Managing Related Records

For every call that goes through RingDNA Communications Hub, Revenue.io will automatically create an activity and associate it under the Contact or Lead -- depending on which Salesforce object where a phone number is stored.

RignDNA Communications Hub is not limited to associating calls to just the Contact or Lead. With Related Records, calls can be associated to the below Salesforce objects:

• Opportunities
• Campaigns
• Accounts
• Cases
• Contact
• Custom Objects
  • Requires a Lead or Contact Lookup field on Object
  • Allow Activities must be enabled

Who can manage Related Records?

To manage Related Records, you must be an Administrator in your Revenue.io account.

Locating the Related Records management setting

To locate the Related Records management table, follow the below steps:

1.) Log into the Revenue.io Admin Console at https://app.ringdna.net/

2.) Click on Integrations > Salesforce in the left hand navigation menu

3.) Click the Related Records tab

How to manage Related Records (for Standard Objects)

Each of the supported standard Salesforce Object types are visible in each row of the table:

The current rules for each of these record types are listed in the below columns in the table. 

To edit any of the rows, click the Action icon in a row. For example, to edit the rules for the Contact record type, click here:

This will launch the Manage Related Records modal window. The modal contains 5 configurable rules:

1. "Search" Permission
2. "Suggest" Permission
3. "View" Permission
4. "View Results"
5. Number of Results

Search Permission

The "Search" permission defines what records are searchable in the Search for related records feature in RingDNA. 

This setting provides unique search filter options per Record Type (e.g. Account, Opportunity, etc.)

Use Case Examples

In the below example, only Active Campaign records will be included in Related Record Search results:

In the below example, All Campaign records will be included in Related Record Search results:

Suggest Permission

The "Suggest" permission dropdown allows you to filter the list of suggested Related Records in RingDNA by parameter(s) of your choice. 

This setting provides unique suggestion filtering options per Record Type (e.g. Account, Opportunity, etc.)

Use Case Examples

In the below example, only Account records that are related to the Contact will be included in the Related Records Suggestions:

In the below example, all Accounts will be included in the Related Records Suggestions:

View Permission

The "View" permission dropdown filters the list of Related Records displayed on Lead/Contact Details pages in RingDNA.

This setting provides unique filtering options per Record Type (e.g. Account, Opportunity, etc.)

Use Case Examples

In the below example, records from all Accounts will be visible in the Related Records section on a Lead/Contact Details page in RingDNA:

In the below example, records belonging to all Accounts related to the Contact will be visible in the Related Records section on a Lead/Contact Details page in RingDNA:

View Results

The "View Results" dropdown defines the order in which Related Records are displayed in the "Suggested" (shown below) and "Search" windows.

Use Case Example

In the below example, Opportunity records appear in alphabetical descending order:

Note: The "View Results" setting does not define the sort order of records displayed on Lead/Contact details pages. These records are always displayed in the order that they were last updated (with the most recently updated record at the top).

Number of Results

The "Number of Results" dropdown defines the max number of Related Records that are visible on screen at a time in the Related Records "Suggested" and "Search" windows in RingDNA.

Use Case Example

In the below example, an Admin has set the maximum number of "Opportunity" records that can be displayed to "5". This sets a max limit on the number of Opportunity records shown in the "Suggested" and "Search" screens of the Related Records window. As you can see here, there are 5 maximum Opportunity records displayed in the "Suggestions" screen of the Related Records window:

Note: The "Number of Results" setting does not define the max number of records displayed on Lead/Contact details pages. There is no maximum number of Records that can appear on Lead/Contact details pages.

How to manage Related Records (for Custom Objects)

Much like the Standard Object rules, you can optionally add Custom Objects to the Related Records table. 

To get started with configuring Custom Object Related Record rules, click the Add Object button:

This will launch the Create New Related Record Type modal window. The modal the following configurable rules:

1. Object - Use this dropdown to select a Custom Object from your Salesforce org. The Object Label and API Name are both visible in the dropdown.
2. Permissions
   • View Records - When checked, Custom Object records associated with an activity will be visible in the "Related Records" list on Contact/Lead Details pages in RingDNA.
   • Suggest Records - When checked, Custom Object records will be suggested in the "Suggested" Related Records window in RingDNA.
   • Search Records - When checked, the Custom Object records will be searchable in the Search for related records window in RingDNA. 
3. View Results
   • Sort Results By - This dropdown defines the sort order of a Custom Object's records when viewing them, searching for them, or viewing the list of Suggested records.
   • Number of Results - This dropdown defines the how many of a Custom Object's records are returned when viewing them, searching for them, or viewing the list of Suggested records.

Example of Custom Object records displayed in the "Suggestions" screen:

Example of a Custom Object related record visible on a Contact Details page in RingDNA after it has been associated to a call activity:

Ordering Objects in RingDNA

Additional Reading

See the Related Records article for details on how Related Records are utilized in the RingDNA Communications Hub.