Egnyte for Salesforce v2.1 Administrator s Guide

Transcription

1 Egnyte for Salesforce v2.1 Administrator s Guide Overview Egnyte Tabs Egnyte Domain Configuration Egnyte Sync Configurations Creating Sync Configurations for standard and/or custom objects Creating folder templates for a Standard and/or Custom Object My Egnyte Egnyte for Salesforce Canvas App Adding the Salesforce Canvas App to a page layout Linking Salesforce.com accounts with Egnyte accounts Removing user mappings between Salesforce.com and Egnyte Overview The Egnyte for Salesforce integration makes it easy to store, access and share your business files from within the Salesforce web interface. You can add the Egnyte for Salesforce App to standard and custom object page layouts to allow users to upload, share and collaborate on files in Egnyte directly within record pages from the Salesforce interface. Egnyte Tabs Egnyte Domain Configuration The Egnyte Domain Configuration tab allows you to set domain wide options relating to Egnyte for Salesforce. The following settings are shown in the Egnyte Domain Configuration tab:

2 Egnyte Domain. The Egnyte domain which you are integrating Salesforce with. If your Egnyte domain is located at acme.egnyte.com, this value should be set to acme. After setting or changing this value, you will be redirected to an Egnyte login page where you will need to login with an admin account. Admin Details Captured? This will say Yes if you have already set the Egnyte domain and logged in with an admin account, and No otherwise. The Admin details are needed to allow Egnyte for Salesforce to create and update folders which correspond to records in Salesforce. Disable All Triggers. If checked, this will disable all updates to Egnyte. This should be left unchecked under normal circumstances. Show Full Path. If enabled, this will show the full path to the record folder in Egnyte in the breadcrumb of the embedded view. Queue Process Mode. This can be set to one of three values depending on Salesforce org limits with queueable and batch apex: Auto (default) This will use a combination of batch apex and queuable apex methods to process large simultaneous record update calls to the Egnyte API. Batch apex is used for larger numbers of updates while queuable apex is used for small numbers of updates. This is the recommended setting. Batch This will ensure that Egnyte only uses Batch apex for all updates. Batch apex scales very well to handle large numbers of updates but tends to take longer when processing smaller numbers of records. Queueable Egnyte for Salesforce will only use queueable apex to send API calls to Egnyte. Using only queueable apex methods tends to have less latency between batches but does not scale as well. Sync Batch Size. The number of actions that will be sent to the Egnyte API in a single call. Maximum recommended value for this is 200. Reducing this value will reduce the likelihood of a timeout on the API call, but will also increase the number of API calls that are sent. Schedule Interval. Time to wait between completion of processing one batch of updates and starting the next batch. Increasing the schedule interval reduces the number of API calls and apex jobs used to make updates in Egnyte but increases the latency by which records are updated in Egnyte. Use Future Methods. If checked, single record actions (eg. renaming or converting a record from the Salesforce UI) are taken immediately by using a future method. Using future methods for such actions will result in near real time updates to Egnyte folders for single user and single record actions. Egnyte recommends leaving this option checked unless customers want to completely avoid using future methods in their Salesforce org. Egnyte Sync Configurations The Egnyte Sync Configurations tab allows you to define the standard and custom objects in Salesforce for which you want to create folder mappings in Egnyte. When Egnyte for Salesforce

3 is first installed, Sync configurations are created for the Account, Case, Contact, Lead and Opportunity standard objects. Cases, Contacts and Opportunities are defined to be children of the Account object. This means that the corresponding folders in Egnyte will be sub folders of of the specific account instead of being in the root Shared/Salesforce.com folder. The columns shown in the default Alll view include: Action allows you to edit or delete the Egnyte Sync Object. Object API Name shows the API name of the standard or custom object associated with the Egnyte Sync Object. Clicking on the API name of a Sync Configuration will allow you to define folder templates for that object. Object Name shows the label of the standard or custom object. Parent Object Name shows the configured parent for this object. Active checkbox to denote whether folder mappings will be created/updated in Egnyte whenever a record of the corresponding object type is created/updated in Salesforce. Create Root Folder checkbox to configure whether an Egnyte folder needs to be created for every new record. If this option is disabled, folders are only created in Egnyte when a user first visits the corresponding record. Creating Sync Configurations for standard and/or custom objects To create a Sync Configuration for a custom object, follow the steps below: 1. Select the New Sync Configuration option from the Egnyte Sync Configuration All view. 2. You will be asked to select standard and/or custom objects for which you want to create configurations. Add one or more objects to the list of selected objects and click Continue to configure options for the selected items. 3. At this point you can define two options for the each of the added objects:

