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This is the documentation regarding the ReviewRoom Salesforce Integration. This document explains what the integration is, and how to set it up on both in ReviewRoom and Salesforce.
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Contents Enable Salesforce .............................................................................................................................3
ReviewRoom Salesforce Integration ...........................................................................................4
Overview .....................................................................................................................................4
Enabling the feature ..................................................................................................................5
Connecting your account .........................................................................................................5
Settings ............................................................................................................................................6
The General Tab.............................................................................................................................7
The Contacts Checkbox ............................................................................................................7
The Submission Record Field ...................................................................................................8
Creating a custom submission object in Salesforce .............................................................9
Mapping Submission Attributes to Salesforce Record Fields .......................................... 11
The Submission Contact Junction Field ............................................................................... 11
Creating the Object in Salesforce ......................................................................................... 12
Connecting the Junction object in ReviewRoom ............................................................... 13
Settings ......................................................................................................................................... 14
The Form Tab .............................................................................................................................. 15
ReviewRoom Salesforce Integration
This is the documentation regarding the ReviewRoom Salesforce Integration. This
document explains what the integration is, and how to set it up on both in ReviewRoom
and Salesforce.
Overview
The ReviewRoom Salesforce Integration allows ReviewRoom Administrators with a
Salesforce account to automate the creation of Salesforce records based on user and
submission data, as well as create and modify Salesforce records with ReviewRoom
forms. These two main feature sets are split into two tabs, the first being "General" and
the second being "Forms."
Both sections are decoupled and can be used independently or together.
The General tab deals with the creation and update of Salesforce records based on users
registering to ReviewRoom and creating submissions, as well as uploading PDF copies of
form responses to a Salesforce record representing the submission.
The Form tab allows you to create new Salesforce records of any type, and build a
relationship between form fields and the attributes available on the Salesforce record.
Enabling the feature
By default, the Salesforce feature is not available
in ReviewRoom. If you are interested in
accessing the feature, please contact your
Account Manager for details. Once enabled, the
feature will appear as an option in the settings
panel of the left sidebar in the ReviewRoom
dashboard.
Note: If you have a custom domain, ie., you are
not using your-company.myReviewRoom.com,
please contact us prior to enabling Salesforce as
a change is required in the back-end.
Connecting your account
Once the feature has been enabled for your ReviewRoom, you can connect your
Salesforce account to your ReviewRoom. When you click the "Click to connect button,"
one of two things will happen:
If you are currently logged into your Salesforce account, it will connect that
account to the ReviewRoom.
If you are currently not logged into your Salesforce account, a popup will appear
with a Salesforce login where you can type in your credentials. Once you've
logged into your account, it will be associated with your ReviewRoom.
Once you've done this the page will refresh and show the basic Salesforce instruction
set.
The General Tab
The general tab lets you automate the creation of Salesforce records based on user
registration and the creation of submissions within ReviewRoom. This feature set is split
into 3 checkboxes dealing with specific functionality.
The Contacts Checkbox
The contacts checkboxes, when enabled, will add any new user registrations to your
ReviewRoom as a Contact record in Salesforce. ReviewRoom will first check to see if a
Contact record with the specified e-mail already exists in your Salesforce Account, and if
so, it does not create a duplicate.
The Submission Record Field
This checkbox allows you to specify what kind of Salesforce object will represent a
ReviewRoom Submission on the Salesforce side. It will also allow you to map Salesforce
Record fields to Submission information. Any time a submission is created or updated; a
corresponding Salesforce record will be created or updated accordingly. When form
tasks are completed by a submission in ReviewRoom, a PDF export of that form task will
be attached to the Salesforce record representing the submission. The Salesforce Object
type that represents a submission is up to you, but only the following object types
support attachments (and therefore the PDF form response export functionality):
Account
Asset
Campaign
Case
Contact
Contract
Custom objects
EmailMessage
EmailTemplate
Event
Lead
Opportunity
Product2
Solution
Task
We recommend creating a custom object type, but any of the types listed above will
work.
Creating a custom submission object in Salesforce
If you're choosing to create a Salesforce custom object
to represent your submission records, please follow
these instructions.
First, log into your Salesforce account. Once logged in,
click on "setup" in the dropdown menu from your
name in the upper right corner.
Once logged in, expand the "create"
section of the left hand menu, and click
"Object".
Once here, click the “New Custom
Object” button. This will bring you to a
screen to create the object that will
represent your submission records.
Fill in the information as it appears in the screenshot. When complete, click “Save.” This
will bring you to a screen showing you information about your new custom object. Here
you can add fields that relate to the submission, which we can map through
ReviewRoom (as explained in the next section). As you can see below, I've created fields
that allow me to store the reference ID, status, Submission status, and groups related to
a submission in the Salesforce record.
Mapping Submission Attributes to Salesforce Record Fields
Once you've decided on what Salesforce Object type will represent your submission
records, you can create a mapping between ReviewRoom Submission data and the
Fields on the relative records in Salesforce. To do this, return to the ReviewRoom
Salesforce settings, and check the second checkbox. Once you've checked it, you can
select an object type from the dropdown. Once you've done this, you can use the “add
mapping” button to create the desired relationships. An example is shown below:
The Submission Contact Junction Field
The Submission/Contact junction object acts as a bridge between the information that
exists in your Salesforce, your Contact Records, and the submission records that have
been created by ReviewRoom. In short, the Submission/Contact Junction object is an
object that has two fields – one is a reference to a contact, and the other is a reference
to a submission record. This creates a many-to-many relationship, which is perfect,
because one submission can have multiple users and one user can have multiple
submissions.
In order to use this functionality, you'll have to create a custom object in Salesforce to
represent the Submission/Contact junction records.
Creating the Object in Salesforce
In order to create the custom Salesforce object for the Submission/Contact junction,
follow the same instructions shown above for creating a custom submission object.
Once you've created the object, you'll need to create two custom fields. These will both
be Master-Detail records – one will reference a Contact, and the other should be
whatever Salesforce Object type is representing your submissions.
Pictured above is my completed Submission/Contact junction, with a custom submission
object as what I'm representing submissions as in Salesforce. Remember this could also
be an account, opportunity, or any other Salesforce object type that can accept
attachments – and should be the same as what you chose as the Object type to
represent submissions within Salesforce.
Connecting the Junction object in ReviewRoom
Once you've created your junction object within Salesforce, return to the ReviewRoom
Salesforce general settings page. Click the third checkbox, then select the object you just
created from the dropdown that appears below. Once you've done this, you'll be able to
set the two reference fields to your Contact and Submission representations, as shown
below:
The Form Tab
The form tab allows you to create new Salesforce objects based on ReviewRoom form
responses. The functionality allows you to choose a form, and a Salesforce object type,
then configure the relationship between the form fields and the Salesforce record's
attributes. To start, click on the Forms tab, and select “Add Salesforce Action.”
Once you've done this, it will allow you to select the Salesforce record type you'd like to
create via form response on the left side, and the Form which will create the record on
the right. Once you've done this, click the “configure” button to create your relationship
mapping. An example mapping to create an account object is shown below:
About ReviewRoom
ReviewRoom is a sophisticated grant management software platform that is in use by hundreds
of organizations around the world. Contact us today for a free demonstration and learn first-
hand how ReviewRoom can improve the workflow efficiency of your contest, competition or
grant.
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