Before Setting Up
Requirements for Integration:
Salesforce API and APEX Rest Services Access Required. Salesforce Enterprise and Unlimited Editions come with these services. Or the Salesforce Professional Edition with the WebServices API add-on.
*The Salesforce credentials entered must have API permissions. This is usually only an Admin for most organizations. If you are setting up an integrated Salesforce user, be sure this user has both the "API Enabled" and "APEX REST Services" checkboxes checked within the system permissions attached to their Salesforce profile.
The user that is authenticating the integration needs to have the proper access in your Salesforce account to download packages (usually admin).
The user authenticating the integration must also be an Admin in GUIDEcx.
Salesforce Notes must be enabled in "Note Settings". This allows GUIDEcx task-level notes to sync with Salesforce. To enable, search "Note" and select "Notes Settings" and check the box.
FAQs:
Does this work with your Sandbox instance? It sure does! Let us know if this is something you need so we can make sure things are pointing to your sandbox rather than your production instance.***
***Please note that if you connect to a sandbox and conduct tests then those projects tested in the sandbox DO NOT migrate over into Production when you update the connection.
How to Connect to GUIDEcx
Note: Whoever is doing the integration must be an admin in both GUIDEcx and in Salesforce.
To Integrate Salesforce in GUIDEcx:
Log in to GUIDEcx.
Click “Company Details” in the bottom-left corner of the screen.
Click the “Integrations” tab near the top of the screen.
Click the “Salesforce” tile. It should be with other common integrations, like HubSpot, Jira, and Slack.
Log in to Salesforce.
Fill in the correct credentials*.
To Make Sure GUIDEcx Set Up Properly in Salesforce:
Go to your Salesforce account.
Go to the "App Launcher/Library" on the top-left.
Search "GUIDEcx". It should pop up after you've connected.
If GUIDEcx doesn’t show up, make sure all credentials* are filled out correctly in Salesforce and that whoever is filling them out is an admin.
If you have Salesforce Lightning, go to "Edit Salesforce Tabs ––> Add More Items ––> All ––> GUIDEcx Projects ––> GUIDEcx is a navigation item that you can add as a tab on the top of your screen.
If you have Salesforce Classic, go to Sign Tabs ––> Customize My Tabs ––> Drag over GUIDEcx Projects.
Now Salesforce is connected to GUIDEcx!
Upgrading to a New Version of Salesforce:
GUIDEcx does not automatically upgrade your SFDC Integration installation. To upgrade, simply disconnect and reconnect your Salesforce account in the GUIDEcx Integrations Marketplace by following the same steps as above. Nothing will happen to your data in Salesforce. To check what version of the managed package you currently have, login to Salesforce and select Installed Packages.
What Does the Salesforce Integration Do?
*This integration will sync all projects after the integration has been established (not projects that were created before integrating)
Basics:
When a deal is marked “Closed Won” in Salesforce, a GUIDEcx project is automatically created with the credentials from the Salesforce opportunity.
Salesforce can pull data from GUIDEcx and create a report. (More below.)
Based on the Workflows you create in Salesforce, data will be transferred to GUIDEcx to create projects:
Process 1: With an Opportunity (Deal) - Opportunities moved to "Closed Won" in Salesforce will create “Pending Projects” in GUIDEcx and a "Pending Project" object in Salesforce. Since the project is pending, you will have to approve the project before it can get started.
Process 2: No Related Opportunity (Deal) - Projects created in GUIDEcx will create an "Active Project" in Salesforce with no opportunity linked (this can be added later).
Pro-tip: you can control which closed won opportunities get pushed to GUIDEcx by building a Salesforce workflow to uncheck the "Create GUIDEcx Project" checkbox on the opportunity layout screen.
All project info, milestones, and task details will sync back to Salesforce.
Linking New GUIDEcx Projects to Opportunities in Salesforce
If you have a project in GUIDEcx that has a corresponding Salesforce opportunity, and they are not linked (this is most common when the project was created directly in GUIDEcx), here is how you can connect them:
In GUIDEcx, identify the project that you want to connect to the Salesforce opportunity.
In Salesforce, go to the GUIDEcx tab and find the corresponding GUIDEcx project you identified in step 1.
When you select the GUIDEcx project in Salesforce, locate the blank “Opportunity” field. (Seen in image below.)
Insert the closed-won opportunity identification number in said field.
If you have created a GUIDEcx project post-integration, the corresponding opportunity in Salesforce will not be linked. This is because the GUIDEcx-Salesforce integration only creates GUIDEcx projects when a Salesforce opportunity status changes to closed-won. To link the opportunity to the GUIDEcx project, follow the same steps listed above.
Reporting GUIDEcx Data in Salesforce:
GUIDEcx passes project data to Salesforce, and you choose how you'd like to view that data.
