Salesforce Integration

salesforce 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

• Conduct an inventory of your AMP contact record 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.

• Conduct an inventory of your SF lead/contact 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.  

• Create custom fields in both AMP and SF to store the data you want to integrate.

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 

• Click on the ‘Login to the AppExchange’ button.

• Click on ‘Install’ in the production section

• Check the box next to ‘I have read and agree to the terms and conditions’.

• Click on the ‘Confirm and Install’ button

• After you are directed to the salesforce login page, login as an Administrator to your salesforce account.
  
  
• Next, you will be prompted to enter the package password. Enter the password below:
  

   
   MindMatrix@2018 (sometimes copying and pasting will not work and you will need to manually type this password in)

• Click ‘Yes’ to grant access to third-party web sites

• Click on ‘Continue’

• Click on ‘Next’ for Step 2

• Click the radio button for ‘Grant access to all users’ and then click on ‘next’

• Click on ‘Install’ and then wait for the installation process to complete. You will see the spinning wheel in your browser tab to let you know the installation process is taking place.
  

• Once, installation is done, it’s time to put AMP fields into page layouts.

• There are three important sections: Lead, Contacts, and Accounts

Customizing the LEADS page layout:

• Go to ‘Setup’

• Now, choose ‘Customize’ > ‘Leads’> ‘Page Layouts’ - from the left-hand side menu

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.   

• Click on ‘Edit’ next to the layout.

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.

• Click on ‘Buttons’.

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’.

.

• Click on ‘Visualforce Pages’.

• Drag and Drop the ‘section’ button to below the address field. Then name the section ‘AMP Feed’ and select detail page (uncheck edit page box) and 1-column. Click ‘okay’.

• Drag and Drop ‘AMPLeadActivityFeed’ into the newly created section

• Hover over the wrench icon for the AMP Feed section in upper right corner (see arrow below)

• Make height 300 pixels and click ok

• Click ‘Save’

• Now choose ‘Lead Search Layouts’

• This option is found under ‘Setup’ > ‘Customize’>’ Leads’> ‘Search Layouts’ – on the left-hand side menu

• Click on the ‘Edit’ button on to the left of the search results

• Move ‘AMP Lead Status’ field from ‘Available Fields’ to ‘Selected Fields’

• Scroll down and move ‘Sync with AMP’ button from the ‘Available Buttons’ side to the ‘Selected Buttons’ side (View on next page)

• Click on ‘Save’ at the bottom

• Click on ‘Edit’ next to the ‘Leads List View’

• Move the ‘Sync With AMP’ button from the ‘Available Buttons’ side to the ‘Selected Buttons’ side

• Click on ‘Save’

• Click on ‘Edit’ next to the Leads Tab layout

• Move ‘AMP Lead Status’ from ‘Available Fields’ to ‘Selected Fields’

• Click on ‘Save’

You are now done with Leads Section.

Customizing the CONTACTS Page Layout

• Under ‘Setup’ > ‘Customize’ > ‘Contacts’, select ‘Page Layouts’ from the left side menu

• Click on ‘Edit’ next to your respective page layout. ***Remember- if you use multiple layouts- you must do the following steps for all layouts.

• Drag and Drop the following fields into the contact Information section: ‘AMP Contact Status’, ‘AMP Interest Level’, and ‘Recipient List’.

• Click on ‘Buttons’

• Now choose the following buttons to drag and drop into the custom buttons box: ‘Send AMP Email’, ‘Create AMP Sales Material’, ‘Manage AMP Sales Materials’ and ‘Add Nurture Campaign’
  
  
• Now Select ‘Visualforce Pages’
  
  
• Drag and drop ‘Section’ below the ‘Address Information’ section.
  
  

• Drag and Release

• The ‘Section Name’ should be ‘AMP Feed’.  Uncheck ‘Edit page’, and then select ‘1 column’.
  
  

• Click ‘Ok’

• Drag and drop ‘AMPContactActivityPage’ to the newly created AMP Feed section.

• Click on the wrench icon by hovering in the right-hand corner of the amp contact activity feed box.

• Change height to 300 and click ‘Ok’

• Click ‘Save’

Under ‘Setup’ > ‘Customize’ > ‘Contacts’, click ‘Search Layouts’, from the left-hand side menu

• Click ‘Edit’ next to Search Results

• Move ‘AMP Contact Status’ from ‘Available Fields’ section to the ‘Selected Fields’ section

• Scroll down and move ‘Sync With AMP’ button from ‘Available Buttons’ to ‘Selected Buttons’

• Then click ‘Save’

• Click on ‘Edit’ next to ‘Contacts List View’

• Move ‘Sync with AMP’ button to the ‘Selected Buttons’ side

• Click on ‘Save’

• Click on ‘Edit’ next to ’Contacts Tab’

• Move ‘AMP Contact Status’ from the ‘Available Fields’ to the ‘Selected Fields’ side

• Click ‘Save’

Customizing the ACCOUNT Page Layout

• From the left-hand side menu, choose ‘Page Layouts’ under ‘Accounts’

• Click on ‘Edit’ next to the respective ‘Account Layout’ section

• Click on the wrench icon next to contacts list

• Move ‘AMP Contact Status’ field to the ‘Selected Fields’ side

• Click ‘Ok’

• Click on ‘Save’

• From the left-hand side menu ‘Search Layouts’ from under ‘Accounts’

• Click on ‘Edit’ next to the Search Results

Under the ‘Custom Buttons’ section, add the ‘Sync Contact With AMP’ button to the ‘Selected Buttons’ side.

