A step-by-step guide for connecting a workflow with Salesforce, including action items for the following:
- Workflow Designer
- Ironclad Company Settings
|1||Ironclad - Workflow Designer||Add “Short Response” fields for Account ID and any other relevant object ID||
Ensure the Workflow Launch Form includes fields for relevant Salesforce Record IDs (e.g., Opportunity ID or Quote ID), which will be used for Record Sync.
|2||Ironclad - Workflow Designer||Publish workflow||
If migrating a workflow from Demo/Preview, ensure that Groups are created and mapped to the necessary Roles in the Workflow. By default, published workflows are only available to Administrators unless a Group already has “All Workflows (Current and Future)” for its Workflow Launch permissions.
|3||Salesforce||Ensure Salesforce account that will serve as the integration user connecting the Salesforce and Ironclad instances has necessary API and object creation permissions in Salesforce|
|4||Salesforce||Install the Ironclad Managed Package|
|5||Salesforce||Create Lookup Relationship field from launch object to Ironclad Workflow object||Create a Lookup Relationship field on the Salesforce object from which you will launch the workflow (e.g., Opportunity or Quote) to the Ironclad Workflow object in order to leverage Workflow Sync.|
|6||Salesforce||[Optional] Use Process Builder to set up the ability to see multiple record objects on the Ironclad Workflow object||
Ironclad, by default, only shows the latest active workflow in the Ironclad Workflow Lookup Relationship field on the launch object. You can use Process Builder to display all Workflows in a Related List following the steps in the article below.
|7||Salesforce||Create a Lookup Relationship field from the Ironclad Contract object to the launch object||The Ironclad Contract object includes a Lookup Relationship field to the Account by default. If launching a workflow from a different object (e.g., Opportunity or Quote), create a Lookup Relationship field from the Ironclad Contract object to that object.|
|8||Salesforce||[Optional] Add fields to Ironclad Contract object||
For any relevant metadata needed back in Salesforce via Record Sync, add fields to the Ironclad Contract object. Please ensure the field type in Salesforce matches that in Ironclad.
|9||Ironclad - Company Settings||Link Salesforce instance to Ironclad instance using the integration user account||To avoid accidentally connecting to your personal Salesforce account, we recommend connecting Salesforce in an incognito window in your browser.|
|10||Ironclad - Company Settings||Set up field mapping for Workflow Launch (i.e., pulling data from Salesforce to pre-populate the Launch Form in Ironclad)|
|11||Ironclad - Company Settings||Configure Workflow Sync|
|12||Salesforce||Create Workflow Launch button in Salesforce on the launch object||
Use Salesforce Custom Button or Link URL provided when Workflow Launch is configured as the url in Salesforce on the launch object.
|13||Ironclad - Company Settings||Set up field mapping for Record Sync (i.e., writing back executed PDF or relevant metadata from Ironclad to Salesforce)||
When using the Lookup Relationship fields from the Ironclad Contract object to objects such as the Account or Opportunity, we recommend “Search for an existing Salesforce Record” as the method and “Match based on Salesforce ID or URL property?” using the same Short Response field from Workflow Launch.
|14||Salesforce||Test Workflow Sync and Workflow Launch by launching a workflow||Launch a workflow using the button created (or Pull from Salesforce if on the Launch Form in Ironclad). Make sure that the data being pulled from Salesforce is populating correctly in the Launch Form. After submitting the workflow, confirm that an Ironclad Workflow object was created in Salesforce.|
|15||Salesforce||Test Record Sync by archiving a workflow||After the Archive step is completed, ensure an Ironclad Contract object is created in Salesforce. If pushing the executed PDF or metadata, confirm all data and documents are on the Ironclad Contract object.|
|16||Ironclad - Company Settings||For all Groups that will need to use the workflow, update their “Starting Workflow” permissions to include the workflow|