Salesforce Integration
Posted by The Team at Mindmatrix on 19 October 2015 08:26 AM
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Salesforce Integrationsalesforce Integration Integrating your CRM tools with your Marketing Automation Platform is a powerful way to streamline your business processes and align your marketing and sales departments. To get you started, we’ve written step-by-step instructions for integrating your AMP account with salesforce (SF.) Please keep in mind that this process does take time, as you are integrating two robust software systems. The success of this integration hinges on the accurate preparation of your data. Create a Workflow Before proceeding, be sure the AMP marketing user for your company is also a salesforce admin. If you are not an admin- please contact your salesforce administrator to request an admin account. Your Admin Account will require “API Enabled” for the user profile. Once the AMP marketing user is integrated with their respective SF admin account, all salesforce contacts will be pulled into AMP. Once those accounts are integrated, only the contacts whose owner ID matches will be imported into their respective accounts. To maintain ownership of contact records among several users, ensure to authenticate any additional users to AMP. NOTE: other user accounts must have a matching AMP account username. Step #1 - Scrub Your data and set up Contact/Lead Fields
If you want contact information to be stored in two systems, it only makes sense that you create fields (storage areas) for that information in both pieces of software. Click on this link to view a complete list of AMP’s standard fields. NOTE: You or your marketing admin. may have created custom fields. To view all of your customized AMP fields, login to your AMP account, go to the contacts tab and click on “create contact record” to view all of your AMP fields.
Some fields/buttons will be added to your SF account during the setup process (AMP Lead Status, AMP Interest Level), you must create any other field of information in AMP’s contact record section that you would like to store in SF upon syncing. *See SF for a list of lead/contact fields, as MindMatrix does not supply that information.
Step #2 - Setting Up salesforce The SF admin/AMP Marketing user will need to complete the following process first. MindMatrix AMP Package Password - MindMatrix@2018 Version 1.7 Use this URL to install the package into any organization: https://login.salesforce.com/packaging/installPackage.apexp?p0=04t90000000Fcq8 NOTE: If you are installing into a sandbox organization you must replace the initial portion of the URL with http://test.salesforce.com
Customizing the LEADS page layout:
Next, you must know which page layout you are currently using. If you do not know- click on ‘Page Layout Assignment’ (see below) and see which layouts each of your users are utilizing. If some of your AMP users are using ‘Lead (Sales) Layout’ and some are using ‘Lead Layout’- you must follow the steps below twice, once for each of the different layouts.
Now start with the ‘Fields’ section of layout. Drag and Drop the following fields into the Lead Information Section: AMP Lead Status, AMP Interest Level, and Recipient List (Nurture Leads is not functional so you do not have to place this one).
The image shows an example of where to place the fields when you drop them in.
Drag and Drop the following buttons into the ‘Custom Buttons’ section: ‘Send AMP Email’, ‘Create AMP Sales Material’, ‘Manage AMP Sales Materials’, and ‘Add Nurture Campaigns’.
You are now done with Leads Section. Customizing the CONTACTS Page Layout
Customizing the ACCOUNT Page Layout
And finally, to add the AMP tab into main tab menu:
Now, authenticate to AMP
NOTE: if you get an error after entering your information correctly. See Adding Remote Site Settings in your Salesforce account.
AMP side integration
Step 1: Click on the user profile.
Step 2: Click on the CRM icon.
Step 4: You will be directed to the salesforce login page. Enter your credentials and login to your account. NOTE: You will be able to see the login page only if you are not logged in the CRM.
NOTE: If you are using a "custom domain" click custom domain, and enter "test.salesforce.com" your user credentials will ensure that this routes properly.
Step 5: Map Lead and Contact Fields In salesforce there are separate databases for lead and contact, many of these fields are similar between sections.
You can not select the same CRM field twice in the AMP field. For example: If you select the CRM field as “Employees” in the AMP field “First Name” and try to select the same CRM field in other AMP field “Email Address”, it will not appear. If you want to add the same CRM field in another AMP field, you have to go to the previous AMP field i.e. “First Name” (AMP field) and select the option “Unmapped” in the CRM field. Doing this will unmap the previous CRM field and you can add the same CRM field in another AMP field.
Step 6: Click next to sync settings Set the following basic settings:
Setting Automatic Syncing From AMP to SF Contact Records will not automatically flow into SF. You must let the system know what / when the AMP to SF sync should take place based on lead score. In AMP, Go to Setup> Lead Scoring>click on the ‘CRM’ tab
Use the pulldown menu to determine which interest levels will automatically cause syncing with SF. Once a contact in AMP reaches that threshold they will automatically be sent to salesforce (as a lead). If the record exists in SF, it will not duplicate the record - it will update any new data. A contact which exists in AMP and meets the interest level criteria, it will sync to salesforce as a lead. AMP will never create new records in the SF contacts section- it will only update record data. Choose the interest level from the pulldown menu. Keep in mind: if you choose medium, for example, any record in AMP that is medium, high, or hot will automatically sync with salesforce. It takes the chosen threshold and syncs records with that interest level and higher.
Integrating AMP and SF for your other AMP users Once the SF admin account is fully integrated, all other AMP users will now be able to authenticate their SF accounts. First, all users must go to the AMP tab in SF and login to their AMP account.
NOTE: For more information, view the AMP side integration steps.
How do I test to make sure integration was successful? Syncing AMP Records to SF
Syncing SF Leads To AMP Records
NOTE: When you push a lead from AMP to SF or vise versa the system will push the record with basic field data, the remaining custom fields or additional fields which may have been mapped at the setup phase will come on the next time interval that your sync is set to. This cuts down on API calls. Syncing SF Contacts to AMP Records
Syncing SF Accounts to AMP Records
Important Notes
Opportunity Sync Opportunity for salesforce and AMP Sync is treated as an add on to the existing contact record sync. Contacts are top of the funnel and opportunities are considered lower in terms of funnel. Because of this different tools and options are available for this piece of the integration. Because salesforce and AMP are so flexible and fit so many different industries we are going to highlight a few standard use cases for AMP opportunity sync. These use cases are made to be as generic and high level as possible; your specific account may fit one or more of these. Use Case 1: for a small to medium sized business the opportunity sync. A company may wish to track a direct RIO on Mindmatrix. When their sales people use our tools, playbooks, assets and emails to push leads through the funnel, they can generate opportunities in either salesforce or AMP that can be synced between the systems. This will allow you to track sales activities completed per opportunity. AMP also has some supportive functions for helping to move an opportunity forward. Asset and Playbook integrations with opportunity section in salesforce can easily provide relevant materials to help push an opportunity forward. The other two benefits are activities generated for that opportunity so that sales can keep on schedule with follow ups, and reports on those activities and opportunity status. Use Case 2: For Channel Setup In a channel setup, with many partners or resellers, you can manage AMP generated opportunities and sync them with your salesforce instance, to manage, report and offer support in asset, playbook or coaching to your partners. Use Case 3: For Large Company Setup In a large company setup with many branch offices, you can manage AMP generated opportunities and sync them with your salesforce instance, to manage, report and offer support in asset, playbook or coaching to your branch managers. Use Case 4: Setup with salesforce community In the use case for salesforce community the channel manager may have many accounts with access to their own salesforce portal via SF community. In this setup a user will have many partner accounts inside of their salesforce which may want to be ported over to AMP as organization accounts. This use case will seamlessly create many partner accounts as organizations inside of AMP, which expedites the account creation process and gives the channel manager a controlled and standard experience. This will allow the Channel Manager to distribute leads to partners and enable them using AMP platform capabilities.
Technical Setup: For use case 1: at the mapping stage, only map “opportunity tab.” The Organization tab is specific only to use case 2 or 3. Select the type of opportunity you wish to sync. Each Opportunity type may contain different field sets.
Map the fields you wish to sync data with AMP opportunities.
Click the “next” button and then set your Sync settings to complete the opportunity sync.
Opportunity Sync Settings: Choose the following to complete the opportunity sync.
Click “Finish” when complete.
To Test Opportunity Sync, visit your salesforce account and edit any opportunity which meets the opportunity criteria you established on the last step. After editing wait 10 minutes and see if this opportunity synced to your AMP account under Manage > Opportunity.
For use case 2 and 3: at the mapping stage map a mixture of opportunity and organization tab field data. If you are opting into use case 2, you want to revisit your salesforce integration first. Inside of salesforce visit Setup -> Customize -> Accounts -> page layouts -> select default layout -> add IsPartner checkbox to your Account Layout. This field was installed as a part of your salesforce AMP package during the setup phase.
