for Salesforce CRM INSTALLATION GUIDE February

Transcription

1 for Salesforce CRM INSTALLATION GUIDE February

2 Table of Contents Before You Begin... 3 First Time Installing Access Hoover s... 3 Updating Access Hoover s... 3 Note for Internet Explorer Users... 4 Note for Internet Explorer Users... 4 Installation Requirements... 5 Basic Installation... 6 Create D-U-N-S Number Custom Field... 9 Enable Hoover s Tools for Accounts, Contacts, and Leads Include Hoover s Tools in the Account, Lead and Contact Page Layouts Note for Professional Edition Users Custom Field Mapping in Accounts, Contacts, and Leads Mapping ConnectMail Contacts Mapping Industry Picklist Values (Optional) Identify the Access Hoover s Version You Are Running Setup the User for Background Downloads Modifying Default Configurations Uninstall Access Hoover s for Salesforce CRM Uninstalling Access Hoover s v Uninstalling Access Hoover s r

3 Before You Begin First Time Installing Access Hoover s This installation process will walk you through the necessary steps to customize your Salesforce CRM environment to enable Access Hoover s r5 in the selected Salesforce instance. Please refer to the Basic Installation section of this document for more details. Note that Access Hoover s customizations to your environment will not interfere with any current customizations you may already have. Updating Access Hoover s You are about to install Access Hoover s r5 for Salesforce CRM. This installation process WILL NOT update your previous installation of Access Hoover s (v2.0) in the selected environment; nor will it modify any existing Access Hoover s customizations for your Account, Lead, or Contact page layouts. Of note, the D-U-N-S Number custom field that was created in the v2.0 installation will remain intact in the updated r5 version. The Access Hoover s r5 installation process was designed to automatically re-create your customizations and field mapping settings. To enable this, we require that you provide us your Salesforce Organization ID as an initial step. See instructions below in the Installation Requirements section for how to send us this information. To ensure a seamless transition for your end users, we recommend that you first install Access Hoover s r5 in your sandbox environment. When you are confident that the product is configured to your satisfaction, you should then uninstall Access Hoover s v2.0 prior to moving the new r5 version into production. This will eliminate the possibility of users seeing duplicate tabs and custom links in the transition. Refer to the Uninstall Access Hoover s section of this document for instructions. To confirm which Access Hoover s version you are currently running, please refer to the Identify the Access Hoover s Version You Are Running section of this document. Please note: Once you have updated to Access Hoover s r3 or later, your Access Hoover s will automatically update to the latest release when Hoover s releases a new version, currently r5. 3

4 Note for Internet Explorer Users If you are using Internet Explorer, ensure cookies are always enabled for hoovers.com. This must be done for every user that will be using Access Hoover s: 1. From your browser menu, select Tools > Internet Options > Privacy > Sites. 2. Under Address of website, type and click Allow. 3. Click OK and then OK again. 4

5 Installation Requirements To install Access Hoover s r5 for Salesforce CRM, you will need the following: 1. An active Salesforce CRM environment If you don t currently have a Salesforce account, visit to obtain one. Access Hoover s is compatible with: Professional, Enterprise, Unlimited, and Developer editions. Access Hoover s does not work with Group or Contact Manager editions. 2. Activate your Access Hoover s subscription For First Time Installations: You will receive a Welcome from crmsupport@hoovers.com requesting your Salesforce Organization ID. We require this information to activate your subscription. Your Salesforce Organization ID can be found under Setup > Administration Setup > Company Profile > Company Information. Please reply to the Welcome with this information. Note: If you would like to install Access Hoover s in your sandbox first, you will need to also provide the Org ID for the sandbox. In your , please specify which Org ID is for production and which is for sandbox. For Admins updating their Access Hoover s version to r5 from r2: Your Org ID will be automatically collected the first time you access any of the new functionality after you install r5. Once you click on any of the r5 tools, you will be asked to migrate your account. You will need to provide your Hoover s login to complete the migration process. Once you have completed the process, we will activate your access to the new r5 product and automatically recreate your customizations and field mapping settings. 5

