Salesforce-Wrike Integration Setup Manual

Transcription

1 Salesforce-Wrike Integration Setup Manual This document has been designed for Salesforce administrators. It will guide you through the setup process for the integration between your Salesforce instance and your Wrike account. This includes steps for: installation, uninstallation, and updating the package; adjusting settings in Salesforce; and creating your first Wrike task from Salesforce. Additional information is provided on the usage of project Templates. The person completing this installation will need: A profile with permissions to install packages and create VisualForce pages in the Salesforce Enterprise (or similar) Edition most likely an Admin profile A user license in the Wrike Enterprise account NOTE: The Wrike integration is currently incompatible with the latest Salesforce user experience, AKA Lightning Experience. We are working to remedy this. But in the meanwhile, please stay in Salesforce Classic mode to avoid any possible errors. Contents Salesforce-Wrike Integration Setup Manual Begin package installation Review package contents and set security level Basic setup of the integration Enabling Wrike Integration for Salesforce object records Giving Salesforce users access to Wrike Tasks... 7 Using the project Templates Opening Template Manager Creating and managing Templates Using the Templates Uninstalling the package Removing the Wrike Tasks section from page layouts Disabling the objects Uninstalling the package Updating the package Updating from versions below Updating from version 1.70 or above Support & Troubleshooting Adjusting Salesforce security settings Entering application keys... 19

2 1. Begin package installation Installation links are provided via . You can request the links through the Apps & Integrations page of your Wrike profile by clicking the Request button on the Salesforce app card. This card is only visible to administrators of Wrike Enterprise accounts. To begin the installation, you must be logged in to your Salesforce profile and have permission to install packages and create Visualforce pages. If you do not have these permissions, please contact your company s Salesforce administrator who does have these permissions. This person should be in charge of the installation. 2. Review package contents and set security level When you click the link to install the Wrike package, you will be taken to a screen with information on package contents. You will be presented with a choice of making package pages available to admins only or to all users. These pages contain the details for configuring the package, so the recommended choice is to Install for Admins Only. After you configure the integration, you can grant other users access to Visualforce pages created for working with Wrike tasks in Salesforce. You can also review the package components here, if you deem necessary. Press the blue Install button to proceed.

3 A pop-up will appear asking you to allow Wrike to send data to your Salesforce instance. Check the box to grant access and click Continue to proceed. 3. Basic setup of the integration The installation process itself may take a minute or two. Please stay on this page for a few minutes, even if you don t see any apparent activity. When the installation is complete you will be transferred to the intro page of the integration configuration. If you see a message This app is taking a long time to install, you will be notified via when the installation has completed. In this case, you can manually proceed to the intro page by opening your Salesforce Setup page and following these steps: 1. In the Setup navigation menu (located in the left sidebar), open Installed Packages in the Build section. 2. Find Wrike Integration in the Installed Packages table and click on it to see the details. 3. On the Wrike Integration package page, click the link to View Post Install Instructions.

4 Next, you will see the intro page of the integration configuration: If you are performing the installation for the first time, click on the Setup package button. If you are updating from an earlier version, choose the correct file to import your integration settings and follow the instructions for Updating the package. The next step requires you to have a user profile in Wrike. Click the Connect button to connect your Wrike profile to your Salesforce profile. If you re logged into Wrike you ll be transferred directly to the Consent page. Otherwise, you ll have to log in first. Click Accept to give the integration app access to your Wrike data. No info will be stored outside of Wrike except task and folder IDs, which will be stored in your Salesforce organization data. If you have more than one Wrike account (e.g. an additional account for personal projects or external collaboration) you will be prompted to select the account you want to integrate with.

5 4. Enabling Wrike Integration for Salesforce object records Once your Salesforce instance has been linked to your Wrike account, a top-level Salesforce folder will be created in Wrike. The integration works by adding a series of subfolders under this folder one for each Salesforce object enabled for the integration (e.g. Accounts, Leads, Opportunities, etc.), then one for each enabled record (e.g. individual accounts, leads, opportunities). Wrike tasks related to Salesforce records will be included in these subfolders in Wrike, and they will be accessible in Salesforce directly from the records pages. Here is an example of how Salesforce objects and records will be mapped to Wrike after the integration is enabled for Accounts (Object) and two sample records: Salesforce: Wrike: Salesforce [Folder] Accounts [Object] Accounts [subfolder of Salesforce] ABC Corp [Record] ABC Corp [subfolder of Accounts] Task 1 Task 1 XYZ Inc [Record] XYZ Inc [subfolder of Accounts] Task 2 Task 2 This folder structure will be shared with all regular users in your Wrike account. If you want your Salesforce-related tasks to be visible only to specific users, you can change the sharing settings for the parent Salesforce folder. A good practice is to include users who will be working with Salesforce-related tasks in a special group, and then share the Salesforce folder with this user group. Steps A, B, and C below describe how to enable Wrike Integration for Salesforce object records. A. Enable the objects. On the Wrike Integration setup page, you can choose any default or custom object in your Salesforce organization and enable the integration for it. A subfolder with the Object name will be created in Wrike under the parent Salesforce folder.

