Overview

The native Salesforce integration connects your sales-to-implementation handoff directly to GUIDEcx. You can automatically create a GUIDEcx project when an Opportunity meets your conditions—such as moving to Closed Won—then keep selected Salesforce and GUIDEcx fields in sync as the project progresses.

The integration also creates GUIDEcx records in Salesforce so your Salesforce users can see project progress without needing to recreate implementation data on the Opportunity.

What you can do

With the native Salesforce integration, you can:

Create a GUIDEcx project automatically from a Salesforce Opportunity.
Select the project template and add additional phases or milestones based on Salesforce data.
Set the project name, project manager, customer, customer contacts, billing profile, cash value, and custom fields from Salesforce.
Keep Opportunity and Account fields synchronized with GUIDEcx project custom fields.
Sync fields from Salesforce to GUIDEcx, GUIDEcx to Salesforce, or in both directions.
View project details, phases, milestones, tasks, and team members on GUIDEcx records in Salesforce.
Review integration activity in the Run Log and retry failed runs.

Before you begin

Make sure you have:

A GUIDEcx Admin account.
A Salesforce System Administrator who can install packages and edit Named Credentials and page layouts.
The project templates, phase templates, milestone templates, billing profiles, and project custom fields you plan to use already configured in GUIDEcx.
Each project manager you plan to assign set up in GUIDEcx as an Admin, Manager, or Guide user.

The project manager's email address in Salesforce must match the email address on their GUIDEcx user account.

Step 1: Install the GUIDEcx package in Salesforce

The GUIDEcx package must be installed before you can connect your Salesforce organization.

In GUIDEcx, go to Integration Marketplace.
Open Salesforce Native.
Under Install the GUIDEcx package, select the installation link.
Sign in to Salesforce as an administrator.
Install the package.
If Salesforce displays a notice that the package has not completed AppExchange review, accept the notice to continue.
Return to GUIDEcx and select the checkbox confirming that the package has been installed.

Important: Complete the package installation before attempting to connect Salesforce. Salesforce prevents the connection until the package is in place.

Step 2: Connect your Salesforce organization

After installing the package:

In GUIDEcx, find Connect to Salesforce.
Select Connect.
Sign in with your Salesforce administrator account.
Approve the requested access.

When the connection is complete, the connection card displays Connected.

Step 3: Add your webhook secret

The webhook secret allows Salesforce to notify GUIDEcx when a Salesforce record changes.

In GUIDEcx, generate your webhook secret.
Copy the secret.
Important: You cannot view the secret again after generating it. If you lose it, rotate the secret to generate a new one.
In Salesforce, go to Setup → Named Credentials → External Credentials → GCX_Webhook.
Under Custom Headers, edit the header.
Paste the GUIDEcx webhook secret into Value.
Save your changes.

If qualifying Opportunities are not creating projects later, verify the webhook secret as one of your first troubleshooting steps.

Step 4: Finish the Salesforce setup

Complete these configuration steps in Salesforce:

Assign the GUIDEcx integration permission set to users who edit Opportunities.
Add the GUIDEcx related list to your Opportunity page layout.

The related list allows Salesforce users to open the GUIDEcx project associated with an Opportunity.

Step 5: Build your project-creation workflow

A workflow defines when GUIDEcx should create a project and how that project should be configured.

Choose the trigger

Choose the Opportunity stage that should create the project, such as Closed Won, and add any additional conditions that must be met.

Select the project template

Choose the Salesforce field that should determine which GUIDEcx project template is used.

Match each Salesforce field value to the appropriate project template, then specify a default template for values that do not match one of your rules.

Add phases and milestones

You can add additional phases or milestones based on:

Salesforce field values.
Products on the Opportunity.

When adding a milestone, also choose the phase where the milestone should be added.

Every matching rule adds its configured phase or milestone.

Set the project name

Choose the Salesforce field that should become the GUIDEcx project name.

If you do not select a field, GUIDEcx uses the Opportunity Name.

Assign the project manager

Choose the Salesforce field containing the project manager's email address.

GUIDEcx matches that email to a GUIDEcx user with an Admin, Manager, or Guide role. If GUIDEcx cannot find a matching user, the project is left unassigned.

Set the customer and customer team

GUIDEcx uses the Salesforce Account Name to find the customer company.

The company name must match exactly, including capitalization. If GUIDEcx cannot find an exact match, it creates a new customer company.

Salesforce Opportunity Contact Roles are added to the customer team. Adding them to the team does not automatically invite them to the project.

Select a billing profile

Create a rule that determines which billing profile should be assigned to the project.

You can also set allotted hours and a flat rate when needed.

Map project custom fields

Map Opportunity or Account fields to the corresponding GUIDEcx project custom fields.

Save the workflow

When you finish configuring the workflow, select Save.

Step 6: Set up field synchronization

Use Field Mappings to choose how each mapped field should synchronize.

Direction	Use it for
Salesforce → GUIDEcx	Information that continues to change in Salesforce after the deal closes
GUIDEcx → Salesforce	Project information your Salesforce users need to see
Both directions	Information that teams may edit in either system

If a field mapped in both directions changes on both sides, the GUIDEcx value wins.

You can map both Opportunity and Account fields. When a mapped Account field changes, GUIDEcx updates every project linked to Opportunities under that Account.

Any Salesforce field type can sync into a GUIDEcx text field. GUIDEcx prevents incompatible mappings that would fail, such as mapping text into a date field.

Test the integration

Before using the workflow with live Opportunities, test the complete handoff.

Move a test Opportunity into the stage that triggers your workflow.
Open the workflow's Run Log and confirm that the run succeeded.
Open the new GUIDEcx project.
Verify the project template, phases, project manager, customer, and mapped fields.
In Salesforce, open the Opportunity's GUIDEcx related list.
Confirm that the GUIDEcx project record appears.

How project creation and sync work

Keep these behaviors in mind after your integration is running:

Each Opportunity creates one GUIDEcx project. Updating the Opportunity again does not create a duplicate project.
If the GUIDEcx project is deleted, the next qualifying update to the Opportunity creates a new project.
GUIDEcx records in Salesforce are read-only. Make project changes in GUIDEcx.
Failed synchronization attempts retry automatically.
You can also retry failed runs from the Run Log.

Field reference

The following tables show which information can be set when a project is created, which fields can continue to synchronize, and which GUIDEcx data is automatically represented in Salesforce.

Fields set when the project is created

GUIDEcx field	Comes from in Salesforce	How it's set
Project template	One Opportunity or Account field you choose	Exact field values are matched to templates; a default is used when no rule matches
Additional phases	Field values or Products on the Opportunity	Every matching rule adds its configured phase
Additional milestones	Field values or Products on the Opportunity	Every matching rule adds its configured milestone to the selected phase
Project name	One field you choose	Copied from the selected field; Opportunity Name is used when no field is mapped
Project manager	One field containing an email address	Matched to a GUIDEcx Admin, Manager, or Guide user; left unassigned if no match is found
Customer company	Account Name	Matched by exact company name, including capitalization; created when no match is found
Customer team	Opportunity Contact Roles	Added to the customer team without automatically sending invitations
Billing profile	Your billing rule	One profile per project, with allotted hours and flat rate when configured
Cash value	A field you choose, such as Amount	Copied when the project is created
Project custom fields	Opportunity or Account fields you map	Converted to the GUIDEcx field type; an invalid value skips that field
Opportunity ID and Account ID	The Opportunity and its Account	Stored on the project as reference data

Fields that can sync while the project is active

GUIDEcx field	Salesforce field	Direction	When it syncs
Project custom field	Opportunity field	Salesforce → GUIDEcx, GUIDEcx → Salesforce, or both	Whenever the value changes
Project custom field	Account field	Salesforce → GUIDEcx, GUIDEcx → Salesforce, or both	Whenever the value changes; an Account change updates every linked project
Project custom field — text	Any Salesforce field type	Salesforce → GUIDEcx	Whenever the value changes
Any GUIDEcx field type	Salesforce Text or Text Area field	GUIDEcx → Salesforce	Whenever the value changes