This article will walk you through how to use Salesforce's record sync.
Prerequisites
Record sync enables you to sync metadata from completed Ironclad workflows to Salesforce object(s). If you have any issues, refer to Salesforce Integration FAQ and Troubleshooting Guide. To use Salesforce record sync, you must have the following components:
- Ironclad's managed package installed in your Salesforce instance
- Custom lookup relationship field type on Salesforce object to Ironclad workflow. The out-of-the-box Ironclad Contract configuration from the managed package only includes the Account and Contact objects. If you wish to sync back to another standard or custom object, you must create a Lookup Relationship in the Ironclad Contract object such as an Opportunity or a custom Object.
To create a custom lookup relationship field:
- Click Setup indicated by a gear icon in the top right corner.
- Navigate to Object Manager > Ironclad Contract > Fields & Relationships.
- Create a new field with a Custom Lookup Relationship type for the Salesforce object that you want to link Ironclad completed workflow metadata to.
- After creating a Lookup Relationship field type in Ironclad Contract to the relevant Salesforce object, you must add the Ironclad Contract to the Salesforce object's page layout in order to view it. The Ironclad Contracts button is located under Related Lists. Here, you can click and drag to the Related Lists section. We recommend adding Ironclad Contracts to the front of the list so it’s easy to locate in the interface.
- Record sync enables you to sync metadata from completed Ironclad workflows to Salesforce object(s). If you have any issues, refer to Salesforce Integration FAQ and Troubleshooting Guide.
Configure Record Sync
NOTE
For each Record Type option set up on a counterparty’s paper (inbound) workflow in Workflow Designer, you must create a separate configuration to have a record and property sync to Salesforce.
For each Record Type option set up on a counterparty’s paper (inbound) workflow in Workflow Designer, you must create a separate configuration to have a record and property sync to Salesforce.
In the image below, for every NDA that is stored in the Ironclad Repository, Ironclad searches for an existing Salesforce Account that has the same Account ID as the Ironclad record property Salesforce Account ID. If there is a match, the NDA is stored in the Ironclad Contract object associated with the relevant Salesforce Account. In addition, as configured in the image below, the Ironclad Record Properties Governing Law and Term Length are pushed to their respective Salesforce fields. Salesforce Account ID displays as an option because it is a record property in the NDA workflow and a value that is pulled from Salesforce.
- In Ironclad, click the Workflow Designer tab and select the workflow template you want to link your Salesforce object(s) metadata to.
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Create a Salesforce ID question on your launch form. This can require multiple IDs depending on which Salesforce object(s) you intend to push back to such as Account ID or Opportunity ID. For example, if you want to push metadata back to the Account object in Salesforce, you must include a Salesforce Account ID question in the Ironclad workflow.
- Click on your profile icon located in the top right corner of Ironclad. Navigate to Company Settings > Integrations > Salesforce > Record Sync.
- Click Add Sync Configuration. A dropdown displays containing all of the Record types that are available in your account. Select the workflow template you want to sync with Salesforce.
- By default, all records sync to the Ironclad Contract object. This is where the signed document is stored. You can configure additional Ironclad properties to sync to related Salesforce Fields such as a Contact or Account object.
- In the example shown below, for every NDA that is stored in the Ironclad Repository, Ironclad searches for an existing Salesforce account that has the same Account ID as the Ironclad record property Salesforce Account ID. If there is a match, the NDA is stored in the Ironclad Contract object associated with the relevant Account. In addition, as configured in the example below, the Ironclad Record Properties Governing Law and Term Length are pushed to their respective Salesforce fields.
- Configure the sync, and then click Save. To learn more about each available field, refer to the Record Property Fields below.
- In Salesforce, click the Record Sync tab. In the Record Documents dropdown, select Sync documents to Notes & Attachments.
Record Property Fields
Your Legal Engineer or Customer Success Manager will work with you to understand Ironclad’s Record Property schema (i.e. “Counterparty Name (string)”) and how to map it to your Salesforce schema. At a high level, the following options are available:
| Field Name | Description |
|---|---|
| Attach record documents? | If selected, Ironclad syncs the signed PDF to the Ironclad Contract object as an attachment. |
| Salesforce Object Type | Choose from top-level Salesforce objects that are linked to the Ironclad Contract object (likely to be Account and Contact). |
| Method | Defines the method in which the sync is completed. There are four options:
|
| Fields | Choose which Ironclad Record Properties are pushed to specified Salesforce fields (nested under the top-level Object), how they are converted (if applicable), and which field is the key for the search. For example, you can match the Ironclad Counterparty Name with Salesforce Account Name. |
| Link Type |
|
| Ironclad Record Identifier | Salesforce Record Id sync a new drop-down option for mapping record id to salesforce. Sync Ironclad Record ID along with the entire Record Object so that in Salesforce you can see which Ironclad record it is from.
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