• Click ‘Save’

• Click ‘Edit’ next to accounts list view

• Move ‘Sync Contacts with Amp’ to the ‘Selected Buttons’ section

• Click ‘Save’

And finally, to add the AMP tab into main tab menu:

• Click on the plus icon on the main menu

• Click on the orange, ‘Customize My Tabs’ button

• Add ‘AMP’ from ‘Available Tabs’ and move it to the ‘Selected Tabs’ section  

• Now move ‘AMP’ up in the tabs menu

• Click ‘Save’

Now, authenticate to AMP

• Go to the AMP tab and login using your AMP login credentials
  
  
• Remember to Enter the URL including Https://{siteName}.amp.vg/ the slash and HTTPS are required

NOTE: if you get an error after entering your information correctly. See Adding Remote Site Settings in your Salesforce account.

• You can access the AMP dashboard from here. 

AMP side integration

Step 1: Click on the user profile.

Step 2: Click on the CRM icon.

Step 3: Click on “configure”.

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:

• Set time interval to 1 hour, 6 hours or 12 hours. (We only recommend 10 minutes for testing)
  
  
• Source of Truth will determine which product has the most up to date data and should be considered the standard for data.
  • CRM selection: The product will never overwrite data in CRM and will only apply a value to a database record if the record is blank inside of CRM.
  • AMP selection: The product will overwrite CRM data, and consider the data inside of AMP to be the standard. The CRM will only apply data to AMP if the field inside of AMP is empty.
  • Both selection: the system will overwrite data both ways and new data will push from AMP based on lead score activity of contact record or manual pushing, and pull data to overwrite in AMP based on recent modified data from CRM.
    
    
• Is Blank Field Mandatory? Selection:
  • If Checked: The product will not sync a contact record if there is required field on the receiving CRM.
  • If Unchecked: the product will apply an “unknown” value to any required fields when syncing.

• Edition: Choose your salesforce edition, if you are unsure choose Group edition, this simply connects our system to the correct API (REST is default for Group).
  
  
• Field for Import: choose a field to filter contacts into AMP. Remember Contacts will flow automatically into your AMP account from SF. You want there to be a filter to allow only specific types of contacts. We recommend Account Type as it fits most sales and marketing scenarios.
  
  
• Value to Import: The value for import is the value for the field you choose for contact filter. In the previous bullet we recommended Account Type, we would recommend a value of “Prospect” for this type of field, prospect is typically a denotation for a marketing contact. This will ensure that only Prospect Type accounts come into AMP for marketing purposes. This option supports a custom field or value.
  
  

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.

• Go to the AMP tab and login using your AMP login credentials

• You can access the AMP dashboard from here.

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

• Find a record in AMP that does not exist in SF. Open the contact record and click on “reports”
• Then click on ‘push to CRM’
• Wait 10 minutes and check SF to see if the record became a Lead in SF.

Syncing SF Leads To AMP Records

• Go to the Leads tab in SF
• Find a lead that does not already exist in AMP. If you do not have one, create a test lead.
• Check the box next to a lead and click on ‘Sync with AMP’
• You should get a popup saying it was successful
• Then check AMP for that lead.

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

• AMP will automatically pull all contacts from SF for SF admin, based on your Contact filter settings in the setup phase.
• You can check for your records after a few hours

NOTE: the system processes contacts at this stage at a rate of roughly 2,000 an hour so if your system has 10,000 contacts the initial sync may take 5+ hours. After the initial sync is complete the system will sync only updated data on the time interval based on contact filter and lead score criteria.

Syncing SF Accounts to AMP Records

• Go to the accounts section
• Choose an account by checking the checkbox and click ‘Sync with Amp’
• A pop up window will appear- all company accounts will appear (keep in mind that some accounts may not have contacts associated with them - therefore no contacts will sync with AMP.

• Select one or more contacts to sync.  You can also select a recipient list from AMP if you would like.
• Find the contact in AMP.  Select edit to see if they were added to the recipient list you chose.
• If you do not choose a recipient list- they will be added to a default recipient list called ‘sfdc contacts’

Important Notes

• Contact records in AMP are synced with SF in the following ways: manually by selecting a contact record and pushing it to the CRM (the contact record will go to SF leads section), or automatically by adjusting the lead score trigger (again, all records will go to SF leads sections). Any AMP contact record that is shared to other AMP users will automatically be pushed to SF leads. Finally, all Contacts in salesforce will automatically be pushed to AMP during the integration process. This is a bidirectional sharing. Leads can only be pushed to AMP one way, and can only be pushed manually or by setting the lead score adjustment in the admin tab of AMP.
• Leads/Contacts in salesforce are updated in AMP the following ways: individually with the “sync with amp” button in the SF Leads section, multiple by checking the box next to several leads with the “sync with amp” button in the SF Leads section, anytime  an AMP email is sent through the leads tab in SF, anytime a lead is added to a drip in the leads tab in SF, and whenever a lead is converted to a contact, in SF, and that contact is edited, those revisions will sync with AMP.
• Accounts in SF are synced with AMP by selecting the account, selecting the contacts associated with that account, and manually syncing them with AMP. When syncing accounts, you can select a recipient list from a menu.
• If you delete a contact from salesforce and then attempt to push it to SF again, using AMP - it will not push salesforce will mark that record as deleted.
• Please be mindful of your storage space in AMP and in SF. If you exceed your contact limit in AMP, and/or your storage in SF, you will not be able to push/pull any records, you will be able to update, but not produce any new records.
• You can only sync 20 contacts from salesforce to AMP at any one time. salesforce has an internal limit on how many contacts can be added to your account at once. You cannot sync beyond the internal limit set by salesforce.

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.

• Field Import for Opportunities: choose a field to filter opportunities into AMP. Remember opportunities will flow automatically into your AMP account from SF. You want there to be a filter to allow only specific types of opportunities.
• Values to Import for Opportunities: This section will allow you to place values to use for importing opportunities. These should be comma separated for multiple value options.

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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