6 Basic Installation It is critical that you complete the basic installation section for Access Hoover s r5 to your Salesforce CRM environment for users to be able to use the product. To complete the following installation process for Access Hoover s r5, you will need to be a Salesforce CRM user with the System Administrator profile. r5 If you encounter problems, please call Hoover s Customer Support at (866) Navigate to the Access Hoover s listing in the AppExchange. You can either click on the force.com logo in the top right corner of your CRM screen or, if on the Access Hoover s website ( click the yellow Customer Resource Center button and then the Get It Now link 2. Click on the button on the Access Hoover s AppExchange page. 3. Enter your Salesforce administrator user name and password. 4. Agree to the Terms & Conditions and click Install. 5. Click Continue. 6

7 6. Click Next. 7. Choose Security Settings Choose the appropriate Security settings for your organization. Access Hoover s will install a tab called Hoover s Admin that contains system controls intended only for administrators of the Salesforce database. This tab controls functions for your entire Salesforce database. This tab should not be exposed to any users outside of administrators. To ensure that this tab is not exposed to all of your users, we recommend that you hide this tab from all nonadministrator users. More information about hiding tabs can be found on the SFDC help pages: Note: For Professional Edition users, tabs cannot be hidden based on profiles. Individual users can remove this tab from their Salesforce application but this does not enforce compliance. 7

8 8. Click Install. 9. Configure Your Salesforce CRM After installation, you must configure your Salesforce CRM settings to create or enable the following: Create the D-U-N-S Number Custom Field Enable Hoover s Tools for Accounts, Contacts, and Leads Include Custom button in the Account, Lead and Contact Page Layouts Customize Field Mapping in Accounts, Contacts, and Leads Customize Industry Picklist Value Mapping (OPTIONAL) It is critical that you configure your Salesforce for the above settings in order for Access Hoover s to operate properly and for you to realize maximum benefit from Hoover s. For detailed instructions on how to configure your Salesforce, please consult the applicable sections in this document below. 8

9 Create D-U-N-S Number Custom Field Records imported from Hoover s will include the D-U-N-S Number. When an Account, Lead, or Contact is updated with data from Hoover s, the D-U-N-S Number will be added. To enable this, you must have a field in your Salesforce allocated for this datapoint. If you currently have a pre-existing D-U-N-S Number field in your Salesforce, please verify the following: The fields are available in both Leads and Accounts. The fields are formatted as defined in the D-U-N-S Number Custom Field table below (Data Type is Text; Length is 20.). D-U-N-S Number Custom Field Field Label Field Name Data Type Length Object D-U-N-S Number D_U_N_S Text 20 Account D-U-N-S Number D_U_N_S Text 20 Lead Upon verification, please proceed to the section titled Enable Hoover s Tools for Accounts, Contacts, and Leads. If you currently do not have a D-U-N-S Number field in your Salesforce, please follow the steps below to create it on both the Lead and Account objects. It is critical that the new fields are created and exactly match the specifications below. 1. To create the D-U-N-S Number custom field in the Leads object: From the home page, click Setup at the top of the page. Under App Setup on the left menu, select Customize > Leads > Fields and select the New button. 2. On the New Custom Field page, scroll down and select the Text radio button. Click Next. 3. On the Details page, enter the following values exactly as they are displayed here: 9

10 Important: If you do not type them exactly as shown below, the D-U-N-S field will not be added properly. Field Label: D-U-N-S Number Length: 20 Field Name: D_U_N_S 4. Click the Next button. Note: At this point, Salesforce administrators with Enterprise Edition or higher will be prompted to create Field-Level security settings. Select the profiles you want to grant access to the D-U-N-S field via fieldlevel security. The field will be hidden from all profiles if you do not add it to field-level security. 5. Click Next. 6. Click Save. 7. Repeat Steps #1-6 above to create the D-U-N-S Number custom field in the Accounts object. Enable Hoover s Tools for Accounts, Contacts, and Leads 1. From the home page, click Setup at the top of the page. Under App Setup on the left menu, select Customize > Accounts > Buttons and Links. 2. Click on Edit for Hoover s Account Tools. 10

11 3. Delete the URL in the Content box and replace it with the following: MU={!Organization.Id}&CRM=SFDC&O BJ=ACCOUNT&CRMID={!Account.Id}&S SO={!API.Session_ID}&URL={!API.Partn er_server_url_160}&hid={!account.h ooversid c}&duns={!account.d_u_n _S c} Note: If you copy and paste the above link, you will need to remove the line breaks before saving. 4. Click Save. 5. Under App Setup on the left menu, select Customize > Contacts > Buttons and Links. 6. Click Edit for Hoover s Contact Tools. 7. Delete the URL in the Content box and replace it with the following: MU={!Organization.Id}&CRM=SFDC&O BJ=CONTACT&CRMID={!Contact.Id}&SS O={!API.Session_ID}&URL={!API.Partner _Server_URL_160}&HID={!Account.Hoo versid c}&duns={!account.d_u_n_s c} Note: If you copy and paste the above link, you will need to remove the line breaks before saving. 11

12 8. Click Save. 9. Under App Setup on the left menu, select Customize > Leads > Buttons and Links. 10. Click Edit for Hoover s Lead Tools. 11. Delete the URL in the Content box and replace it with the following: MU={!Organization.Id}&CRM=SFDC&O BJ=LEAD&CRMID={!Lead.Id}&SSO={!API.Session_ID}&URL={!API.Partner_Server _URL_160}&HID={!Lead.HooversId c} &DUNS={!Lead.D_U_N_S c} Note: If you copy and paste the above link, you will need to remove the line breaks before saving. 12. Click Save. Include Hoover s Tools in the Account, Lead and Contact Page Layouts 1. From the home page, click Setup at the top of the page. 2. Under App Setup on the left menu, select Customize > Accounts > Page Layouts and select the desired Page Layout where the Hoover s Account Tools button will be included. 3. Click on Edit for the desired Page Layout. 12

13 4. From the top menu, select Buttons. 5. Drag and drop the Hoover s Account Tools button into the Custom Buttons area at the top. 6. Click Save. Repeat Steps #1-6 above to add the Hoover s Tools button to your Leads and Contacts page layouts. Note for Professional Edition Users If you are using Professional Edition of Salesforce, in addition to the above, you will need to add the HooversId field to your Lead and Account page layout. However, to ensure proper functioning, this field should never be edited by the end user. 13

14 Custom Field Mapping in Accounts, Contacts, and Leads Next you will want to navigate to the Hoover s Admin tab to create your personalized field mappings for Accounts, Contacts and Leads. Modifications you make within the Field Mapping, Industry Value Mapping, and Reset Access Hoover's sections will apply to all Access Hoover's data that you import into Salesforce CRM and will impact all end users. For instance, when you map Hoover's data fields to your Account fields in Salesforce, those mappings will apply when any of your users import Hoover's data into an Account record. You can map more than 50 Hoover s datapoints to your Account, Contact and Lead fields in Salesforce. You can revert to the default Hoover s mappings by clicking on the Reset Access Hoover s links. Account Field Default Mappings Salesforce CRM Field Hoover s Datapoint Account Phone HQ Main Phone Billing State/Province HQ State / Province Billing Country HQ Country D-U-N-S Number* D-U-N-S Number* Billing City HQ City Account Name Company Name Industry Primary Hoover s Industry SIC Code Primary US SIC Code Account Fax HQ Main Fax Ticker Symbol US Ticker Symbol Website Web Address Billing Zip/Postal Code HQ Zip Code Annual Revenue Revenue (this is current year revenue, Latest Annual Revenue may give you more revenue figures) Billing Street HQ Street Ownership Company Type Employees Latest Total Employees Contact Field Default Mappings Salesforce CRM Field Hoover s Datapoint Last Name Last Name First Name First Name Title Latest Title Lead Field Default Mappings Salesforce CRM Field Hoover s Datapoint Zip/Postal Code HQ ZipCode Phone HQ Main Phone Street HQ Street 14