6 If you need to enable the integration for another Object later, you can always return to the integration settings page from your Salesforce Setup page: 1. In the Setup navigation menu (located in the left sidebar), click Installed Packages in the Build section. 2. Find Wrike Integration in the Installed Packages table and click on it to see the details. 3. On the Wrike Integration package page, click the link to View Post Install Instructions. B. Add Wrike Tasks sections to page layouts After Wrike Integration is enabled for desired Salesforce objects (step A), you need to add Wrike Tasks Visualforce pages to the page layouts for these objects. Here s how: 1. Open your Salesforce setup page. 2. In the Setup navigation menu (located in the left sidebar), find "Customize" in the Build section and expand it. Choose the Object you enabled during the previous setup step (e.g. Accounts, Leads, Opportunities, etc.) 3. Expand the Object sub-menu and click Page Layouts. 4. Click Edit in the page layout row where you d like to add the Wrike Tasks section. 5. In the top panel, choose Visualforce Pages and drag the Wrike Tasks Visualforce page to where you want it to be located in the layout. Click on the wrench icon in the widget to edit its settings and set the height to Click Save button in the top panel.

7 Repeat this process for all the layouts and objects you need. C. Enable records. Prior to enabling the integration for individual records, it must be enabled for the parent Salesforce object (see step A above), and the Wrike Tasks section must be added to the page layout (step B). A Salesforce record will have the linked folder in Wrike generated automatically once the first Wrike task is created from that record s page in Salesforce. To create a new Wrike task from Salesforce, open the record s page and click on the New task button in the Wrike Tasks widget: The form for task creation will be shown in the widget, where you can set the task s title, due date, assignee, and description. Press Create button when you re done. The new task will appear in the Wrike Tasks widget in Salesforce and the linked folder with this task will be created in Wrike. The newly created folder will have the same name as the record s name in Salesforce. To add more tasks, just click on New task. Wrike tasks added to this folder in Wrike will also be accessible from the record s page in Salesforce. 5. Giving Salesforce users access to Wrike Tasks The next step is to grant non-admin users in your Salesforce account access to Wrike Tasks Visualforce pages. NOTE: It is best to do this after completing the initial configuration steps and testing so that your users can start working with Wrike tasks right away. If you have turned the integration on for all

8 required objects and added Wrike Tasks to page layouts, you can grant access in bulk, instead of repeating the procedure for each individual object. Follow these steps: 1. Open your Salesforce Setup page. 2. In the Setup navigation menu (located in the left sidebar), find "Manage users" in the Administer section and expand it, then click on "Profiles" in the expanded list. 3. Choose the profile you want to give access to and click on it (e.g., Contract Manager). 4. On the profile page, scroll to the Enabled Visualforce Page Access table at the bottom and click Edit in this table. 5. Transfer following Visualforce pages to the Enabled Visualforce Pages list and click Save. : a. All starting with WrikeView (e.g., WrikeView_Lead) b. Wrike_FolderView c. Wrike_TaskView d. Wrike_Authorize e. Wrike_TemplateWizard Now users belonging to these profiles will see the Wrike Tasks sections when they open the records from Salesforce objects enabled for Wrike Integration. The first time they use the integration, they will need to click Authorize to connect to Wrike. If your Salesforce users are not members of your Wrike account yet, you will need to invite them and make sure the Salesforce folder is shared with them. Salesforce users who require the ability to create and edit Wrike tasks will need User licenses in Wrike. Those people who only need to view Wrike tasks and check task statuses from Salesforce can be given free Collaborator licenses in Wrike. After clicking Authorize, users who are logged into Wrike will be transferred directly to the Consent page. Otherwise, they will have to log in first, then give the integration app permission to connect to their Wrike profiles on the Consent page. After this, your Salesforce users can work with Wrike tasks to the extent allowed by their type of license and permissions in Wrike. Congratulations! You have now completed the installation process, and you are familiar with a basic use-case for creating and viewing Wrike tasks from Salesforce record pages. The only remaining part is for your users to link their own Salesforce and Wrike accounts, which they can do from any object record page that has been enabled for Wrike Integration.

