SpringCM Integration Guide. for Salesforce

Transcription

1 SpringCM Integration Guide for Salesforce September 2014

2 Introduction You are minutes away from fully integrating SpringCM into your Salesforce account. The SpringCM Open Cloud Connector will allow you to easily associate and manage documents within Salesforce Objects. An administrator can typically install and configure the application in less than 30 minutes from start to finish! The integration is accomplished in three parts. You must complete all parts to properly integrate SpringCM into your Salesforce instance: Install SpringCM in Salesforce Configure Salesforce Synchronization in SpringCM Configure SpringCM in Salesforce 1. Install SpringCM from AppExchange 1. Gather Salesforce Information 2. Configure Salesforce Sync in SpringCM 1. Manage SpringCM Users 2. Configure SpringCM Document Viewers for Salesforce Objects 3. Create Visualforce Pages for SpringCM 4. Add SpringCM Visualforce Pages to Object Page Layouts 5. Add SpringCM Visualforce Pages to Object Page Layouts 6. Sync Salesforce and SpringCM Users 2014 SpringCM SM SpringCM SM

3 1. Install SpringCM in Salesforce Install SpringCM App from AppExchange To install the SpringCM File It! And Get It! Applications in your Salesforce environment, navigate directly to the App Exchange listing in a web browser: Note: You will need to be a Salesforce Administrator to successfully install the application. 1. Click the green Get It Now button. 2. Enter your Salesforce production account username and password. 3. Choose the appropriate Salesforce environment to install the SpringCM application. Note: Before continuing, if you re installing in a Sandbox, check to make sure your Sandbox User page contains a First Name and a valid address. The default address for a Salesforce Sandbox account is the Username, which is typically not a real address. 4. Agree to the terms and conditions, Click Confirm and Install! 5. Upon successful validation of the credentials, you will see the page below. Click Continue SpringCM SM SpringCM SM

4 6. Approve Third-Party Access by checking Yes, grant access to third-party websites, then click Continue. 7. In Step 1 of the Package Installer, click Next. 8. In Step 2 of the Package Installer, choose Grant access to all users and click Next SpringCM SM SpringCM SM

5 9. In Step 3 of the Package Installer, click Install. The installation may take a couple of minutes. 10. Upon a successful installation, you will see this: You have completed Part Configure Salesforce Synchronization in SpringCM Your own Salesforce administrator account will be acting as the required Salesforce Sync User in SpringCM. The Sync User is the conduit for syncing data between Salesforce and SpringCM and enables the following background tasks: Automatic creation/removal of a SpringCM user based on the SpringCM User checkbox in the Salesforce user manager Automatic Chatter posts on the Salesforce record when documents are added or changed. Note: You will need to be a Salesforce Administrator to successfully install the application. Step 1 of 2: Gather Salesforce Information In order to sync SpringCM with your Salesforce account, SpringCM will need the following Salesforce information: Your Salesforce Username Your Salesforce Password Your Salesforce Security Token 2014 SpringCM SM SpringCM SM

6 Note: Your Salesforce password and security token are masked when entered into SpringCM, and after saving the settings, your password and security token are completely hidden. 1. Obtain a Salesforce Security Token. Note: If you already have a Security Token, it resides in an from support@salesforce.com. Search your for the word token. If you don t have a Security Token, follow the directions below to create/reset a new token. 1) Go to My Settings > Personal > Reset My Security Token. 2) Click the Reset Security Token button. 3) Copy the security token that you receive via from support@salesforce.com. Step 2 of 2: Configure Salesforce User Sync in SpringCM You will now enter your Salesforce information, including the information gathered in Step 1, into SpringCM. Note: This step is only required once upon your initial integration of SpringCM. 1. Switch to your instance of SpringCM, outside of Salesforce In the SpringCM menu, click GO TO > Preferences SpringCM SM SpringCM SM

7 3. Under Account Preferences on the left side, select Salesforce Configuration. 4. Enter the information below into the Salesforce.com Integration section. Ignore the Salesforce Mapping section for the time being. 1) Organization ID: verify that your SF Organization ID is populated. You can find this in Salesforce under Setup > Administer > Company Profile > Company Information. 2) To integrate with Chatter on the Salesforce object record, select Yes under Send Chatter messages for new documents uploaded to sync folders. 3) Keep users in sync with Salesforce: select Yes. 4) Send with User Sync summary: select Yes to receive an when users are synced to SpringCM. 5) Notification Enter your address to be notified in case of user sync errors. 6) Salesforce API URL: Choose the Salesforce environment that you ve installed SpringCM SpringCM SM SpringCM SM

