TimeTrade Salesforce Connector Administrator Guide

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1 TimeTrade Salesforce Connector Administrator Guide TimeTrade Systems, Inc. Step- by- step instructions for installing and configuring the Salesforce Connector

2 Installation & Configuration Guide Table of Contents Table of Contents... 2 Overview... 3 System requirements... 3 User requirement... 3 Setting Up Users in TimeTrade Workgroup Edition... 4 Downloading the Application from the AppExchange... 5 Locating TimeTrade on the AppExchange... 5 Downloading the Salesforce Connector from the AppExchange... 6 Installing the Salesforce Connector... 8 Configuring Salesforce for the Salesforce Connector App Whitelisting the TimeTrade IP addresses Configuring the TimeTrade Custom Buttons Adding a TimeTrade activity link field to the user record

3 Installation & Configuration Guide Overview The TimeTrade Salesforce Connector links users Salesforce accounts to their TimeTrade accounts. The connector enables invitation and appointment data for leads and contacts to flow from TimeTrade into the corresponding records in Salesforce. 4 easy steps to get TimeTrade for Salesforce set up in 20 minutes or less! 1. Set up users in TimeTrade 2. Download TimeTrade for Salesforce Connector 3. Install the application 4. Configure and customize TimeTrade for Salesforce This document uses the following naming conventions: Long name TimeTrade Salesforce Connector TimeTrade Workgroup Edition Application Shortened name Salesforce Connector TimeTrade App System requirements The Salesforce Connector requires one of the following editions of Salesforce: Professional Enterprise Unlimited The Salesforce Connector requires the following edition of TimeTrade: Workgroup Edition The TimeTrade application can run in any browser supported by Salesforce CRM applications including: Microsoft Internet Explorer 7 or greater Mozilla Firefox 2 or greater User requirement Only Salesforce System Administrators may install apps from the AppExchange. 3

4 Setting Up Users in TimeTrade Workgroup Edition The Salesforce Connector is available specifically for TimeTrade Workgroup Edition. If you have not already created a TimeTrade Workgroup account for your organization, you can do it here: trial- pre- reg.aspx. To enable your team to benefit from the TimeTrade Salesforce connector, they must be registered TimeTrade users. As an administrator of your TimeTrade Workgroup Edition, you must create a new account for each user. Once their account is set up, they will be prompted to connect their Salesforce account with their TimeTrade account at login. For details on setting up new users in TimeTrade Workgroup Edition, click here or learn about importing multiple users simultaneously. Once your users have been set up in TimeTrade, continue on to the next step Downloading the Application for the AppExchange. 4

5 Installation & Configuration Guide Downloading the Application from the AppExchange The Salesforce Connector is available as an app on the AppExchange, Salesforce.com s marketplace for third party extensions to Salesforce. Anyone may search through the AppExchange, but only Salesforce System Administrators may install apps that change the standard Salesforce user interface. Locating TimeTrade on the AppExchange To find TimeTrade on the AppExchange, complete the following steps: 5. Visit 6. In the Search box, type TimeTrade and click the magnifying glass 7. In the search results, click TimeTrade for Salesforce You are ready to download the application. See the next section. 5

6 Downloading the Salesforce Connector from the AppExchange Note: If you have already downloaded the application, skip to the next section Installing the Salesforce Connector. To download the Salesforce Connector, complete the following steps. 1. On TimeTrade s AppExchange listing page, click Get It Now. 6

7 2. Proceed through the following prompts, and when asked to choose the type of environment into which you plan to install the app, select either Production or Sandbox. (If you don t know what this question means, choose Production.) Note: If you plan to test in a Sandbox first, please note the following: TimeTrade data may not sync properly with sandbox users and activities. Do not migrate TimeTrade from Sandbox to Production. Instead, reinstall from the AppExchange directly into Production. 3. If you haven t logged in, Salesforce will prompt you for your username and password (this is the same as your regular Salesforce credentials). If you are installing into a Sandbox, enter your Sandbox credentials. You may be taken back to the app listing and will need to click Get It Now again. Go to the next section to install the app. 7

8 Installation & Configuration Guide Installing the Salesforce Connector To install the Salesforce Connector, complete the following steps: 1. Review the installation notes, and terms and conditions; check the check box at the bottom of the Confirm Installation screen and click Install. 2. When prompted to verify your password, enter your Salesforce password and click Submit. 3. On the Package Installation Details screen (shown below), click the Continue button to proceed to the next screen: 8

9 4. The Package Installer - Step 1, Approve Package API Access screen appears. This screen shows The Salesforce Connector access levels to certain objects via the Salesforce API. Click Next. 5. The Package Installer Step 2, 'Choose security level' screen appears. Use this screen to select the users who should have access to the Salesforce Connector app. 9

10 Consider the following: Security level Grant access to admins only Grant access to all users (Recommended) Select security settings Description If you would like to test the app before rolling it out to other users If you d like all users to be able to use the app It ll be easier to manage access via page layouts and profiles than with security settings. We recommend one of the previous choices Note that you can later change the permissions on the Setup tab. Click Next. 6. The Package Installer Step 3, 'Install Package' screen appears. Click the Install button. This launches the installation. The installation program also checks to verify that installing the package won t create any conflicts with other packages, objects, etc. that are contained within your organization. Note: It may take a minute before you re transferred to the next screen. 10