Example:
There are many types of reports that can be created with the integrated package:
1. GUIDEcx projects with Opportunities. This reporting type pulls project data from GUIDEcx that have a related Closed Won opportunity attached. These reports pull in related opportunity data such as Contract Signed Date, Closed Date, Opportunity Owner, Opportunity Type (New/Existing…)
2. GUIDEcx projects without Opportunities. If you create a project without a related opportunity, we pull over all corresponding project data into Salesforce.
What Triggers Updates from GUIDEcx to Salesforce?
Here are all the things that trigger data to be passed from GUIDEcx to Salesforce. TLDR; pretty much any activity on a project. Because they get queued up on the backend, it can take up to 15 minutes depending on the wait list of tasks to be updated.
Project:
Update
Template update
Tag added / removed
User added / removed
Milestone:
Created
Updated
Deleted
Completed
Task:
Created
Updated
Deleted
Add/remove attachment
Add/remove/update checklist
Add/remove tag
Note:
Created
Updated
Deleted
Salesforce Workflows
By default, Salesforce follows Process 1 when taking data from an opportunity and creating a project in GUIDEcx. To change this, you will need to create a Salesforce Workflow that creates additional logic that controls when GUIDEcx projects are initiated (i.e. Create a GUIDEcx project only if Account Type = Enterprise).
In order to create a project, Salesforce has a hidden checkbox that triggers project creation when checked. The Salesforce Workflows you set up will send a signal to check and uncheck this checkbox.
This hidden checkbox can be found by the following navigation path while logged into Salesforce. The checkbox does not need to be unhidden to get a Workflow to function.
Navigate to Setup ––> Object Manager ––> Opportunity ––> Page Layout
Below are some quick steps to change the workflow. You will need admin access! To learn more about how to create Salesforce Workflows, refer to this Salesforce knowledge base article or your Salesforce Admin.
Go to setup, search for “workflow”.
Click “Workflow Rules”.
Click “New Rule”.
If you’re building off the opportunity, select “Opportunity”.
Give the rule a name that makes sense.
In the “Rule Criteria”, change the “Field” to “Opportunity: Stage”, “Operator” to “equals”, and use the magnifying glass to find the stage you’d like to trigger off.
Add any other criteria you’d like met.
Save.
Click on “Add Workflow Action” ––> “Select Existing Action” ––> "Field Update: Check Create beynd Project on ClosedWon".
Name, and select “Create GuideCX Project on Closed Won”, and then select checkbox options “True”.
Done.
Go back to workflow rules, activate your new rule and deactivate the “Create GUIDEcx Project on Closed Won” .
Enjoy the power of our Salesforce integration.
APEX Process Running Multiple Opportunities
Unfortunately, you can’t have a synced APEX process that is updating multiple opportunities to closed/won. The default workflow trigger isn’t designed to work with batch jobs.
What you can do is disable the default workflow, then create a new one you can configure to run on individual opportunities as needed.
LIST OF SALESFORCE ERROR ALERTS & SOLUTIONS:
ERROR | WHAT THIS MEANS | SOLUTION |
Cannot Insert Update Activate Entity | Two Salesforce objects are trying to be create, updated, or deleted simultaneously. | Dismiss the error and make a new update on a GUIDEcx task. This will force a resync! |
Entity Is Deleted | This happens when GUIDEcx pushes an update to a deleted Salesforce object. | If an object is deleted in Salesforce, then GUIDEcx can't update that missing object. Any updates made in Salesforce do not reflect in GUIDEcx with our managed integration, so make sure you drive in GUIDEcx to ensure uniformity. |
Not Found | The Salesforce object cannot be found because the object isn't created or it's been deleted. | Please make all updates FROM GUIDEcx so those updates can flow into Salesforce with our managed integration. |
Unauthorized | Salesforce cannot authorize/verify your credentials | Contact your Salesforce Admin. |
Invalid Field For Insert Update | Failed attempt to update parent field as a part of an upsert (update + insert) | Contact your Salesforce Admin to check if there are specific read-only fields that GUIDEcx is trying to push updates to. |
Storage Limit Exceeded | Your Salesforce instance has a limited amount of data and this will appear when data storage allocation has been exceeded. | Contact your Salesforce Admin to upgrade storage limits. |
Authentication Error | This occurs during integration setup and the Salesforce Admin denies access to the managed integration. | Contact your Salesforce Admin to allow the integration |
Salesforce Error | This is the error you'll see if it doesn't match any of the specific errors above. | Contact your Salesforce Admin |
How to Uninstall the Salesforce Integration
Remove the Package in Salesforce
In Setup, search "Installed Packages" in the “Quick Find” box, then select "Installed Packages".
Click "Uninstall" next to the package that you want to remove (GUIDEcx).
Select Yes, I want to uninstall... and click Uninstall.
Remove the Package from GUIDEcx
Click on “Company Details”.
Click on the “Integrations” section.
Click on the "X" to disconnect and remove your Salesforce integration from GUIDEcx.