Brainshark/Salesforce.com Integration Installation Procedures

Transcription

1 Page1 Brainshark/Salesforce.com Integration Installation Procedures The Brainshark/Salesforce integration allows Salesforce users to send s containing links to Brainshark presentations from a contact or lead record, and track the contact s viewing behavior in Salesforce. This document provides the steps needed to complete the integration between Brainshark and your Salesforce site. The instructions assume that you are an Administrator for both Salesforce.com and Brainshark. You will need access to both the Salesforce.com Administrator and Brainshark Administrator login usernames and passwords 1. This process should take less than 30 minutes to complete. Overview There are five main parts to the integration procedure: 1. Setup of a Brainshark User account for the integration 2. Installation of the integration package 3. Installation of the Brainshark Custom Links to the Contact and Lead Pages in Salesforce.com 4. Setup of the integration parameters within Salesforce.com 5. Test the integration Part 1: Setup of a Brainshark User Account Part 1 details the creation of a Brainshark user account with specific folder viewing permissions which will act as a template for creating new users. If the Salesforce user does not have a Brainshark account, one will automatically be created with the folder viewing permissions specified in the user account template configured here. NOTE: Part 1 requires Brainshark Administrator login credentials. 1. Create a new user account in Brainshark. Detailed steps can be found in the Add New Authors Guide. a. Enter the username and password as Salesforce.com. b. Enter the first and last name as Salesforce. c. Enter the primary as Salesforce@<your company s domain>. d. Click Continue to set folder permissions. e. Select the folders that contain presentations you want your Salesforce users to have access to. 2. Part 1 of the integration is now complete. 1 Reference Synchronization Minimum Requirements document for more information on how login credentials are encrypted and accessed for the integration. 2/2012 Brainshark, Inc.

2 Page2 Part 2: Installation of the Integration Package Part 2 details the download of the Brainshark integration package from the Salesforce.com AppExchange. The Brainshark integration package also includes a description of the package, system requirements, and the installation documentation. 1. Locate the Brainshark integration package based on the version you are using: a. Enterprise/Unlimited Editions b. Professional Edition 2. Click Get It Now to begin the integration. 3. Select Yes when asked if you have a Salesforce.com account and when asked if you are a Salesforce.com administrator. 4. Select In my production Salesforce when asked where you would like to try this app. NOTE: The Brainshark / SALESFORCE integration does not operate within a SALESFORCE Sandbox environment. 5. Click Continue. 6. Enter your Salesforce administrator login credentials. 7. Select I have read and agree to the terms & conditions on the Confirm Installation screen. 8. Click Install. 9. You will be prompted to verify your Salesforce.com Administrator password. Enter your Password. 10. Click Submit. 11. The Package Components will be listed on the Package Installation Details page. Click Continue. 12. Click Next to accept all default settings on the Step 1. Approve Package API Access page.

3 Page3 13. Select Grant access to admins only on the Step 2. Choose security level screen, since only Administrators will need access to modify these configuration settings. You can also choose Select security settings and configure the security level to be consistent with your Company s policies. NOTE: All users should be permitted to use the Integration Package; however, only the Administrator should have the visibility to the Brainshark Setup Tab (more information about the Brainshark Setup Tab). 14. Click Next to continue. 15. Click Install to install the integration package on the Step 3. Install Package page. NOTE: You will receive both onscreen and notifications when the installation is complete. 16. Part 2 of the integration is now complete.

4 Page4 Part 3: Installation of Brainshark Custom Links Step 3 is the installation of Brainshark Custom Links to the Salesforce Contact and Lead Page Layouts. 1. Select Setup from the dropdown under your name in the top right corner of the Salesforce page. 2. Select Customize > Contacts > Page Layouts from the App Setup section on the Salesforce left navigation menu. 3. Click Edit next to the Contact Page Layout used by your reps. 4. Select Custom Links from the Contact Layout menu. 5. Drag and drop the Send a Brainshark Presentation custom link to the Custom Links section of the Contact Page Layout below. 6. Click Save. 7. Select Customize > Leads > Page Layouts from the App Setup section on the Salesforce left navigation menu. 8. Click Edit next to the Lead Page Layout used by your reps. 9. Select Custom Links from the Lead Layout menu. 10. Drag and drop the Send a Brainshark Presentation custom link to the Custom Links section of the Lead Page Layout below. 11. Click Save.

5 Page5 Required Contact / Lead Page Layout Fields The fields listed below must be included in the corresponding page layouts for proper operation, but they do not need to be visible. Contact Page Layout Fields FirstName MobilePhone Title LastName Department Phone Lead Page Layout Fields FirstName Phone City LastName Title State Company Country MobilePhone Street PostalCode Optional Contact / Lead Page Layout Fields You can further customize the Contact layout to include detailed information about Brainshark presentation views. Add customized page layout sections that contain information about: Brainshark Activities: include information captured during a presentation view. Brainshark Interaction Responses: include the questions and corresponding answers to embedded presentation quizzes. Both sections are listed in the Related Links section of the Contact and Lead Page Layout edit screens. See below.

