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Set Up a New Workflow Launch from Salesforce

Ariana Kemp
  • Updated

This topic will walk you through how to set up a new workflow launch from Salesforce.

This article is intended for users with version 2.13+ of the Ironclad Managed Package. The information may not be accurate for previous versions.


If you are an Ironclad Account Administrator, you can enable your users to automatically pull data from Salesforce when they launch a workflow by using one of the following methods:

  1. Pull from Salesforce button on the workflow launch form in Ironclad
  2. Custom button in Salesforce
  3. Embedded launch experience in Salesforce

First, you must map the launch form fields to Salesforce fields. Then, if you would like to use either of the options to launch a new workflow within Salesforce, you must follow the appropriate configuration flow. If you have multiple workflows that you would like to launch with Salesforce data, you should repeat this set of steps for each workflow.

 

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Map an Ironclad Workflow to Salesforce

If you have any questions on how to map your Ironclad attributes to Salesforce fields, reach out to our Support team.
Map.jpeg

  1. From Ironclad, click on your name located in the top right corner of Ironclad. Navigate to Company Settings > Integrations > Salesforce > Workflow Sync.
  2. Click Add Workflow Configuration, and then select the workflow you want to map.
  3. Verify that Workflow Sync is enabled.
  4. Select the Salesforce object that you want to pull data from into your Ironclad workflow. For example, for an NDA, it is likely an Account object.
  5. Click Add Launch Configuration. Map the Ironclad Record Properties on the left to the Salesforce fields on the right. Workflow Attributes must match identically with one another. For example, a string field in Ironclad must match to a string field in Salesforce. The table below shows a list of field types in Ironclad and what can be mapped to them from Salesforce.
    Ironclad Record Properties Salesforce Fields
    boolean boolean
    date date, datetime
    email email
    number double, int, percent
    string id, string, textarea, URL, phone, email, picklist
    address address
    monetary_amount currency
  6. If you want to add additional objects, select additional linked Salesforce objects. In the screenshot above, the linked Account object is selected to populateIronclad's Counterparty Name with the Salesforce Account Name. The additional objects must have a lookup relationship to the linked main object.
  7. If you want, map documents from Notes & Attachments or Files.
  8. Click Save. A Pull from Salesforce button is now included in you workflow’s launch form in Ironclad. Users are prompted to link their Salesforce account the first time they click this button. When a user clicks the button, they can search their objects in Salesforce and automatically fill out the launch form with those values, based on the configuration you created.MutualNDA.jpegPullFromSalesforce.jpeg 

 

 

Which Launch Configuration Should I Use?

There are three ways to automatically pull data from Salesforce when you launch a workflow:

  1. Pull from Salesforce button on the workflow launch form in IroncladButton.jpeg
  2. Custom button in SalesforceCustomButton.jpeg
  3. Embedded launch experience in Salesforce. You can launch a new workflow from within your Salesforce, as well as see all available of your workflows.EmbeddedLaunch.jpeg

Each method’s benefits and considerations are outlined below:

Method Benefits Considerations
Pull from Salesforce button on the workflow launch form in Ironclad
  • Retrieve Salesforce data while in Ironclad without switching windows.
  • Drastically reduce manual data entry (especially if all of your launch form fields are mapped to Salesforce fields) by automatically populating data from mapped Salesforce fields.
 This method is only available within the Ironclad website.
Custom button in Salesforce
  • Launch a new workflow from Salesforce.
  • Automatically populates data from mapped Salesforce fields.
  • Restrict which workflow launch buttons each Salesforce user can see restrict access to a workflow launch button until after certain CPQ approvals have been collected.
  • Workflow launches in a new browser tab to complete and submit the launch form
  • Must configure a separate button for every single workflow. This can take up a lot of space on your Salesforce object.
Embedded launch experience in Salesforce
  • Launch a new workflow in the same Salesforce window. This means that you never need to switch browser tabs.
  • See all of your workflow launch forms in one place within Salesforce.
  • Automatically populates data from mapped Salesforce fields.
  • This method cannot be used in Salesforce Classic. It is only available in Salesforce Lightning.
  • Cannot restrict access to a specific workflow launch button until after certain CPQ approvals have been collected.
  • All Salesforce users who can see the Ironclad Workflows component on a certain Salesforce Source Object will be able to see the names of all the workflows configured to launch from that object type. For example, everyone who can see the Ironclad Workflows component for opportunities will be able to see every workflow configured to work with opportunities. You can still restrict who is able to launch or submit a workflow through workflow permissions in Ironclad, and by restricting which Salesforce users can see the launcher component altogether.
  • Workflows that have a counterparty or internal form can use the embedded launch form, but they will not be able to see a document preview before submission.

 

 

Launch URLs

From Ironclad, click on your name located in the top right corner of Ironclad. Navigate to Company Settings > Integrations > Salesforce > Workflow Launch. Each configured workflow provides you with two options to use as a workflow launch button in Salesforce:


Salesforce Custom Button or Link URL

This option redirects the user to an Ironclad launch form, allowing them to enter any additional data manually, and then launch the workflow. This is the better option if you have data that might need to be changed by the end-user before submitting, or if not all of the data in the launch form needs to be passed from Ironclad to Salesforce.


Autosubmit Button or Link URL

If all required launch form fields are imported from Salesforce, you have this option to launch Ironclad workflows. Buttons that use this type of URL will attempt to auto-submit the launch form as soon as the data is pulled in from Salesforce. The user will then be taken straight to the launched workflow without having to press Submit. In order for the auto-submit to work, the required fields must be correctly mapped in Salesforce.
LinkURL.jpeg

 

 

Use SSO with Launch URLs

Users working in Salesforce who aren’t logged into Ironclad (for example, they just had an account provisioned or was automatically logged out) may attempt to launch workflows from the Launch Component Button, which will send them to the standard Ironclad login page. In order to be redirected to the SSO login page, you need to append a modifier to the end of each Launch URL.
SSO.jpeg
URL.jpeg

  1. In Ironclad, click on your name located in the top right corner of Ironclad. Navigate to Company Settings > Users and Groups > Users > SSO Sign-In Methods. Copy your SSO Identifier. This is the string of letters and numbers at the end of the SSO Sign-n Method URL.
  2. In Salesforce, click on the App Launcher indicated by a grid of dots. Search for "Ironclad Workflows", and then click on Ironclad Workflows. Click on the Ironclad workflow configuration or custom button you want to edit.
  3. At the end of your URL, add "&saml={{your_SSO_identifier}}". This process is the same for workflow configurations and custom buttons.
  4. Repeat this process for each workflow that is launched from Salesforce. The modifier and location is the same for all of the URLs.

 

 

Configure Launch from Custom Button in Salesforce (Classic)

Salesforce Administrators can add a custom button to Salesforce pages to automatically launch an Ironclad workflow from a Salesforce page. This option can be used in both Salesforce Classic and Salesforce Lightning.

  1. Copy the Salesforce Custom URL after you save your mapped workflow fields.ConfigureLaunch.jpeg
  2. In Salesforce Classic, go to Setup > Build > Customize. Choose the appropriate Salesforce Object Type, and then click Buttons, Links, and Actions. The Salesforce object you add the custom button to must be the same Salesforce object type as the one you used to create the workflow launch mapping in Ironclad.
  3. Click New Button or Link.
  4. Enter a descriptive label such as “Start NDA in Ironclad” and use the following suggested values:
    • Display Type: Detail Page Button
    • Behavior: Display in new window
    • Content Source: URL
    • Select Field Type: Use the Salesforce Object Type for the configuration.
    • In the large text area, copy and paste in a launch URL (“Salesforce Custom Button or Link URL” or “Autosubmit URL) from the Ironclad Salesforce integration page where you mapped the fields for the workflow.FieldType.jpeg
  5. Click Save.
  6. Navigate to the Salesforce Object Type's Page Layouts. For example, if you add the button or link to the Account page, you would navigate to Build > Customize > Accounts > Page Layouts.
  7. Find the button or link that you created. If you created a button, it is located under Buttons. If you created a link, it is located under Custom Links.
  8. Drag and drop the button or link  in your interface. Click Save located in the top right corner.DragDrop.jpeg
  9. Now, when you view a Salesforce object with the same type as your custom button, you will see a custom button. This button is linked to the workflow’s launch form and automatically fills it with the data from the Salesforce object.IroncladMNDA.jpeg

 

 

Configure Launch from Custom Button in Salesforce (Lightning)

  1. Copy the Salesforce Custom URL after you save your mapped workflow fields. You can also use the Autosubmit URL if all of your launch form fields will be imported from Salesforce data.LightningButton.jpeg
  2. Navigate to Setup > Object Manager, and then select which Salesforce object you’d like to add the custom button or link to. The Salesforce object you add the custom button to must be the same Salesforce object type as the one you used to create the workflow launch mapping in Ironclad.
  3. Click Buttons, Links, and Actions, and then click New Button or Link.
  4. Enter a descriptive label such as “Start NDA in Ironclad” and use the following suggested values:
    • Display Type: Detail Page Button
    • Behavior: Display in new window
    • Content Source: URL
    • Select Field Type: Use the Salesforce Object Type for the configuration.
    • In the large text area, copy and paste in a launch URL ( “Salesforce Custom Button or Link URL” or “Autosubmit URL) from the Ironclad Salesforce integration page where you mapped the fields for the workflow.
  5. Click Save.
  6. Navigate to the Salesforce Object Type's Page Layouts. For example, if you add the button or link to the Account page, it is located under Page Layouts.
  7. Find the button or link that you created. If you created a button, it is located under Mobile and Lightning Actions. If you created a link, it is located under Custom Links.
  8. Drag and drop the button or link to the Salesforce Mobile and Lightning Experience Actions box. Click Save.LightningActions.jpeg
  9. The custom button is located on the right side of the header list of buttons. When you click on the button, a new window opens that redirects you to an Ironclad workflow launch form, populated with values from the Salesforce object.LightningCustomButton.jpeg
  10. The custom link is located under the Details tab. Scroll to the bottom of the page to find the link.CustomLinkLightning.jpeg

 

 

Documents from Notes & Attachments vs Files

You need to use different mappings for documents coming from Notes & Attachments vs. Files. Refer to the screenshots below.

Pull from Notes & Attachments

If documents are manually uploaded to Notes & Attachments through Salesforce Lightning, utilize the file’s configuration for Workflow Sync. This is due to a Salesforce feature that classifies uploaded documents in Salesforce Lightning as a file, rather than as a Notes & Attachment. For any questions about matching the Ironclad Workflow Attributes to your Salesforce fields, reach out to Support.
WorkflowAttributes.jpeg


Pull from Files

PullFiles.jpeg

 

 

Launch Workflow from Salesforce Not Working

If the data is not populating from Salesforce on the workflow launch page, please check the following:

  • Review the workflow launch configuration located under Company Settings > Integrations > Configure Salesforce. If there were any changes made to the workflow attributes, you may need to reconfigure the mappings between the workflow attributes and the Salesforce fields.
  • If the custom button or link in Salesforce navigates to a workflow launch page but no data is populated, double-check the URL attached to the workflow is the same URL listed in the workflow launch configuration, with the same Salesforce object type.

If this doesn’t fix the problem, contact Support at support@ironcladapp.com.

 

 

 

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