15 State/Province Last Name D-U-N-S Number* City Title Industry Fax Website Annual Revenue First Name Country Employees Company HQ State / Province Last Name D-U-N-S Number* HQ City Latest Title Primary Hoover s Industry HQ Main Fax Web Address Revenue (this is current year revenue, Latest Annual Revenue may give you more revenue figures) First Name HQ Country Latest Total Employees Company Name Access Hoover s provides you with the flexibility to assign Hoover s datapoints to your existing Salesforce fields to maintain the integrity of your database. For example, you can map the Hoover s datapoint Doing Business As to an existing Salesforce field for DBA, if a company s DBA is important to your organization. You are also able to create new fields in your CRM to accommodate additional datapoints from Hoover s. For example, if you don t currently have a Salary field on your Contact record, you can create it, add it to the Contact page layout and map it to the Hoover s datapoint for Salary. Most field mapping is optional; however there is one required field: D-U-N-S Number. This field must be mapped to a field in your Salesforce platform. You can use the instructions below for mapping Hoover s data fields to Account, Contact and Lead fields. Note: By default ConnectMail is NOT mapped. Follow the steps in the next section to setup ConnectMail properly. If ConnectMail fields are not mapped, then ConnectMail data will not be visible. 15

16 1. On the Hoover s Admin tab, click Map Account Fields. (Use these same instructions for mapping Contact and Lead fields). 2. The CRM Field column lists all fields on your Salesforce Account record. Select a Hoover s datapoint from the drop-down box to be associated with your Salesforce field. Salesforce field attributes and Hoover s datapoint attributes will be displayed next to each field. When you have completed mapping, click on the Update button at the bottom of the page. 3. Repeat the above process for Contact and Lead records. Mapping ConnectMail Contacts ConnectMail contact information can be mapped to Leads or Contacts depending on the CRM setup. This involves two new fields available for mapping. Below are the suggested mappings. Salesforce CRM Contact Field Business Phone(or) Other Phone Salesforce CRM Lead Field Phone Hoover s Datapoint Connect Mail Connect Mail Phone Hoover s Datapoint Connect Mail Connect Mail Phone Note: ConnectMail data points must be mapped or they will not appear in the CRM. If you have purchased ConnectMail contacts, before mapping these fields, refresh each contact using the Hoover s Tools. 16

17 Mapping Industry Picklist Values (Optional) Mapping industry picklist values enables you to control the picklist values that are available to your users. Modifications you make within the Field Mapping, Industry Value Mapping, and Reset Access Hoover's sections will apply to all Access Hoover's data that you import into Salesforce CRM and will impact all end users. You can revert to the default Hoover s mappings by clicking on the Reset Access Hoover s links. 17

18 1. On the Hoover s Admin tab, click Map Industry Values for Accounts. (Use these same instructions for mapping industry values for Lead records). 2. The CRM Industry column will list the industry values available in your Salesforce CRM. The Hoover s Industry column will list the available Hoover s industry values. Select a Salesforce industry value from the drop-down box to be associated with a Hoover s industry value. You can associate the same Salesforce industry value to more than one Hoover s value. When you have completed mapping, click on the Update button at the bottom of the page. 3. Repeat the above process for industry values for Lead records. Identify the Access Hoover s Version You Are Running The Access Hoover s version can be found on the Hoover s Admin tab within the section header. 18