6 Page6 Part 4: Setup of the Integration Parameters within Salesforce on the Brainshark Setup tab Part 4 is the final installation step and involves the setup of Brainshark Application parameters through the Brainshark Setup tab in Salesforce. This part requires both Salesforce Administrator and Brainshark Administrator login credentials. 1. Click the + tab to reveal All Tabs in Salesforce. 2. Select Brainshark Setup. 3. Enter your Brainshark site following the syntax of the onscreen example. 4. Enter your Brainshark Administrator User Name and Password. 5. Click Login. 6. On the Configuration Settings for Brainshark for Salesforce page, select the following options in the sections listed: a. Brainshark content to make available to users section, which permits you to specify what set of Brainshark presentations are available to your reps for distribution: i. Select Show all content to which the user has viewing rights if you want to show all content that the rep has permissions to view. These permissions were set in the Salesforce/Brainshark User Account created in Part 1 of the installation. ii. Select Show all content to which the user has viewing rights, but exclude these folders if you want to restrict reps from seeing content stored in specific folders. 1. Click Edit exclude list to select the folders in your Brainshark site that you would like to exclude reps from viewing and sharing through Salesforce. 2. Click Save. iii. Select Show only content from these folders if you want to select specific folders of Brainshark content in your site that reps can see and share from. Selecting this option will override any viewing rights assigned in the Salesforce/Brainshark user account created in Part Click Edit include list to select the folders in your Brainshark site that you would like reps to be able to view and share through Salesforce. 2. Click Save. iv. Select Exclude presentations that require a username and password to view to ensure that reps do not share presentations with a login requirement.

7 Page7 b. Security Settings section, configures how you would like Salesforce reps to automatically login to Brainshark: i. Select Use a unique Brainshark account for each Salesforce user. NOTE: Brainshark recommends that a unique Brainshark account be issued for each Salesforce rep. ii. Enter the Username, Password, and Confirm Password for your Brainshark Administrator account. iii. Select Automatically associate the userids if a matching userid is found in Brainshark. NOTE: We recommend selecting this option because it syncs the user IDs in Salesforce with those in Brainshark and automatically creates a new Brainshark user ID if one does not exist. c. Data Synch Settings section enables communication between Salesforce and Brainshark for the purpose of synchronizing viewing data: i. Enter the Brainshark Username, Brainshark Password, and Confirm Password for your Brainshark Administrator account. ii. Enter the Salesforce User, Salesforce Password, and Confirm Password for your Salesforce Administrator account. d. Settings section determines how s should be sent: i. Select Enable Send via Salesforce.com to ensure the is sent through your Salesforce account. ii. Select Enable Send via client if you would like the option to use an client such as Microsoft Outlook to send individual s. NOTE: Do not choose this option if you re using Lotus Notes as your company system.

8 Page8 e. Click Save. NOTE: The Salesforce Administrator s password entry may need to include a security token at the end. For example, if your password is brainshark and your security token is a1b2c3d4e5, your password and security token together would be entered in the form brainsharka1b2c3d4e. See Updating Your Security Token below for more information. Also, as your Salesforce (or Brainshark passwords) expire, the Setup Tab information must be updated to ensure proper operation of the integration package.

9 Page9 Part 5: Test the Integration Now you re ready to test the installation. If you do not already have one, create a test contact or lead record with an address you have access to. 1. Select your test Contact or Lead and confirm the appropriate placement of the custom Send a Brainshark Presentation link on the Record. If necessary, return to Part 3 and place the link in the correct location. 2. Click Send a Brainshark Presentation to view the list of available presentations. a. Select List presentations in folder to find presentations in a specific Brainshark folder. OR b. Use the Search for field to enter the name, Presentation ID, or Tags for the desired presentation. 3. Click Preview to the right of each listed Brainshark presentation to view it prior to selecting. 4. Click Skip to skip the presentation selection process and generate a blank that you can complete. You may manually enter a single presentation link and it will be tracked by Salesforce. 5. Select the presentations you would like to share and click Send Selected. 6. If your company has templates, select a Template from the dropdown. If you do not want to use an existing template, select Don t use a template. NOTE: Only plain text templates may be used. When using a template, you can place the Brainshark presentation URL within the existing template body copy by clicking Insert Links to the left of the body. 7. Complete the desired fields in the , taking care not to modify the presentation link in the body.

10 Page10 8. Click Send to share the presentation using the Salesforce generator, or click Send using client to send the using your own client. NOTE: this second option will only be available if you configured this in Part 3, Settings. 9. Confirm that Salesforce has added a SENT record within the Contact s Activity History. This indicates that Brainshark has sent the to the designated recipient. 10. View the and click the Brainshark link to view the presentation. 11. Once viewed by the contact, the Contact Record will be updated with a VIEWED task within the Open Activities section. 12. This concludes installation and testing of the Brainshark/Salesforce Integration.

11 Page11 Updating Your Security Token When saving the settings on the Brainshark Setup tab you may receive an error message indicating difficulty with the Salesforce password. If you do, you will need to reset your security token and append it to your existing password. Then you will need to use this new password/token combination in the Data Synch section. 1. Select Setup from the dropdown under your name in the top right corner of the Salesforce page. 2. Select My Personal Information > Reset My Security Token from the Personal Setup section on the Salesforce left navigation menu. 3. Click Reset My Security Token to receive an from Salesforce with instructions for resetting the token.. 4. Select and copy the token from the Click the + tab to reveal All Tabs in Salesforce. 6. Select Brainshark Setup. 7. Append your new security token to your Salesforce Password, and Confirm Password for your Salesforce Administrator account, in the Data Synch Settings section. For example, if your password is MyPassword and your security token is XXXXXX, you would enter MyPasswordXXXXXX into the password field. 8. Click Save. 130 Turner Street Building 1, Suite 100 Waltham, MA T: F: