You must have either Lightning or Classic Salesforce Professional with API access, Salesforce Enterprise or Salesforce Unlimited edition to use the GleanQuote - Salesforce integration. The user setting up the integration must be an admin user in GleanQuote and an admin user in Salesforce.
GleanQuote connects to Salesforce via API. You should be aware of your API limit in Salesforce, which is determined by the edition of Salesforce you are using and the number and type of users.
Enabling the Salesforce Integration
All of GleanView’s products integrate directly with Salesforce and the integration settings can be found in Company Settings / Integrations / Other.
The first step in setting the integration up is to click the enable button to establish and authorize the connection between GleanView and Salesforce.
You will need to enter your Salesforce userid and password and then you will be prompted to Allow Access.
After allowing access, the Salesforce integration card in GleanQuote should display “Enabled” and a settings button will allow be displayed at the bottom of the card. You can disable access at any time by simply clicking the Disable button.
Editing the Salesforce Integration Settings
The integration settings can be configured in different ways depending on which records you want included in the synch process. The first two steps in the settings allow you to set conditions for automatic synch. In most cases for GleanQuote, you will only want to synch accounts/contacts on demand when you create a new proposal and not automatically, so make sure the toggle in Step 1 and Step 2 are turned OFF.
The default user selection in Steps 1 and 2 is used for record assignment if the assigned user for the record being synched doesn’t exist in either Salesforce or GleanQuote.
NOTE: Salesforce users are not automatically created in GleanQuote. In order for record assignment to synch correctly, you must create a user in GleanQuote with a matching email address for every Salesforce user that will be using GleanQuote.
If you want proposal amount to synch back to the SF opportunity amount field (for proposals connected to SF opportunities), then check the box for "Auto-populate SF opportunity amount with GV proposal". The SF opportunity amount field will be updated every time you update the GV proposal associated with the opportunity. If more than one GV proposal is associated with the SF opportunity, then the SF opp amount is updated with the most recently edited GV proposal.
Next, you map the field names. Click the contacts tab and map your contact fields. Required fields are denoted with a red star in the field drop down list. These fields must be mapped. All others are optional.
NOTE: The Salesforce Field Overwrite field selections are only used when the automatic synch is toggled on. Unless you have the automatic synch toggled on, it doesn’t matter what you select for the Salesforce Field Overwrite.
Click the Save button and you’re done with Settings!
Create a New Proposal Using Salesforce Accounts or Opportunities
Once the Salesforce integration is enabled, you will see additional options for connecting a new proposal to Salesforce records. You will be able to connect the proposal to a GleanQuote Account/Opportunity or a Salesforce Account/Opportunity.
If you choose to connect to a Salesforce Account or Opp, then you will be able to search for Salesforce records in the search box.
Proposal permission settings for the user in GleanQuote determine which Salesforce accounts and opportunities are available in the Search.
If the user has proposal view permissions of User or Team, then they should only be able to see the accounts and opps owned by them in Salesforce. If the user has proposal view permission of ALL, then they should be able to see ALL accounts and opps from Salesforce.
New Accounts and Contacts Created During Synch
If the Salesforce account selected when creating a new proposal does not already exist in GleanQuote, then a new account is created in GleanQuote and all of the Salesforce contacts associated with the account are also created in GleanQuote. The fields for these records are populated according to the mapping in the Salesforce integration settings.
If the Salesforce account selected already exists in GleanQuote, then only blank GleanQuote fields will be overwritten with Salesforce data, and any new contacts with email addresses will be added to the GleanQuote account.
If you choose to connect the proposal to a Salesforce opportunity that does not already exist in GleanQuote, then a new opportunity is created in GleanQuote. The only opportunity field that is synched is opportunity name. The stage of the opportunity in GleanQuote is automatically set to Nurture. If the Salesforce account and contacts associated with the opportunity do not exist in GleanQuote, they are created as well.
If the Salesforce opportunity already exists in GleanQuote, then any new contacts with email addresses associated with the Salesforce account are created in GleanQuote.
If you create a proposal associated with a GleanQuote account or opportunity that does not exist in Salesforce, then the account or opportunity is created in Salesforce. No contacts from the GleanQuote account or opportunity are created in Salesforce.
If you create a proposal associated with a GleanQuote account or opportunity that exists in Salesforce, then no fields are overwritten in Salesforce and no contacts are created in Salesforce.
Proposal Information that Synches from GleanQuote to Salesforce
When you create a new proposal in GleanQuote, information about that proposal is synched back into Salesforce as a new Task connected to the Salesforce account or opp selected.
All proposal activity is recorded and updated in the task, as well as a link back to the proposal in GleanQuote. Proposal information is triggered to synch back to Salesforce in the following cases:
- Anytime the proposal is manually saved
- When the proposal is sent
- When the Get PDF link is clicked for the proposal in GleanQuote
- When the proposal is completed
- When the proposal is paid (if payment integration is enabled)
Additionally, once the proposal is completed, a completed copy of the PDF is synched into Salesforce under the Related tab for the same task: