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 and user-friendly with this release. The summary of the main changes is the following:

  1. 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 it's a default or custom object.

  2. 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. The setup process has been significantly simplified. Previously, it involved a highly technical and complex user interface. Now, the process is quicker, more intuitive, and does not require technical expertise to configure or manage.

  4. 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.

Step-by-step installation guide

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

Step 1/4: Authorization

  1. Navigate to Settings > Integrations > CRM > Salesforce and go to the Setup tab.
  2. Click on the Add Authorization button. A sidesheet will open.
  3. Fill in the following information:
    • Name: A unique identifier for the authorization.
    • Description: Optional, but useful for providing context.
    • Environment: Select whether you are connecting to a Sandbox or Production Salesforce account.
  4. A new window will open with the Salesforce login page. Log in using your Salesforce credentials to authorize SpotDraft to access your Salesforce account.

00. Authorization.png

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 the person authorizing the account has the necessary permissions to access the required Salesforce objects and fields. This will prevent any issues during field configuration.

Step 2/4: 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.

01. Generic.png

Step 3/4: 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.

Note:

  • At present, only Template workflows are supported for Salesforce integration.
  • Support for third-party workflows with intake forms is planned for late 2024, but you can still use third-party upload workflows without the intake form. This will allow users to upload contracts directly to SpotDraft from Salesforce and assign them for review if necessary.

02. Workflow selected.png

Step 4/4: 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 the need for 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.

Important Notes:

  • You must publish the workflow for the new mapping to take effect.
  • The new configuration will not apply to contracts created before this update.
  • Once mapping is complete, ensure that you click the Enable button next to the workflow to make it available for your Sales team.

03. Question mapping.png

Video tutorial

Part 1 - Authorization
Part 2 - Configuring a Salesforce object
Part 3 - Mapping basic questions in a workflow
Part 4 - Mapping dynamic tables

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