Jesubi Salesforce Integration Guide

Transcription

1 Jesubi Salesforce Integration Guide

2 Table of Contents Requirements p. 3-8 What credentials are necessary for Integrating Jesubi and Salesforce? p. 3 How do I map my fields? p. 4 How do I Edit my Activity Sync? p. 6 How do I Edit my Salesforce User Mapping? p. 7 Setting Up p What is a Job and how do I create one? p. 9 How do I run a Job manually? p. 9 How do I disable a Job? p. 10 How do I re enable a disabled Job? p. 10 How do I create a schedule for my Job? p. 10 What is a Task and how do I create one? p. 12 How do I customize my Task s Advanced Options? p. 17 How do I disable a Task? p. 20 How do I re enable a disabled Task? p. 20 How do I reset my sync with Salesforce? p. 21 How do I view the results of my Job Runs? p. 21 Support p. 22 How do I reach Jesubi support? p. 22 2

3 Requirements This form is designed to guide you through the SalesForce/Jesubi Integration. It is important that you complete each item on this list to ensure that your SalesForce integration with Jesubi is set up the way that you want it to be. What credentials are necessary for Integrating Jesubi and Salesforce? SalesForce Admin Login You will need an Admin log in that has access to ALL of the fields you want to sync between Jesubi and Salesforce. SalesForce Password & Security Token In order for the two systems to communicate, via the APIs, you will need to input your password and security token for the Admin log in you are using to link Jesubi to Salesforce. Once you have input your credentials, Jesubi encrypts this information and saves it for future use To put your credentials in Jesubi, navigate to your Integrations List and click Edit Credentials to input your login, password, and security token. Once you have clicked Edit Credentials follow these steps: 1. Input your Admin log-in in the username field. 3

4 2. Input your Salesforce password followed by your security token in the Password and Token field with no spaces in between. 3. Once you have input this information you can click the Test Credentials button to make sure you have integrated the two systems. 4. Click the Save button. How do I map my fields? Edit Mapping The mapping process is the next step that you will need to complete so that data can be passed back and forth between Jesubi and SalesForce. Jesubi gives you the ability to map Leads, Contacts, Accounts, and Opportunities. To ensure the data for each field you choose is being synced, a simple field mapping is required. To start the mapping process, simply click on the link that says Edit Mapping in your Integrations list. Once you have clicked Edit Mapping you will have the option to choose the fields to map in Jesubi and SalesForce. 4

5 Jesubi Field This column shows the name of the Jesubi Field you are mapping to. Salesforce Field You have the option to map a Salesforce field to each field that is enabled in Jesubi. Simply choose the Salesforce field from the dropdown. Field names in Salesforce are listed alphabetically. Note: If you are mapping a field from Salesforce with pick list values, you will need to update the field in Jesubi to contain the identical values in the drop down field. Write To Jesubi When you check the box Write To Jesubi, you are choosing the fields you want to be able to map data from Salesforce to Jesubi. 5

6 Write To Salesforce When you check the box Write To Salesforce, you are choosing the fields you want to be able to map data from Jesubi to Salesforce. Entity By clicking the Entity button, you are able to choose the entities you would like to edit the mapping for. Lead, Contact, Account and Opportunity. You are able to map Leads, Contacts, Accounts, and Opportunities in Jesubi. Each of these entities can be configured to sync data back and forth between systems. How do I Edit my Activity Sync? To customize the message that shows in Salesforce from a Jesubi Activity you will want to customize your Activity Sync options. 6

7 Below is an example of the typical Activity Sync Labels. Once you have customized your Activity Sync messages, click Save. How do I Edit my Salesforce User Mapping? The last step that you will need to complete is mapping your Salesforce User. From the Users Tab in Jesubi, you will need to map everyone completing Activity in Jesubi to the User they correspond to in Salesforce. Once this has occurred, any activity that has been synced over to Salesforce from Jesubi will show who completed the activity in Jesubi. 7

8 Once you have selected the correct user in Salesforce, you can click Save. 8

9 Setting Up What is a Job and how do I create one? A Job is what Salesforce syncs run on. The Job gets the schedule, and everything included in the Job runs on the same Sync. First, to create a Job you will need to navigate to your Jobs. Hover over the Integrations tab and click Jobs. Next, click the New Job button. After clicking the New Job button, you will be prompted to name the Job you are creating. Be sure to give the Job a name that will help you remember what you are syncing to or from Salesforce. How do I run a Job manually? Run 9

10 To run a job manually you need to navigate to your list of Integration Jobs. Then, you will need to select the check box next to the Job you would like to run. Once you have selected the Job, you can click the Run button. How do I disable a Job? Disable To disable a Job you need to navigate to your list of Integration Jobs. Then, you will need to select the check box next to the Job you would like to disable. Once you have selected the Job, you can click the Disable button. How do I re enable a disabled Job? Enable To re enable a Job you need to navigate to your list of Integration Jobs. Then, you will need to select the check box next to the Job you would like to re enable. Once you have selected the Job, you can click the Enable button. How do I create a schedule for my Job? 10

11 New Schedule You can have the following choices when you are choosing how often you would like your job to run. Every N Hours Every N Minutes Daily To choose the N value for your schedule you can choose from the drop-down provided. 11

12 You can choose what time in the morning you would like for your Jobs to start running as well as the time you would like for them to stop. Then you can choose which days you would like your Job to run on. What is a Task and how do I create one? A Task allows you to choose what entities you would like to sync between Jesubi and Salesforce. You can have multiple Tasks within a Job, but each task will run on the Job schedule that you select. To create a new Task within a Job, you will need to click on the Job you have just created. 12

13 Then you will need to click the New Task button. Task Name 13

14 In the name field, you are able to give your task a specific name. You will want to use the name to identify what you are syncing between Salesforce and Jesubi. Integration Since you are integrating with Salesforce, you will want to select Salesforce from the drop down. Criteria Type When you are choosing the Criteria Type you have two options. If you are bringing Salesforce data into Jesubi you will choose Salesforce. If you are pushing Jesubi data to Salesforce you will choose Jesubi. When in Conflict If there is a conflict in the data between the Jesubi entity and the Salesforce entity, you will need to choose which entity should take precedent over the other. Typically you have one system of record where the data is the most up to date. You will want to choose this system of record to make sure that your data continues to stay as up to date as possible. Sync Criteria Object to Sync Under Object to Sync you are choosing what you would like to sync between Salesforce and Jesubi. If you choose Jesubi as your Criteria Type you will have the option to sync the following objects: Leads, Accounts, and Opportunities. 14

15 If you choose Salesforce as your Criteria Type you will have the option to sync the following objects: Leads, Contacts, Accounts, and Opportunities. Include Related If you are pushing data to Salesforce, Include Related allows you to push any related Activity, Leads, Accounts, and/or Opportunities with the Object you are syncing to SalesForce. Selection Criteria When you choose your Selection Criteria, you are filtering out and choosing the specific entities you would like to sync. Jesubi allows you choose Leads or Accounts that meet only the specific criteria you have chosen. Below I have chosen to select only Leads with the Title field containing VP. Jesubi will give you the number of records that match your criteria, so that you know what will be syncing over before you run the job. If you would like to preview the records that meet the criteria you have selected, click Preview Results. THIS IS HIGHLY ENCOURAGED. Dedupe Criteria 15

16 Dedupe Criteria will automatically go to the Default Dedupe Criteria for Jesubi listed below. Jesubi will also dedupe against the SF Lead or SF Account ID Depending on what you have chosen to sync. Jesubi gives you the ability to adjust and customize your dedupe criteria by clicking the Green + sign and Adding rows to your criteria. Auto-Resolve Dupes If you choose to check the Auto-Resolve Dupes Checkbox, duplicates that have been found will automatically be merged together. In Jesubi 16

17 Add to Jesubi Campaign(s) From the drop-down you are able to choose any campaign(s) you would like to add the Leads you are syncing to in Jesubi. Add to Existing Jesubi List(s) From the drop-down you are able to choose any list(s) you would like to add the Leads you are syncing to in Jesubi. Create New Jesubi List You also have the option to create a list each time the Job is run. Any leads that meet the criteria you have chosen will go on the list when the Job runs. Each list will have a date and time stamp for when it was run. In Salesforce Add To Salesforce Campaign If you would like the Leads that meet your criteria to be added to a Salesforce Campaign, you can choose the Salesforce campaign from the drop-down. How do I customize my Task s Advanced Options? Advanced Data Options Only Copy if Target is Empty 17

18 If you choose this check box data will only be copied into empty fields, and no data will be overwritten. Don t Copy if Source is Empty If you choose this check box only fields with data in them will be copied. Empty fields will be ignored. Sync Limit (number) This will limit the number of primary entities synced. Related entities of those limited primary entities will still be synced. Always Apply Side Effects If this option is selected, all entities that match your selection criteria will be added to lists, campaigns, etc., regardless of whether the entity itself will sync any of its data. Advanced Sync Criteria Options Enable Static Mappings Static Mapping gives you the ability to map a specific value to a field, regardless of what the value in Jesubi is. Advanced In Jesubi Options 18

19 Quarantine New Entities Based on the criteria that you are downloading you can make any new leads/accounts quarantined by default when you check this box. Create Nameless Leads If you would like to create Nameless Leads for Accounts without Leads you can select this check box. Remove from Jesubi Campaign(s) You can choose if you want leads that match your selection criteria to be removed from campaigns of your choice. Be careful if you choose Remove from All Active Campaigns. You cannot add Leads back to a campaign once they have been removed. Integration Lists 19

20 Create and add leads to lists based on a parameter of the lead, much like a segment. For example: {FirstName} will add the leads to list segments based on the first name of the lead. Integration Campaigns Much like Integration Lists, you can create and add leads to campaigns based on a parameter of the lead, much like a segment. On Lead Owner Change You have the choice of a few options to work with when a Lead owner changes. Do Not Transfer Opportunities or Activities Transfer Opportunities on Owner Change Transfer Activities on Owner Change Transfer Both Opportunities and Activities on Owner Change Download Salesforce Campaign History This adds campaign history from leads/contacts in Salesforce to the Jesubi lead campaign history. Advanced In Salesforce Options Convert Leads to Contacts You have the option to convert all leads to contacts when you are syncing with Salesforce. How do I disable a Task? Disable 20

21 To disable a Task you need to click into the Job that the task is on. Then, you will need to select the check box next to the Task you would like to disable. Once you have selected the Task, you can click the Disable button. How do I re enable a disabled Task? Enable To re enable a Task you need to click into the Job that the task is on. Then, you will need to click the Show All Button. This will show you all of the Tasks on your job including the disabled Tasks. Next, select the check box next to the Task you would like to re enable. Once you have selected the Task, you can click the Enable button. 21

22 How do I reset my Sync with Salesforce? Sync Reset If you would like to reset a sync, which has already run in Jesubi, you can use the Sync Reset button. This is helpful if you update your Salesforce mapping and would like the new fields to populate. How do I view the results of my Job Runs? Job Run Summary To view the results of your Job Runs simply hover over the Integrations tab, and click Job Runs. You will be able to see each time a Job has run and the Results of each Job Run. 22

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24 Support How do I reach Jesubi support? If you have any questions or problems you can contact our team at by clicking the support link. We have a great amount of resources under the support link as well such as tutorials, guides, and frequently asked questions. You can also access our support link by going to: Do you have any additional questions? Please do not hesitate to contact your Jesubi Training and Implementation team with questions or feedback. Jesubi is truly designed to be easy to use, and nearly all of our enhancements have developed from our clients suggestions. Do you have any suggestions for this guide in particular? Do you need more clarity on a particular subject or page? Kim Glaze Vice President, Client Success T: (317) x147 E: [email protected] Nicole Fletcher Director, Client Success T: (317) x112 E: [email protected] Julienne Smith Manager, Client Success T: (317) x152 E: [email protected] 24