SpringCM Integration Guide. for Salesforce

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SpringCM Integration Guide

for Salesforce

January 2013

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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:

1. Install SpringCM in Salesforce

2. Configure Salesforce Synchronization in SpringCM 3. Configure SpringCM in Salesforce

1. Install SpringCM App from AppExchange

1. Gather Salesforce Information

2. Activate Your New SpringCM Account 3. Configure Salesforce

Sync in SpringCM

1. Manage SpringCM Users

2. Define SpringCM Folder Path for each of your Salesforce Objects

3. Create Visualforce Pages for SpringCM 4. Add SpringCM

Visualforce Pages to

Object Page Layouts

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1. Install SpringCM in Salesforce

Install SpringCM App from AppExchange

To install the SpringCM App in your Salesforce environment, you can go directly to the AppExchange listing:

https://sites.secure.force.com/appexchange/listingDetail?listingId=a0N300000016coCEAQ.

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.

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.

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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.

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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 1.

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2. 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 creation of object record folders triggered when viewing the Salesforce record.

Automatic logging of SpringCM document activity.

Automatic Chatter posts on the Salesforce record when documents are added or changed.

Step 1 of 3: Gather Salesforce Information

In order to sync SpringCM with your Salesforce account, SpringCM will need the following Salesforce information:

Salesforce.com Organization ID Your Salesforce Username Your Salesforce Password Your Salesforce Security Token

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 the Salesforce.com Organization ID:

1) Go to Salesforce Setup.

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2) On the left side, under the Administration Setup section, expand Company Profile, and

click on Company Information.

3) Copy the Salesforce Organization ID as highlighted below for use in Step 3.

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2. Obtain a Salesforce Security Token.

Note: If you already have a Security Token, it resides in an email from

[email protected]. Search your email 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 Salesforce Setup. Go to Personal Setup > My Personal Information > Reset My Security Token.

2) Click the Reset Security Token button.

3) The security token from [email protected] will be sent to you via email, but don’t copy it yet, you will need it in an upcoming step.

Step 2 of 3: Activate Your New SpringCM Account

Before using the SpringCM App in Salesforce, you will need to activate your new SpringCM account. Check your email inbox for an email from SpringCM with the subject, Time to Activate

Your New SpringCM Account.

Note: The SpringCM activation email is automatically sent to the email address associated with

your Salesforce account. If you did not receive a SpringCM activation email, check your spam filter, junk folder, and quarantine manager.

To activate your SpringCM account:

1. Click on the link contained in the email from SpringCM Support ([email protected]).

2. Create a password. You are the only Salesforce user who will need to create a SpringCM password.

Note: As a best practice we recommend using your Salesforce password.

3. Click Done.

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Step 3 of 3: Configure Salesforce 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. In the SpringCM menu, click GO TO > Preferences.

2. Under Account Preferences on the left side, select Salesforce Configuration.

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2. Enter the information below into the Salesforce.com Integration section

1) Organization ID: Paste the Salesforce Organization ID that you copied in Step 1 of the section.

2) Error Notification Email: Enter your email address to be notified in case of errors.

3) To integrate with Chatter on the Salesforce object record, select Yes under Send Chatter messages for new documents uploaded to sync folder.

4) Keep users in sync with Salesforce: select Yes

5) Salesforce API URL: Choose the Salesforce environment that you’ve installed SpringCM.

6) Enable Open Cloud Connector Search Link: select Yes 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.

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3. 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.

You have completed Part 2.

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3. 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 4: 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

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3. In the User page, click Edit Layout.

4. On the User Layout page, drag and drop the SpringCM User and SpringCM Role fields to the Additional Information section of the User Account layout. Click Save. These fields are now present on every User page.

5. Click Edit on your User Page.

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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. Click Save to save the configuration.

Note: For future steps, please check to make sure User pages contain a First Name and a valid

email address- many Sandbox accounts have invalid email addresses, because they replicate the username.

7. 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. SpringCM’s User Roles are defined here.

Note: The user sync process can take up to an hour.

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Step 2 of 4: Define SpringCM Folder Path for each of your 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.

Note: The SpringCM Free Edition is restricted to any two Salesforce objects.

1. In the App Menu, select SpringCM.

2. In the SpringCM Setup tab, Select SpringCM Environment. Production should always be selected for the SpringCM Free Edition. Click Next.

3. Define SpringCM Folder Path and Folder Name for Salesforce objects.

1) Click the Add New Folder Portal Widget link.

2) From the drop down menu, choose the Salesforce object that will incorporate SpringCM.

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3) Define SpringCM Folder Path. The folder path is used to establish a folder structure and even relate documents for objects that share a parent/child relationship.

a. For objects that are not linked, follow the examples below.

SF Object: SpringCM Folder Path SpringCM Folder Name

Account /Salesforce/Accounts/ {!Name}

Contact /Salesforce/Contacts/ {!Name}

Campaign /Salesforce/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 /Salesforce/Container/ {!Name}

Child /Salesforce/Container/{!ParentObject.Name}/ {!Name}

Custom Parent /Salesforce/Container/ {!Name}

Custom Child /Salesforce/Container/{!ParentObject__r.Name}/ {!Name}

Example:

Account /Salesforce/Accounts/ {!Name}

Opportunity /Salesforce/Accounts/{!Account.Name}/ {!Name}

Case /Salesforce/Accounts/{!Account.Name}/ {!CaseNumber}

Commitment__c /Salesforce/Commitments/ {!Name}

Amendmentc /Salesforce/Commitments/{!Commitmentr.Name}/ {!Name}

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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 and look for confirmation of a valid folder path.

Step 3 of 4: 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 App Setup, click on Develop > Pages. Click New.

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<apex:page standardController="Opportunity" >

<SpringCMEos:SpringCM_EOSGrid objectType="Opportunity" objectId="{!Id}" />

</apex:page>

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.

3) Click Save.

4) Go back to Develop > Pages and edit Security on the Visualforce page you just created.

5) Enable the appropriate Profiles to allow use of SpringCM. Save.

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Step 4 of 4: 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 App Setup, go to Customize > StandardObject > Page Layouts. Click Edit on the Account Layout that is used. Multiple page layouts may be edited.

Custom Objects

1) Open Salesforce’s Setup. Under App Setup, click on Create > Objects. Select the Custom Object by clicking on the Label.

2) Edit the Page Layout for the custom object.

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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.

2) Give the section a name, such as SpringCM Documents, and select the 1-Column Layout.

Click OK.

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3) Drag and drop SpringCM into the new section.

4) Edit the Properties for the SpringCM Visualforce page that was just added by clicking on

the wrench in the upper right corner.

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