19 Setup the User for Background Downloads Access Hoover s offers the capability to download leads, accounts and contacts in the background. For any list larger than 50 companies or people, background download is automatic, so setting up this user is required. Once the user is setup, if the password for this salesforce user is ever changed, these setup steps must be repeated. 1. Obtain the Salesforce Token by going to [Setup > My Personal Information > Reset My Security Token] 2. Go into the Hoover s Admin tab, 3. Select Change Salesforce API Settings: r5 4. And enter a set of ADMIN credentials, including the SalesForce Token: Once the credentials are in place, downloads will be able to proceed in the background. 19

20 Modifying Default Configurations With the recent point release of Access Hoover s for Salesforce.com and Access Hoover s for Oracle on Demand, Hoover s is offering our administrators greater flexibility in the management of the functionality of Access Hoover s Configurations. There are two new options: Duplication Checking on Access Hoover s pages turn on/off the duplicate checking that exists on all Access Hoover s content pages Manage Lead Update options Change the default search parameter for lead updates between People Searches and Company Searches. These options are managed through the Hoover s Admin tab. At the bottom of the Hoover s Admin section is the option for Access Hoover s Configurations. Select Change Access Hoover s Configurations The Access Hoover s Configurations section in the Hoover s Admin page will allow CRM Admin users to set up the following system default values: 1- Enable Duplicate Checking through all Access Hoover s pages 20

21 By enabling this function AH will check for duplicates in the CRM every time a Hoover s Search is executed. Note: this option is enabled by default. 2- Lead Update Option. This option how which search style will be used by default when updating Leads: Company Searches or People Searches. If People Search is selected, then the AH will use the Lead First and Last Name to search for Hovoer s People on the Hoover s database. In the results of this search AH will attempt to match the Lead DUNS number. If the DUNS number matches one of the records in the search, then AH will proceed to the Stare and Compare page. If the lead DUNS number is not matched, then the results will be displayed for the user to select a record or execute another search. Once a person record is selected the user will be redirected to the Stare and Compare page where the Lead can be updated. If Company Search is selected, then the AH will use the Lead Company Name to search for Hoover s Companies on the Hoover s database. In the results of this search AH will try to match the Lead DUNS number. If the DUNS number matches one of the result s records, then AH will proceed to the Stare and Compare page. If the lead DUNS number is not matched, then the results will be displayed for the user to select a record or execute another search. Once a Company record is selected the user will be redirected to the Company Overview page where the user will be able to select the company or one of the company contacts to update the record. r5 21

22 Uninstall Access Hoover s for Salesforce CRM Note: Uninstalling Access Hoover s will not remove Hoover s information that you have already imported for your Accounts, Contacts and Leads. Uninstalling Access Hoover s v2.0 For customers updating their Access Hoover s product, we recommend that you install the latest version of Access Hoover s in your sandbox environment before removing r2.0 from your sandbox. Once you are confident in you sandbox environment and all mappings are present, uninstall Access Hoover s v2.0 from production prior to moving the new r5 version into production. This will eliminate the possibility of users seeing duplicate tabs and custom links in the transition. If you do not have a sandbox environment, please print out your mappings to ensure you have a backup, and install the latest version of Access Hoover s. Once you are satisfied that the mappings and r5 are working correctly, uninstall v2.0 using the following instructions. 1. To uninstall Access Hoover s v2.0, first remove the custom links from the page layouts for Account and Lead records. v2.0 Account custom links include: Update Account from Hoover s Add Contacts from Hoover s More Hoover s Information and Tools v2.0 Lead custom links include: Update Lead from Hoover s Update Company from Hoover s More Hoover s Information and Tools 2. After these custom links have been removed from the page layouts, go to Setup > View Installed Packages, and click Uninstall next to Access Hoover's V Uninstalling Access Hoover s r5 1. To uninstall Access Hoover s r5, first remove the custom button from the Account, Lead, and Contact page layouts. 2. Then go to Setup > View Installed Packages and click Uninstall next to Access Hoover s R5. 22