The 'Email Address Books' tab displays a list of existing address books and allows for the creation of new email address books, as well as the deletion of them.
From here you can also request an immediate synchronisation of one or multiple email address books, plus apply some advanced settings.
Synchronising address books
The 'Synchronise Address Book' button is used to send address book contact data updates between Salesforce and Engagement Cloud.
Select at least one address book to be synchronised before clicking on Synchronise Address Books.
A message will appear confirming the success of your synchronisation request.
Creating a new address book
A new address book can be created by selecting Add Address Book.
Select the Engagement Cloud account that you want the address book to use from the 'Email Account' dropdown list.
Next, enter the new address book's name.
Tick Manual Synchronisation Only if you don't want your new address book to be included in the standard scheduled synchronisation. This will mean it's only possible to synchronise data by selecting it from the main 'Email Address Books' page. Scheduled synchronisation won't have any effect.
Tick Enable Support for Address Book Join Trigger to ensure Engagement Cloud's join trigger is used for any additions to the address book. This means each addition to the address book will be inserted individually, which in turn means this method will consume API calls at a higher rate than the default bulk method. The option can be activated at any time and will take effect at the next synchronisation.
Click Save to create a new empty address book.
A confirmation message will be displayed.
If you want to create more address books, this can be done before closing the 'Add address book' window.
Using the 'Advanced' button to edit an address book's settings
To edit an existing address book's settings, click on the address book's name and then click on Advanced at the top of the 'Email Address Book Detail' page.
The 'Advanced' window has two tabs - Settings and Campaign Members Status Filter.
Tick Manual Synchronisation if you don't want the address book to be included in the standard scheduled synchronisation. This will mean it's only possible to synchronise data by selecting it from the main 'Email Address Books' page. Scheduled synchronisation won't have any effect.
The connector will automatically set Manual Synchronisation after the inactivity timeout period. After the set number of days of the email address book not being sent to from either Salesforce of Engagement Cloud, it then won't get included in the scheduled synchronisation.
The number of days of inactivity can be set from a range between 1 to 180 days (default 45 days). After this period of inactivity, Manual Synchronisation will get checked for the email address book.
If at any time, the "Manual Sync Only" (MSO) is un-checked, and a send is made (either from SF or EC), the timer will be reset. If there are no more sends within the inactivity period, it get marked as MSO again.
Tick Join Trigger to ensure Engagement Cloud's join trigger is used for any additions to the address book. This means each addition to the address book will be inserted individually, which in turn means this method will consume API calls at a higher rate than the default bulk method.
Tick Source List for an email address book that isn't linked to any email campaigns, such as ones used by a program. This stops inactivity monitoring from applying any manual synchronisation, and the address book will always be included in scheduled synchronisations.
Campaign Members Status Filter
A filter based on campaign member status can be applied to the address book for the next synchronisation by ticking Enable Filtering by Membership Status. This filter can be based on either excluding or including members with the selected filter.
If more than one campaign is linked to the address book, the filter will apply to all linked campaigns.
When the required options have been selected, click Save to set them. This filter will then be applied for the next synchronisation, either on demand or scheduled.
This functionality allows the Salesforce campaign membership to remain unchanged, while the address book membership is altered. The filter may result in there being no members in the address book following synchronisation.
Once happy with the set up of your filter, click Save.
Deleting an address book
To delete an address book, either click on Del next to the address book or click on the address book's name and click Delete on the 'Email Address Book Detail' page.
You'll be asked to confirm the deletion before it's permanently erased.
Click OK to return to the main 'Email Address Books' home screen.
Deleting an address book is restricted by permission set and can't be done by a standard user. If you don't have the required permission, delete the address book directly in Engagement Cloud if required.