After the flag has been added to your salesforce Account Layout, you can then select a test Account to try this tool out with. IsPartner: this checkbox has a very specific function in terms of working with AMP. The purpose of this function is to align salesforce accounts with AMP organizations. What this means in terms of channel partners or branch offices is that each branch or partner can be converted and managed/maintained in salesforce as an account. Because accounts sync to salesforce any opportunity generated in those AMP organizations are then synced to their account within salesforce. If IsPartner is left unchecked, the account will never create an organization in AMP or connect to an organization in AMP. This tool could be used to generate Organizations in AMP, or Accounts in salesforce, the data will typically have a start and end point. There is one more setting for Channel or Branch office setup, which includes an External ID for each of these partners or branch managers – we will refer to them as organizations for purposes of this document. AMP sync settings allow for a custom unique identifier which will be used to maintain the relationship / connection between AMP and salesforce accounts. This is to be used in addition to the IsPartner checkbox. Go back to your Mapping: To make the system work in this manner go back to your mapping screen and edit the Opportunity mapping, select Account Name and change it to “unmapped”
Then click on “Organization” Tab to complete the account to organization level mapping, ensure to include address, name and any other relevant fields. Click next to go to the sync settings page to complete the setup.
First Establish a unique identifier, we will use Account Number.
Select this as an option when connecting AMP. After you have identified the Number, make sure that the AMP organization matches the same number. To edit this visit any Organization and then click edit -> go to Info on the top right: amp.vg/#setup/organizations
Select the same field when finishing the CRM sync settings in AMP. Click Finish and complete.
For use case 4: at the mapping stage map organization tab field data. If you are opting into use case 4, you want to revisit your salesforce integration first. Inside of salesforce visit Setup -> Customize -> Accounts -> page layouts -> select default layout -> add IsPartner checkbox to your Account Layout. This field was installed as a part of your salesforce AMP package during the setup phase.
After the flag has been added to your salesforce Account Layout, you can then select a test Account to try this tool out with. IsPartner: this checkbox has a very specific function in terms of working with AMP. The purpose of this function is to align salesforce accounts with AMP organizations. What this means in terms of partners is that each partner can be converted and managed/maintained in salesforce as an account. If IsPartner is left unchecked, the account will never create an organization in AMP or connect to an organization in AMP. This tool could be used to generate Organizations in AMP, or Accounts in salesforce, the data will typically have a start and end point. There is one more setting, External ID for each of the accounts – we will refer to them as organizations for purposes of this document. AMP sync settings allow for a custom unique identifier which will be used to maintain the relationship / connection between AMP and salesforce accounts. This is to be used in addition to the IsPartner checkbox. Go back to your Mapping: To make the system work in this manner go back to your mapping screen and edit the Opportunity mapping, select “Project Name” and move it to the “select” option, this will disable opportunity sync and allow you to focus on Organization Sync.
Click on “Organization” Tab to complete the account to organization level mapping, ensure to include address, name and any other relevant fields. Click next to go to the sync settings page to complete the setup.
First Establish a unique identifier, we will use Account Number.
Select this as an option when connecting AMP. After you have identified the Number, make sure that the AMP organization matches the same number. To edit this visit any Organization and then click edit -> go to Info on the top right: amp.vg/#setup/organizations
Select the same field when finishing the CRM sync settings in AMP. Click Finish and complete.
Note: on opportunity import:
Opportunity first import checkbox. This checkbox will be unchecked when you complete an integration. When the Opportunity Sync has completed processing the AMP system will automatically Check This Box. If this box is checked the sync is complete, if unchecked the system will “reset first import” upon save. After you uncheck -> save -> wait an hour and check back, the checkbox will be checked when the Opportunity Sync has finished processing. If you Check this box at the time of setup, the system will see the Opportunity Sync as complete and will not pull data. During setup always leave this box unchecked.
Opportunity Owner: When Syncing opportunities in AMP, you will need to designate a default owner of the opportunity. When syncing 1 to many database records you will want to understand how ownership of the records is maintained.
An example of an opportunity created by 1 user, owned by another.
Integrator Login: this will default the opportunity owner to the integrator. So in this case if your admin is the integrator all synced opportunities will be owned by this user. Opportunity Account Owner: This selection will read the account owner of the account associated with the opportunity. This will allow for many users to register opportunities on accounts that they own and maintain ownership of their opportunities. Note: They will need a matching account in AMP and to be authenticated for the system to read their user/owner name. Opportunity Owner: this selection will ensure that the owner of the opportunity will remain the owner of the opportunity. This is helpful in setups where a different agent may close the deal than will own the account.
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