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Salesforce in Recipe Builder

Pull projects into GUIDEcx and push updates back to Salesforce

Stacey Hatch avatar
Written by Stacey Hatch
Updated over a week ago

Overview


What's New

Hundreds of customers have already integrated GUIDEcx with Salesforce. If you are one of them, here is why you should consider upgrading if you already use older versions.

Before Recipe Builder was released, Salesforce integrations were based totally on complex code and Managed Packages. That made customization and troubleshooting difficult and expensive.

Now with Recipe Builder, Salesforce integrations can easily be configured and customized with drag and drop logic tiles. This helps you pull projects into GUIDEcx and push updates back out to Salesforce in the exact way that matches your unique CRM settings.

Customization options are unlimited, but some of the most popular ways GUIDEcx users are extending the default recipes are to sync custom fields, import prospect details, and automate project manager assignments.


Prerequisites

Although recipes will be the new way to create projects and push updates, the managed package still is important for automating the creation of the GUIDEcx object in Salesforce. That object still serves as the container for all project, milestone, task, and note updates pushed from GUIDEcx for reporting in the CRM.

Managed package

Installation is ideally done through the managed package recipe in the community.

This is intended to only be executed once so the trigger is a very long schedule. Override that by running a recipe test.
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Installation is also possible through the GUIDEcx listing in the Salesforce App Exchange.

Confirm access to Salesforce API and APEX Rest Services. These are default services available in the Salesforce Enterprise and Unlimited Editions. (they can also be included as part of the WebServices API add-on in Salesforce Professional Edition).

These Salesforce permissions can be reviewed in the top-right avatar --> Settings --> Advanced User Details at https://developer.salesforce.com/docs/atlas.en-us.securityImplGuide.meta/securityImplGuide/admin_userperms.htm .

Click on the profile type ("System Administrator" in this example) to see the permissions:

Confirm "Apex REST Services" and "API Enabled" are checked:

Salesforce Notes must be enabled in "Note Settings". This allows GUIDEcx project and task-level notes to sync with the CRM.

Enable Notes


Install from the Community

From the Recipe Builder page, click the "Community" section on the left and search for GUIDEcx or Salesforce.

Install the project creation, project sync, milestone sync, task sync, and note sync recipes for GUIDEcx and Salesforce.

When selecting any of those recipes from the Community, click "Use this recipe" in the top-right of the recipe preview.

Choose a project and folder to store and organize the recipes as you see fit.

Click "Test Recipe" to validate which connectors need to be activated and actions need to be customized before the recipe is fully started.


Authenticate Connectors

Salesforce OAuth

The Salesforce connector is authenticated through OAuth.

After the "Connect" button is clicked in the bottom-right, this login window will pop up. Admins are normally the only user type whose credentials will include the required level of API permissions (confirm the "API Enabled" and "APEX REST Services" checkboxes are both checked within the system permissions attached to the Salesforce profile.)

GUIDEcx API Token

The GUIDEcx connector in Recipe Builder is authenticated through the org. token in the Open API section of Company Settings.

Choose any action where the GUIDEcx connector is used and paste in the token.

You will know the token is valid when Recipe Builder shows a green check icon next to the connection.

Make sure the GUIDEcx connector version you use has a black icon (not blue) since the former is based on the latest GUIDEcx API version with the most options.


Customize Recipes

Create projects based on any trigger

If all the required properties have been properly mapped from the CRM, a full project will be created in step 16.

If name, customer, website, or project manager are missing, the recipe will fall back to the last resort of creating a pending project in step 10 where those details can be filled in manually later.

Once all fields have been mapped, test which project type is created by activating the recipe in test mode.

Move an example opportunity to the stage of "closed won".

Then review the results in the dashboard section of Recipe Builder.

Activate templates according to what was sold

The preliminary example in the project creation recipe focuses on activating templates according to deal size and contract amount in steps 2-3.

The actual template names can be hard-coded or dynamically driven by dragging in pills from the "Recipe data" pane between the actions list on the left and details pain on the right.

New variables and properties can also be added to match any field in Salesforce that guides your template decisions (product name, customer tier, SKU, etc).

Assign project managers

Assignments can either be dynamic by mapping them to a Salesforce attribute or hard-coded by directly inputting a specific email address.

Just make sure the user selected has the admin, manager, or guide role in GUIDEcx.

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