. For this, we create a Detail Page Button called “Send Mail“ with an URL of the following Syntax:

/apex/outbounz2__SendMessage?id={![object].id}&template=[TEMPLATEID]&user=[USERID]&mailbox=[MAILBOX]&language=[LANGUAGE CODE]

[object] is the object of the templates' primary scope.

The Template Identifier can be found on the Template Record Page and has the following form:

OZTxxxx where x is a number. The first Template has the Identifier OZT0001. Any other parameters, apart from the template ID are optional.

After adding the Button to the layout, you can now use it, to send a single email to the defined recipient on your record. After clicking the button, you will see that the template has been loaded with the correct data from the defined scopes. You can now edit the email to your liking and also add other recipients (Here you can either select a Recipient Type or an adress and just type in the adress you want to send the mail to).

Finally, you can also schedule the sending of the mail or preview the final layout before sending your mail by hitting “Send”.

Now, let’s add the translation functionality. For this we need to do two things:

1. Add a language to our Template. In this example we simply type in “English”

2. Add a Language Field to our recipient record. This is already configured for the out-of-the-box Lead Recipient, however for our Lead Recipient, we simpy add the “outbounz2_Language__c“ field into the “Language Field Name”. Now, we will get the option to translate our email into the language, specified in our lead record. (e.g. Add FR into this field for french, DE for german, etc.). Instead of this, you can add the &language=DE parameter to the URL inside the button to enable translation to, in this example, german.

5.1. Data entry error

In the event of errors due to incorrect entries or connection problems, the user receives a corresponding message.

If there is no indication of an error, it can generally be assumed that the triggered action was successful.

If an error message is unclear, we recommend consulting the Salesforce administrator responsible for the installation.