Installing the Salesforce Managed Package
The GoSpotCheck Salesforce Managed Package requires one time installation and configuration in order to authorize and setup the two applications to work together. The steps below require Salesforce administrator privileges in the company where the package will be installed.
Before getting started, contact GoSpotCheck to acquire an API token. This token is required for the application to be able to send and retrieve data from GoSpotCheck.
Install Managed Package
- To install the managed package, contact GoSpotCheck for the most up-to-date link to the package for a sandbox or Production instance of Salesforce. Simply following the link provided will initiate the installation process.
- Once the installation wizard has started, you will see the following screen:
- Note: the current version of the application does not require a password for installation as an API key is required.
- The recommended installation method is to select “Install for Admins Only”. More granular access can be granted to other profiles in later steps.
- Approve third party access. This creates a remote site to the gospotcheck API. Users must grant access during install.
- Congrats! The app is now installed.
Determining if you Need a Data Load
If you have an existing integration with GoSpotCheck, the GoSpotCheck IDs stored in GSC (or your custom SFDC field) will need to be migrated to the field in the managed package (gsc_mc__GSC_Id__c) to prevent duplicates. This field exists on Accounts, Users, Place Groups, and Teams. All existing data will need to be migrated.
The gsc_mc__GSC_Id__c used is consistent on all objects integrated to GoSpotCheck. All existing data must follow this custom field to uniquely identify records.
Configuring The App
Navigate to the “GoSpotCheck” app in Salesforce Classic or the “GSC Lightning” app in Lightning to be able to access the administrator interface to set up the integration. The first step in setup will require you to navigate to the “GSC Admin” tab.
This interface is where the API Token, mappings, and backend integration can be configured/set up.
Initially, copy the API token into the API token field. The endpoint is defaulted to the correct location.
Once complete, click “Save API Settings”. This will save the API token to be used for requests.
Next, follow Step 1 on the Admin page. Step 1 is a button labeled “Generate Default Mappings”. This will generate default mappings used in the integration.
Once the mappings are generated, they can be changed to map the correct information. Changing mappings is as simple as using the provided drop downs to change the way Salesforce data maps to GoSpotCheck. Additional mappings can be added to map custom attributes in GoSpotCheck to Salesforce data.
Update Page Layouts
Existing Account and User page layouts will need to be updated to expose the integration fields. These fields include: API Status, Last Sync, API Log, API Error, GSC Id, and Sync to GoSpotCheck.
Perform Data Load
If an existing integration exists in GoSpotCheck, GSC IDs will need to be mapped to the new data model. This is described above in the document. If additional support is needed, please contact GoSpotCheck.
Determine Which Data To Sync
On each object used in the integration a “Sync to GoSpotCheck” field exists. This field is used to determine if a record should or should not be synced. A simple workflow rule is all that is needed to automatically check which data should be synced to GoSpotCheck. Additional automations through integrations, Apex, or Process Builder can be used to check this box automatically.
Additionally, any admin can manually sync a given record to GoSpotCheck. Exposing edit access to a user would also allow manual syncing of records to GoSpotCheck.
For objects included in the integration. (Teams, Place Groups, etc.) the “Sync To GoSpotCheck” field is automatically checked. For standard Salesforce objects (Accounts/Users), an automation must be set up in order for the data to sync to GoSpotCheck.
A simple example is to check the “Sync to GoSpotCheck” field for a specific record type.
Activate Backend Integration
The integration with GoSpotCheck utilizes near real time callouts for single transactions and a queue for bulk transactions. Once all of the above steps are complete, it is time to turn on the backend queue in order to process all integrations. This can be completed by navigating back to the GSC Admin page and selecting “Start Integration”.
After kicking off the integration any changes made to a field that is linked to GSC through the GSC Admin page will push updates into the GSC system. Any changes made inside GSC will be overwritten by Salesforce once the Salesforce record is changed. Anything not chosen to Sync to GoSpotCheck will not be affected by these rules and can be managed inside GoSpotCheck independently.