9 Using the project Templates Single tasks are great when you need to collaborate on simple issues. Sales rep can request legal review of a contract, or ask the engineering team for an estimation on a customer s custom request. But when there is a need for really tight collaboration say, between Sales and Implementation teams using the Templates may be more useful. You can use existing Wrike folders as Templates for a project that needs to be jumpstarted by the people who work in Salesforce. Their coworkers in Wrike will be assigned the full project plan with selected due dates, and can effectively execute. NOTE: Tasks in the folder set up as your Template should not contain subtasks, as they will not be displayed in the Wrike widget in Salesforce. Support for Wrike subtasks is coming soon. Follow these steps to implement this feature into your workflow: 1. Opening Template Manager Template Manager is accessible from the integration settings page. Follow these steps to reach that page: 1. Open your Salesforce setup page. 2. In the Setup navigation menu (located in the left sidebar), click Installed Packages in the Build section. 3. In the installed packages table, click Wrike integration. 4. On the Wrike integration package page click the View link in Post Install Instructions. 5. Click the Setup Templates button. Alternatively you can reach the page via the direct URL: Usage of the Template Manager does not require specific Salesforce user permissions, but ability to access to the page depends on the choice made during the installation it is possible that your page was set up for access only by admins Creating and managing Templates 1 Changing access rights to the page can be done by following the instructions presented in 5. Giving Salesforce users access to Wrike Tasks, but in this case you should give access only to the VisualForce page named Wrike_TemplateManager

10 A Salesforce user who wants to configure Templates should be authorized for Wrike through Salesforce. If this person is using the integration for the first time, he or she will need to authorize as a Wrike user on the Template Manager page and complete the Wrike consent form. This is the same flow as described in 5. Giving Salesforce users access to Wrike Tasks. After a user is authorized he will be presented with a table of all existing Templates. Start creating a new Template by clicking the New Template button. To create new Template you must: 1. Enter the title of the Template in the Title input. It must be unique; Templates cannot have identical titles. 2. Enter the description of the Template in the Description text area. This description will be shown to the end-users when choosing between Templates, so it will be helpful to provide additional information for them here. 3. Enter the name of the Wrike folder that will be your Template in the Link folder input. You will see a dropdown list of suggested folders under the input box based on name you enter. Choose the correct option from the dropdown. 4. Click the Create Template button.

11 Existing Templates can be edited by clicking the Edit link in the first column of the Templates table. The order of the Templates in the admin table is the same order in which Templates will be presented to the end-user. If needed, you can change their order by clicking the Sort button. 3. Using the Templates Templates can be used to jumpstart a project right from any Salesforce record page enabled for Wrike integration. Users can work with Templates through the same Wrike widget where they create tasks (as described in the first part of this manual). A Salesforce user interacting with the widget must be authorized in Wrike following the instructions presented in 5. Giving Salesforce users access to Wrike Tasks. This person will also need a User license in Wrike to start projects from Templates. To start a new project, click the Choose Template button and follow the steps of the Template wizard. Choose one of the Templates by clicking Template name in the table. Choose whom all new tasks will be assigned to (a specific user or no one).

12 Choose the start or end date of the project based on the Template. All tasks will be rescheduled accordingly. They keep the same sequence, durations, and time intervals as set up in your original Template. Next, the folder will be created in Wrike with the same name as the Salesforce record and with Template name added. It will belong to the parent folder with the same name as the object type that this record belongs to. You can add more tasks by clicking New task.

13 Uninstalling the package Uninstalling the package requires you to reverse the settings created during installation. Only after you re done reversing settings can you uninstall the package. 1. Removing the Wrike Tasks section from page layouts You need to remove Wrike Tasks Visualforce pages from all the page layouts where you had previously added them. For each page layout repeat the following steps: 1. Open your Salesforce setup page. 2. In the setup navigation menu (located in the left sidebar) find "Customize" in the Build section and expand it. Choose the object that has page layouts with Wrike Tasks. 3. Expand the required object sub-menu and click Page Layouts. 4. Click Edit in the page layout row where the Wrike Tasks section had been previously added. 5. Find Wrike Tasks in the page layout and click the Stop icon to remove the section. 6. Click the Save button in the top panel. Repeat for all the layouts and objects containing Wrike Tasks sections. 2. Disabling the objects 1. In the setup navigation menu (located in the left sidebar) click Installed Packages in the Build section. 2. In the installed packages table, click Wrike integration. 3. On the Wrike integration package page, click on the View link in Post Install Instructions. 4. Click the active Disable buttons for all previously enabled objects. 3. Uninstalling the package Now you re good to go with actually removing the package. To do that: 1. In the setup navigation menu (located in the left sidebar) click Installed Packages in the Build section. 2. In the installed packages table, click the Uninstall link in the Wrike integration row. 3. At the bottom of the uninstall page, select the radio button regarding the preservation of data which corresponds to your needs and check the Yes, I want checkbox. 4. Click the Uninstall button.