8 7) Username: Enter your Salesforce username 8) Password: Enter your Salesforce password, and append your Security Token to the end of your password. Note: If your Salesforce password or security token ever changes, you will need to update the information here. 9) Click Save. 5. Look at the top of the page for confirmation of a successful Salesforce sync. If you receive an error message, it s likely that your Salesforce password was typed incorrectly. 6. To verify your changes, switch back to Salesforce and open the SpringCM Viewer tab SpringCM SM SpringCM SM

9 You have completed Part Configure SpringCM in Salesforce As a onetime setup, you will be adding a SpringCM User checkbox and a SpringCM Role dropdown to the Users Page Layout in Salesforce. The checkbox will enable/disable access to SpringCM for each individual Salesforce user. The dropdown will allow you to manage the SpringCM Role of that Salesforce user. Step 1 of 5: Manage SpringCM Users 1. In Salesforce, click Setup > Manage Users (Under Administration Setup) > Users 2. Click the link to your Full Name to view your user page. Note: Don t click Edit next to your name 2014 SpringCM SM SpringCM SM

10 3. In the User page, click Edit Layout. 4. On the User Layout page, drag and drop the SpringCM User, SpringCM Role, SpringCM Persona, SpringCM Portal Only, SpringCM Enabled Start Date, and Enabled End Date fields to the Additional Information section of the User Account layout. Click Save. These fields are now present on every User page SpringCM SM 10

11 5. Click Edit on your User Page. 6. On the User Edit page, scroll down to the Additional Information section and check the SpringCM User checkbox to enable yourself as a SpringCM user. 7. Please set the SpringCM Role (Full Subscriber, Super Administrator, User Administrator, Limited Subscriber, Guest) that the user should be assigned. 8. Please set the Persona that the user should be assigned. You must type in the Persona and it must match the Persona name set in SpringCM. 9. Please set if a SpringCM Portal Only User. A SpringCM Portal user will be limited to Folder and Document links that are associated with a Salesforce object that they are able to see. 10. Please set the SpringCM Start Date. This date represents when the user should be enabled in SpringCM. If the user should be enabled immediately, then the Start Date should be left blank. 11. Please set the SpringCM End Date. This date represents when the user should be enabled in SpringCM. If the user should be enabled immediately, then the Start Date should be left blank. 12. Click Save to save the configuration. Note: For future steps, please check to make sure User pages contain a First Name and a valid address- many Sandbox accounts have invalid addresses, because they replicate the username. 13. To give Salesforce users access to SpringCM, you must individually enable each user by selecting the SpringCM User checkbox on their User page. Enabled users will automatically be added to the SpringCM Address Book and do not require a SpringCM password. If the SpringCM Role is left as --None--, users will be Full Subscribers by default. Note: The user sync process can take up to 15 minutes SpringCM SM 11

12 14. Now, let s configure user role permissions for these fields. In Salesforce, navigate to Setup. Under Build, go to Customize > Users > Fields 15. Scroll down to the bottom of the page under User Custom Fields and find the SpringCM Role and SpringCM User fields 2014 SpringCM SM 12

13 16. Click on the link for the SpringCM Role field. You can repeat the following steps for the SpringCM User field. 17. Select the option at the top of the screen for Set Field-Level Security. 18. Set the Visible and Read-Only checkboxes for each Profile to allow certain users to View and Edit these fields on the User Record. At the very least, the Administrator role should have Read-Only unchecked, and it is recommended that most roles can t change their SpringCM permissions. Then hit Save. Step 2 of 5: Configure SpringCM Document Viewers for Salesforce Objects SpringCM can be added to any standard or custom Salesforce object so that documents can be associated, viewed, and managed within the object record. Each object record is given its own folder in SpringCM, so the objects must be identified and folder structure must be defined. SpringCM automatically creates a record s folder when the Salesforce record is viewed. Note: The SpringCM Free Edition is restricted to any two Salesforce objects. 1. In the App Menu, select SpringCM SpringCM SM 13

14 2. Validate that your SpringCM Environment is Production and your SpringCM Account ID and REST URL are populated. Production should always be selected for the SpringCM Free Edition. 3. Define Salesforce Objects and the SpringCM Folder Path and Folder Name. 1) Click the Add New Folder Portal Widget link. 2) Choose the Salesforce Object that will incorporate SpringCM from the drop down box. 3) Define SpringCM Folder Path. The folder path is used to establish a folder structure in the SpringCM repository. Records that share a parent/child relationship can also have folders that are related together in a folder hierarchy. a. For objects that are not linked, use the Default value that is already present or follow the examples below. SF Object: SpringCM Folder Path SpringCM Folder Name Account /Accounts/ {!Name} Contact /Contacts/ {!Name} Campaign /Campaigns/ {!Name} b. If the objects are linked (share a parent/child relationship), you can relate documents together through connected subfolders. From the parent object like an Account, you can access the documents of a linked child object like an Opportunity. To do this, the folder path for the child object must reference the parent lookup field. SF Object: SpringCM Folder Path SpringCM Folder Name Parent /Container/ {!Name} Child /Container/{!ParentObject.Name}/ {!Name} Custom Parent /Container/ {!Name} Custom Child /Container/{!ParentObject r.name}/ {!Name} Example: Account /Accounts/ {!Name} Opportunity /Accounts/{!Account.Name}/ {!Name} Case /Accounts/{!Account.Name}/ {!CaseNumber} 2014 SpringCM SM 14