11 7. When the installation is complete, the Install complete screen appears. Click Deploy Now to make the package available to all users. 8. In the Deploy Package screen, click Deploy: 9. When the Package Details screen appears, the deployment is complete. Continue to the next section to configure the Salesforce Connector app. 11

12 Installation & Configuration Guide Configuring Salesforce for the Salesforce Connector App When the package installation is complete, there are two required configuration tasks and one optional task: Whitelist the TimeTrade IP addresses in Salesforce Enable the display of the TimeTrade Offer Appointment button on the Lead and Contact screens Optionally, add a TimeTrade activity link field to the user record To complete the configuration tasks, follow the steps provided below. Whitelisting the TimeTrade IP addresses Whitelisting TimeTrade IP addresses allows for the exchange of information between TimeTrade and Salesforce.com. To whitelist the TImeTrade IP addresses: 1. After signing in to Salesforce.com, select Setup. 2. From the navigation tree, under Administration Setup, expand Security Controls. 3. Under Security Controls, select Remote Site Settings. 4. Select New Remote Site. 5. Enter the following information: Remote Site Name: TimeTrade Remote Site URL: Description: TimeTrade Server 6. Select Save. 7. Under Security Controls, select Network Access. 8. On the Network Access page, select New. 9. Enter the following IP address range: 10. Click Save. Start IP: End IP:

13 Configuring the TimeTrade Custom Buttons Note: The following series of steps also apply to enabling the button on the Contact screen except that instead of expanding Leads, expand the Contacts category. 1. Click Setup and expand the Customize category under App Setup on the Salesforce navigation tree. Next, expand the Leads category and click Page Layouts. 2. On the Lead Page Layout screen, locate an entry called Lead Layout and click Edit. Note: If you are configuring Contacts, the entry to edit is called Contact Layout. 3. Add the Offer Appointment button to the Lead screen as follows: Under Fields, click Buttons (highlighted in blue below). Drag- and- drop the Offer Appointment button down to the Custom Buttons section of the Lead Detail area. You should see a green checkmark when it s safe to drop the item into the Custom Buttons section. 4. Click the Save button in the upper- left corner of the editor. 13

14 5. Under Customize > Leads, select Search Layouts and click the Edit link next to Leads List View. Note: For Contacts, the entry is named Contacts List View. 6. In the Leads List View Editor, under Custom Buttons, highlight Offer Appointment and click Add. Then click Save. 7. Repeat Steps 1-5 to add the Offer Appointment button to the Contact and Contacts List View screens. 8. (Optional: Applies only to custom pages for Leads, Contacts, or search results) To view the custom pages available for either Leads or Contacts: Under Customize, select either Leads or Contacts (depending on which layouts you wish to view) and then select Page Layouts. On the Page Layouts page, select Page Layout Assignment. 9. To add the custom Offer Appointment button to one of the pages listed, click the link for the page. 10. Repeat steps 3 & 4 above to add the button to the page. 14

15 Adding a TimeTrade activity link field to the user record A TimeTrade activity is an appointment type or service that users offer their leads, contacts, or both on an on- going basis. Activity links are unique URLs that link leads and contacts to users availability for activities or appointments. One common application of an activity link is to embed it in an signature. As a convenience to your users, you can add a custom field to the user record in Salesforce for an activity link. Users can store their activity links in their user records in the same way they store their phone numbers or addresses. Not only can this custom field be part of the user s signature, but it is also available for templates, mail merges, and Mass . Note: For more information on templates or mail merge templates, click Help & Training at the top of your Salesforce screen and search for Managing Templates or Managing Mail Merge Templates. To create the custom activity link field, complete the following steps. 1. Click Setup near the top of the Salesforce screen. 2. Under App Setup, click Customize. Under Customize, click Users. 3. On the User Fields screen, click New. 4. In the Step 1. Choose the field type screen, select URL and click Next. 5. In the Step 2. Enter the details screen, enter a name and description for the activity link field, and then click Next. For example: 15

16 6. In Step 3. Establish field level security screen, we suggest leaving the settings as- is and clicking Next. Non- admin users cannot modify the records of other users, so there is no harm in leaving this field editable and visible. 7. In Step 4. Add to page layouts screen, do the following: If you have just one User Layout, leave the default setting and click Save. If you have multiple page layouts, for example, as shown in the figure below, it might be appropriate to leave the field off some of those layouts. Use your best judgment but there is little risk in leaving the field. Remember to click Save, when you are done. 8. After saving, verify that the field has been added to the list of custom fields on the User Fields screen: 16

17 About TimeTrade Systems As the worldwide leader in online appointment scheduling, TimeTrade's Software- as- a- Service (SaaS) solutions make it easy for customers and prospects to connect and converse with sales and service individuals inside a company. TimeTrade products enable real- time, rule- based appointment scheduling across team members, locations and timeslots to help companies make the personal connections that drive their business and accelerate their revenues. For more than a decade, Fortune 500 multinationals, small businesses, government agencies, universities, sales teams, and individuals have chosen TimeTrade to help them better engage, interact with, and satisfy their customers- - across every stage of the customer lifecycle. TimeTrade s proven Appointment CRM solutions deliver bottom- line business results; drive lead nurturing and Inbound Sales, while also increasing customer satisfaction and loyalty. For more information visit. 17

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