14 Updating the package Wrike Integration updates should be performed by a person who has permissions to install packages and create Visualforce pages (most likely a Salesforce admin). The update procedure depends on the version of Wrike Integration you are currently using. If it is lower than 1.70, you will need to install the migration package to transfer your settings. You can check the version of the installed Wrike Integration package by opening your Salesforce Setup page and following these steps: 1. In the navigation menu (located in the left sidebar), open Installed Packages in the Build section. 2. Find Wrike Integration in the Installed Packages table and check the version number. Updating from versions below Contact Wrike Support team at support@team.wrike.com and request the link to install the Wrike Migration package in Salesforce. 2. Install it in the Organization where you want to update an early version of the Wrike Integration package. Keep the default installation options ( Do not install if existing component names conflict with the ones in this package and Install for admins only ). If the installation takes longer than a couple of minutes, you will see a message This app is taking a long time to install and you will be notified when the installation has completed via After the installation is completed, open your Salesforce Setup page. Then go to Installed Packages in the Build section and click Wrike Migration. On the Wrike Migration package page, click the link to View Post Install Instructions. You will see a page describing the update procedure step-by-step: 4. Press Export button in section 1. A new window will open up and populate with a list of exported entities. The export may take up to several minutes do not close this window until you see a message Successfully finished along with the link Save exported data. Click this link to download the file with your Wrike integration settings in JSON format to your computer. Make sure to store it safely and do not lose this file. 5. Press Clear button in section 2. This will remove the settings created by the Wrike Integration package.

15 6. Uninstall the current Wrike Integration package by clicking the Uninstall link in section 3 and then clicking Uninstall in the Wrike Integration row of the Installed Packages table. 7. Once you see the uninstall status as complete, install the new version of Wrike Integration by following the instructions from sections 1. Begin package installation and 2. Review package contents of this manual. 8. Open the Wrike Integration package page and click the link to View Post Install Instructions. You will be prompted to configure the first-time installation or import your previous Wrike Integration settings. Choose to Import settings and select the JSON file saved in step 4 of these instructions. You now have a new version of Wrike Integration with all the settings and links between your Salesforce records and Wrike tasks restored. You can uninstall the Wrike Migration package. Updating from version 1.70 or above 1. Get to the integration configuration page: Open your Salesforce setup page. In the Setup navigation menu (located in the left sidebar), click Installed Packages in the Build section. In the installed packages table, click Wrike integration and click the View link in Post Install Instructions. You will be taken to the integration configuration page. 2. On the integration configuration page, click the Start button in the Export settings and update package section. You will be transferred to the following page: 3. Click the Export button in section 1. A new page will open with a list of exported entities. The export may take up to several minutes do not close the page until you ve received the note Successfully finished along with the link Save exported data. Click this link and your settings file will be downloaded to your computer. Do not lose this file!

16 4. Click the Clear button in section 2. This will clear all settings for your currently installed Salesforce integration package. 5. Uninstall the Wrike integration package by clicking the Uninstall button in section 3 and then clicking the Uninstall link in the Wrike integration row of the installed packages table. 6. Install the new version of the package by following the instructions provided in 1. Begin package installation and 2. Review package contents. 7. Open the Wrike Integration package page and click the link to View Post Install Instructions. You will be prompted to configure the first-time installation or import your previous Wrike Integration settings. Choose to Import settings and select the JSON file saved in step 3 of these instructions. You now have a new version of Wrike Integration with all the settings and links between your Salesforce records and Wrike tasks intact.

17 Support & Troubleshooting If you need any assistance, please contact This document will now cover common issues you may encounter during setup. Adjusting Salesforce security settings Problem: After opening the package Post Install Instructions you are not taken to the step described in step 3 of this manual. Instead you re shown the step, Please setup security settings. Solution: If you re installing the package into your Salesforce instance for the first time and we cannot change your security settings automatically, you will be taken to a page with manual instructions. Please follow them to proceed with installation. 3.1 Open the Salesforce setup page in a new tab (right-click on the Setup link at the top and choose to open it in a new tab). 3.2 In the Setup menu located in the left sidebar, find Security controls in the Administer section and expand it. Then click on "Remote Site Settings" in the expanded list.

18 3.3 In the All Remote Sites table, click New remote site. 3.4 Enter SF as the name, and paste the unique Salesforce link provided with the Security Settings instructions in the first browser tab (see 3.1) as the Remote site URL. Click Save. 3.5 Click Proceed to Installation in the setup process after you're finished.

19 Entering application keys Problem: After opening the package Post Install Instructions you are not taken to the step described in step 3 of this manual. Instead you re shown the step, Enter your personal settings. Solution: This step is displayed only if the package failed to configure itself automatically (due to network errors, unconventional security settings, etc.). You can simply try reloading the Post Install Instructions from Setup>Build>Installed Packages>Wrike Integration. If that doesn t help, then you need to contact Wrike Support. Once you receive the credentials from Support, enter them in the corresponding fields on this page and click Proceed.