15 Commitment c /Commitments/ {!Name} Amendment c /Commitments/{!Commitment r.name}/ {!Name} 4) Define SpringCM Folder Name. This is how the folder for each object record will be named and will always refer to a field of that object. The folder name is typically the name of the object record: {!Name}. Naming a folder by a custom field would be formatted this way: {!Object.Custom_Field c}. Note: The {!ParentObject.Name} is a lookup or master-detail relationship and must be a field on the child object in order to link it to the parent object. This will not work with a related list like Contacts to Opportunities. Object fields referenced in the folder path should be required fields. The lead object is not recommended if records are converted to Contacts, as the documents will not move. 5) Save each object line. Look for confirmation of a valid folder path. Step 3 of 5: Create Visualforce Pages for SpringCM SpringCM provides out-of-the-box configuration for the Salesforce Account and Contact object. For all others, you must create a Visualforce page for each standard or custom object. Note: If you will be adding SpringCM to the Account and Contact objects only, skip to Step 4 of 4: Add SpringCM Visualforce Pages to Object Page Layouts 1. Open Salesforce s Setup. Under Build, click on Develop > Pages. Click New SpringCM SM 15

16 2. Create the Visualforce Page for the standard/custom object of your choice. 1) Copy this text: SpringCM_Opportunity, Paste it into the Label box, and replace the word Opportunity with your Object Name. 2) Copy the text below, then paste over the text in the Visualforce Markup box, and replace the word Opportunity (two occurrences) with your Object API Name. <apex:page standardcontroller="opportunity" > <SpringCMEos:SpringCM_EOSGrid objecttype="opportunity" objectid="{!id}" /> </apex:page> 3) Click Save. 4) Go back to Develop > Pages and edit Security on the Visualforce page you just created SpringCM SM 16

17 5) Enable the appropriate Profiles to allow use of SpringCM. Save. Step 4 of 5: Add SpringCM Visualforce Pages to Object Page Layouts SpringCM must be added to each Salesforce object layout so the user can upload, access, and manage documents on that object s page. 1. Edit Object Page Layouts Standard Objects 1) Open Salesforce s Setup. Under Build, go to Customize > Accounts > Page Layouts. 2) Click Edit on the Account Layout that is used. Multiple page layouts may be edited SpringCM SM 17

18 Custom Objects 1) Open Salesforce s Setup. Under Build, click on Create > Objects. 2) Select the Custom Object by clicking on the Label 3) Edit the Page Layout for the custom object.. 2. Add SpringCM Visualforce Page to Object Layouts 1) In the Edit Layout page, click on the category, Visualforce Pages. Create a new Section anywhere by dragging and dropping Section into the Account Layout SpringCM SM 18

19 2) Give the section a name, such as SpringCM Documents, and select the 1-Column Layout. Click OK. 3) Drag and drop SpringCM into the new section SpringCM SM 19

20 4) Edit the Properties for the SpringCM Visualforce page that was just added by clicking on the wrench in the upper right corner. 5) Change the Visualforce Page Height to 400 and check the box for Show scrollbars. Click OK. 6) Save. Step 5 of 5: Sync Salesforce Users and the SpringCM Address Book For companies managing their user base in Salesforce, they can easily import and sync these contacts into the SpringCM address book. From there, all users can access files and folders in SpringCM for their Salesforce clients SpringCM SM 20

21 1. In SpringCM, navigate to Preferences and under Account Preferences click Salesforce Configuration. 2. Scroll down to the bottom of the screen to a section called Map Salesforce and SpringCM Security and click the Add New Mapping Button. 3. Choose the Salesforce Profile you would like to map from the dropdown list. This Profile is defined in Salesforce in Setup under the Administer menu at Manage Users > Users. Simply edit a user and define the Profile drop-down. 4. Select the appropriate SpringCM security groups and use the left/right arrows to add these groups to this Salesforce Profile. SpringCM Security groups are managed under the Address Book. 5. Click the Save button. 6. Repeat as necessary for each Salesforce Profile that requires a security mapping. 7. Once all security group mappings are set, verify the option to Keep Users in Sync with Salesforce on the main Salesforce Configuration screen is set to Yes SpringCM SM 21

22 8. Sync will now pull in any users defined in Salesforce. 2. Congratulations, you have finished integrating SpringCM with Salesforce! Now navigate to the record of any object that you integrated to see SpringCM on the page SpringCM SM 22