Configure the integration - Field mapping and other settings

Introduction

The Salesforce integration is designed to streamline your business processes, making it easier for teams to create contracts directly within Salesforce in just a few clicks—without the need to log into SpotDraft separately. With our dynamic mapping feature, the integration can be configured to automatically populate contract details from Salesforce, eliminating the need for manual data entry when the information is already available.

What's new?

The Salesforce integration with SpotDraft has become more powerful, stable, fast, and user-friendly with this release. The summary of the main changes is the following:

1. Create contracts from any object: In the previous version, contract creation was limited to specific Salesforce objects, such as Opportunity, Account, or Contract. This limitation has been removed with this version. You can now configure the integration to work with any Salesforce object—whether a default or custom object.
2. Pick values from deeply nested fields: This version also addresses the challenge of retrieving information from deeply nested lookup fields. Now, you can fetch data from relationships up to five levels deep, providing flexibility for handling more complex data structures in real-world scenarios.
3. Self-serve setup: The setup process has been significantly simplified. Previously, it involved a highly technical and complex user interface. The process is now quicker, more intuitive and does not require technical expertise to configure or manage.
4. Multiple connections: You can now connect multiple accounts to the same workflow, allowing both Sandbox and Production accounts to co-exist. In the previous version, only one account could be active at a time. Now, both accounts can work in parallel, streamlining your workflow management across environments.
5. Better error handling: The previous version would fail completely if any field mapping encountered an issue. For instance, if you had 25 mapped fields and just one had incorrect mapping or data type problems, all 25 fields would fail to auto-populate. With the new integration, the system intelligently proceeds with 24 successful fields while only the problematic field remains empty, ensuring continuity in your workflow.
6. Enhanced error reporting: The new version provides clear visibility into the relationship between Salesforce fields and SpotDraft fields. When errors occur, users receive targeted notifications with descriptive icons indicating the specific issue—whether it's a missing value, unsupported data type, or incompatible value format. This transparency eliminates guesswork and accelerates troubleshooting.
7. Significantly improved speed: By eliminating the dependency on external services that previously mediated the Salesforce-SpotDraft connection, the new version delivers substantially faster performance. This architectural improvement not only makes the application more responsive but also enables our team to identify and resolve potential issues with greater efficiency and precision.

Pre-requisite

Ensure that you have installed the SpotDraft app from the Salesforce AppExchange and completed the instructions mentioned in this article before proceeding. Failing to do so could result in errors during setup.

Step-by-step installation guide

This guide will walk you through the simple steps to set up the integration.

Step 1: Authentication

1. Navigate to Settings > Integrations > CRM > Salesforce and go to the Setup tab.
2. Click on the View Salesforce Authentications button. A sidesheet will open.
3. Click on the Add New Authentication button.
4. Fill in the following information:
   • Authentication Name: A unique identifier for the authentication (Eg: Acme Production)
   • Environment: Select if it is a Sandbox or a Production Salesforce account.
5. A new window will open with the Salesforce login page. Log in using your Salesforce credentials to authorize SpotDraft to access your Salesforce account.

Note:

• If you are already logged in to Salesforce, SpotDraft will automatically pick up that account. To avoid confusion when managing multiple Salesforce accounts, it’s recommended to use an Incognito window for this step.
• Ensure API access is enabled on the Salesforce Org.
• Ensure the person authorizing the account has the necessary permissions to access the required Salesforce objects and fields (Preferably the System Administrator). This will prevent any issues during field configuration.
• It is also recommended to use a generic account (eg: spotdraft_integration@acme.com) for authentication which is not tied to an individual. If the individual leaves the organization and their account is deactivated, the integration will stop functioning until reauthenticated.
• The authentication expires if the integration remains unused for a long period or if your Salesforce admin makes some changes. In such cases, you can re-authenticate it from the UI.
  

Step 2: Adding an integration and enabling it

1. Click on the Add Integration button. A sidesheet will open.
2. Fill in the following information:
   • Integration Name: A unique identifier for the integration (Eg: Production Account)
   • Integration Description: A brief description to identify what this is used for
   • Authentication: Select which authentication should be used for this integration
3. Click on the Connect button.

The integration remains disabled by default. Remember to enable the integration one created

1. Click on the 3-dot menu.
2. Click on the Enable option.
3. Click on the Enable button on the modal after carefully reading the message.

Step 3: Configure Global Settings

1. SpotDraft allows you to set global or generic settings for your workflows. These settings include fields like Counterparty Name and Points of Contact, which are used across workflows.
2. Once you select the necessary Salesforce objects, click Configure to open a sidesheet with three tabs.
3. Fill in the required information in each tab. You will be able to save the configuration only after all mandatory fields are completed.
4. After saving, proceed to the next step.

Tip:
You can also configure options such as:

• When users can create contracts.
• Whether users can manually edit mapped fields.

Step 4: Select Workflows to Configure

Not all SpotDraft workflows need to be integrated with Salesforce. Here, you can choose which workflows to expose for your Sales team.

Step 5: Map Workflow Questions to Salesforce Fields

One of the key features of the Salesforce integration is the ability to map SpotDraft workflow questions to Salesforce fields. This eliminates manual data entry when creating contracts, as the integration pulls relevant data directly from Salesforce.

1. Click on Map Questions next to the workflow you want to configure. This will open the workflow questionnaire in a new tab.
2. For each question you wish to map, click Edit. In the sidesheet that opens, navigate to the Linked Source tab.
3. Select the appropriate Salesforce field to map to the selected SpotDraft question.

Step 6: Publish the workflow

Once the required mappings are done, publish the workflow for the changes to take effect.
Note: This will apply only to newly created contracts. The in-flight contracts will continue to use the previous configuration.

Step 7: Enable the workflow

Go back to the workflow selection page and enable it for it to become available on Salesforce.

Video tutorial

Part 1 - Authorization (Outdated video. Refer to the steps mentioned above)
Part 2 - Configuring a Salesforce object
Part 3 - Mapping basic questions in a workflow
Part 4 - Mapping dynamic tables