4 a. Parent Object Allows you to define a hierarchy for the corresponding object folders in Egnyte. If you leave the option as None, a folder for the object will be created in the root /Shared/Salesforce.com folder in Egnyte. If you choose a parent, the folders for the records will appear within the parent record folder in Egnyte. The parent object first shows the object type, following by the name of the field that stores the relationship (eg. Account AccounId means that the object is referenced by the AccountId field in the Account object). b. Create Root Folder Allows you to specify when the object folder should be created in Egnyte. If Create Root Folder is checked, the folder is created immediately after the record is created. If it is left unchecked, the folder is only created when a user first visits the record page and only if the canvas app is inserted into that page. 4. Click Process to create the Egnyte Sync Configurations. Once the configurations are created, you will see the following message. Creating folder templates for a Standard and/or Custom Object To create a folder templates for a standard or custom object, follow the steps below: 1. Click on the API Name for the object from the Egnyte Sync Configurations tab.

5 2. Click New Egnyte Folder Template. If you have multiple record types defined for this object, you can choose which record type you want this folder template to apply to. Click Save to create the Folder template. 3. Now you can add folder paths to folder template. Click New Egnyte Folder Path to add a path to the folder template. For example if you are creating a folder template for all Lead records and want a Collateral and mnda folder to be created for every lead, you would add two paths mnda and Collateral. Use the Add Path option to add more folders. Once you ve finished adding paths, click Save to complete adding paths to the template. Every time you create a record for which folder templates are configured in Egnyte, the template folders are automatically created within the record s folder in Egnyte.

6 My Egnyte The My Egnyte tab simply embeds Egnyte s web interface within the Salesforce user interface. Egnyte for Salesforce Canvas App Adding the Salesforce Canvas App to a page layout The Egnyte for Salesforce Canvas app can be added to any page layout by following the steps below: 1. Go the to the Page Layouts configuration for that object in Salesforce (eg. Setup > Build > Customize > Accounts > Page Layouts).

7 2. Choose the Page Layout you want to modify and click Edit. You can now drag and drop the Egnyte for Salesforce Canvas App into your Page Layout. It is recommended to place the canvas app into a single column section of the page.

8 3. The recommended configuration for the Egnyte for Salesforce canvas app is to have a height of at least 480 px, a width of 100%, and the Show scrollbars option enabled. 4. Once you have configured the Egnyte for Salesforce canvas app, click Save to save the page layout and open a record. You will see an embedded version of the Egnyte UI, in a widget in the record page, where you can upload and share files: Note that users seeing the canvas app for the first time may be requested to approve the canvas application. As an admin, you can prevent this step by pre authorizing the canvas app from Salesforce by following the steps from the helpdesk article below: o_can_access_canvas_app.htm

9 Linking Salesforce.com accounts with Egnyte accounts Users seeing the canvas app for the first time will also need have their Salesforce accounts linked to their Egnyte accounts. The Egnyte for Salesforce Canvas app will attempt to make a user mapping by following the steps below: 1. If the user s verified Salesforce.com address matches a verified address in Egnyte, the user mapping is automatically created by linking the corresponding Salesforce.com and Egnyte accounts. 2. If no verified is found, but the user happens to have an active Egnyte session on the linked domain, the Egnyte for Salesforce canvas app will automatically pick up this session information to create the mapping without requiring the user to sign in. 3. If there is no match and no active session for the user, the user will be presented with a sign in window in the embedded view where they can specify which Egnyte account they want to link to their Salesforce.com account. Once the mapping is successfully created, users are automatically taken to the correct record folder in Egnyte. Users who can view the canvas app within a record s page layout will automatically receive Owner access to the record folder in Egnyte so they can invite people who do not have Salesforce accounts to collaborate on the record content through Egnyte. Removing user mappings between Salesforce.com and Egnyte Users can clear the user mapping between Salesforce.com and Egnyte from their My Profile page in Egnyte: 1. Navigate to the My Profile in Egnyte./

10 2. Choose the option to remove the Salesforce.com username field in the My Preferences tab and click Save to remove the user mapping information.