This workflow makes sure important communications and updates from Outlook are consistently logged into Salesforce. It solves the common problem of missed or inconsistent tracking by automating capture, while still giving you control to review new or uncertain data. The result is complete records for Accounts and Contacts without extra manual entry.
In this workflow, there are two ways to log items:
Log an existing email (Forward, CC, or BCC an email you already have).
Log a new Note (write a fresh email with
[NOTE]in the subject).
Both methods use the same sync address your team provided.
Step 1: Log an Existing Email
/
Use this if you want to save the full email conversation.
Open the email in your Inbox or Sent Items.
Do one of the following:
Forward the email to the sync address, OR
Add the sync address in CC or BCC when replying or composing.
Send the email.
AI Parsing & Classification (applies to emails only)
Before logging the activity, AI analyzes the subject and body:
If the subject is unclear, empty, or generic, AI rewrites it to reflect the context.
Example:"Re:" → "Follow-up on Fund III DD Meeting"If the subject is already clear → The original subject is retained
This process applies only to emails
[NOTE]subjects are never modified
What Happens Next
Condition | System Action |
|---|---|
Email matches Contact Primary Email | Auto-link → Task logged |
Email matches Contact Alternate Email | Auto-link → Task logged (no review) |
No Contact match, but Account exists | Create New Contact Task assigned to user |
No Contact and no Account exist | Create New Contact Task assigned to user |
Multiple possible Contacts (different records, regardless of primary/alternate) | Create New Contact Task → user selects correct contact |
Multiple possible Accounts | Create New Contact Task → user selects correct account |
⚠️ No valid external email found (internal-only, blank) | Sync stops → User notified |
⚠️ Duplicate detected | Sync stops → User notified |
Email Sync Error Notification Example
Hi Sender Name,
Your email to the Salesforce sync address could not be logged automatically.
Reason: Either it is already logged (duplicate) or no valid email address was found.
How to fix:
Make sure the message contains at least one valid email address that exists in Salesforce, or
Resend with a slightly updated subject so it is not treated as a duplicate.
Email Content:
From: [Sender Name]
Sent: [Date & Time Sent]
To: [Recipient(s)]
Cc: [Recipient(s)]
Subject: [Original Email Subject]
Preview:
[First few lines of the email]
Thanks,
MergePoint Team
Step 2: Log a New Note
Use this when you want to capture a quick meeting recap, call summary, or general note.
Click “New Email” in Outlook.
In the To field, enter the sync inbox email provided:
[email protected]Start your subject with
[NOTE].For a Call →
[NOTE] Call: [Contact/Account] on [Date]For a Meeting →
[NOTE] Meeting: [Contact/Account] on [Date] in [Location]For a General Note →
[NOTE]: [Contact/Account] – [short description]
Write your note in the body (your recap, next steps, etc.).
Send.
Examples
[NOTE] Call: Jane Smith on Sept 1, 2025[NOTE] Meeting: ABC Capital with John Doe on Sept 5, 2025 in Singapore[NOTE]: Investor recap with Jane Smith
What happens next
Salesforce logs it as a Note Task.
Subject line = Note title (with date/location if included).
Contacts/Accounts are linked based on the subject.
Body = Comments for context (stored exactly as you wrote it).
If the subject doesn’t match cleanly, the email will still log but flagged for review.
Step 3: Create New Contact Task (User Confirmation Required)
This task appears when Mergepoint needs your decision.
This happens when:
Trigger | Why | Task Type |
|---|---|---|
No Contact exists, but Account exists | Need to create Contact under known Account | Create Create New Contact Task |
No Contact and no Account exist | Need to create both records | Create Create New Contact Task |
Multiple Account or Contact matches detected | Need user to select correct match | Create Create New Contact Task |
What You Do in the Task
You choose one of the following:
Action | Result |
|---|---|
Link to existing Contact | Email logs to that Contact |
Link to existing Account + create new Contact | Adds Contact under Account |
Create new Account + new Contact | Creates both records |
If multiple matches: Select the correct Contact/Account | Ensures clean CRM data |
What happens next
No Account or Contact is ever created automatically.
User confirmation is always required.
Use this if Salesforce needs your confirmation.
Email Notification Here:
Hi [Name],
Your email couldn’t be logged automatically, and a Review Create New Contact Task has been assigned to you in MergePoint.
Reason:
A new or unmatched contact/account was detected.
[Open Task in MergePoint]
(Button links to → [Task_URL])
Email Details:
Subject: [Original Email Subject]
From: [Sender Name]
To: [Recipient(s)]
Preview:
[First few lines of the email body]
Thanks,
Mergepoint Team
Final Duplicate Check
Upon clicking Approve, system re-checks email across Primary + Alternate Email fields.
If email already exists in another Contact → User must select instead.
No duplicates are ever auto-created.
Step 4: Outlook Labels
Outlook automatically adds labels so you know the result.
Label | Meaning |
|---|---|
| Logged successfully |
| No match found ← Review Task created |
| Already logged |
| Missing Account/Contact details in [NOTE] |
Quick Reference: Emails vs Notes
If you want to… | What to do | Subject line | Result | Example |
|---|---|---|---|---|
Save a full email thread | Forward, CC, or BCC to sync | Keep original subject | Logged as a Task (review if new contacts) | Forward a client reply |
Capture a quick update | Draft new email to sync |
| Logged as a Note (review if no clear match) |
|
Key Reminders for Users
Use Forward/CC/BCC for existing emails.
Use
[NOTE]in subject for new notes.Always include an Account/Contact name or email after
[NOTE].Review tasks appear whenever Salesforce needs your confirmation.
No Accounts or Contacts are created without approval.
Outlook labels show success, errors, or review required.
Workflow Highlights
Trigger: Sending an email or note to the sync address.
Automation: Salesforce logs emails/notes, detects duplicates, applies Outlook labels.
Human review: You confirm when new people or unclear matches are detected.
AI Parsing & Classification: Determines whether to keep or rewrite subject lines for clarity.
Validation: System checks for duplicates, valid addresses, subject format.
Final outcome: A complete, accurate log of communications in Salesforce.