Overview
Deep Dive
What's New
Now with Recipe Builder, Salesforce integrations can easily be configured and customized with drag and drop logic tiles. This helps you pull projects into GUIDEcx and push updates back out to Salesforce in the exact way that matches your unique CRM settings.
Customization options are unlimited, but some of the most popular ways GUIDEcx users are extending the default recipes are to sync custom fields, import prospect details, and automate project manager assignments. The default rate of syncing from GUIDEcx to Salesforce will be every 15 minutes.
Prerequisites
Although recipes will be the new way to create projects and push updates, the managed package still is important for automating the creation of the GUIDEcx object in Salesforce. That object still serves as the container for all project, milestone, task, and note updates pushed from GUIDEcx for reporting in the CRM.
Managed package
Installation is ideally done through the managed package recipe in the community.
This is intended to only be executed once so the trigger is a very long schedule. Override that by running a recipe test.
Installation is also possible through the GUIDEcx listing in the Salesforce App Exchange.
Confirm access to Salesforce API and APEX Rest Services. These are default services available in the Salesforce Enterprise and Unlimited Editions. (they can also be included as part of the WebServices API add-on in Salesforce Professional Edition).
These Salesforce permissions can be reviewed in the top-right avatar --> Settings --> Advanced User Details at https://developer.salesforce.com/docs/atlas.en-us.securityImplGuide.meta/securityImplGuide/admin_userperms.htm .
Click on the profile type ("System Administrator" in this example) to see the permissions:
Confirm "Apex REST Services" and "API Enabled" are checked:
Salesforce Notes must be enabled in "Note Settings". This allows GUIDEcx project and task-level notes to sync with the CRM.
Enable Notes
Install from the Community
From the Recipe Builder page, click the "Community" section on the left and search for GUIDEcx or Salesforce.
Install the project creation, project sync, milestone sync, task sync, and note sync recipes for GUIDEcx and Salesforce.
When selecting any of those recipes from the Community, click "Use this recipe" in the top-right of the recipe preview.
Choose a project and folder to store and organize the recipes as you see fit.
Click "Test Recipe" to validate which connectors need to be activated and actions need to be customized before the recipe is fully started.
Authenticate Connectors
Salesforce OAuth
The Salesforce connector is authenticated through OAuth.
After the "Connect" button is clicked in the bottom-right, this login window will pop up. Admins are normally the only user type whose credentials will include the required level of API permissions (confirm the "API Enabled" and "APEX REST Services" checkboxes are both checked within the system permissions attached to the Salesforce profile.)
GUIDEcx API Token
The GUIDEcx connector in Recipe Builder is authenticated through the org. token in the Open API section of Company Settings.
Choose any action where the GUIDEcx connector is used and paste in the token.
You will know the token is valid when Recipe Builder shows a green check icon next to the connection.
Make sure the GUIDEcx connector version you use has a black icon (not blue) since the former is based on the latest GUIDEcx API version with the most options.
Customize Recipes
Create projects based on any trigger
If all the required properties have been properly mapped from the CRM, a full project will be created in step 16.
If name, customer, website, or project manager are missing, the recipe will fall back to the last resort of creating a pending project in step 10 where those details can be filled in manually later.
Once all fields have been mapped, test which project type is created by activating the recipe in test mode.
Move an example opportunity to the stage of "closed won".
Then review the results in the dashboard section of Recipe Builder.
Activate templates according to what was sold
The preliminary example in the project creation recipe focuses on activating templates according to deal size and contract amount in steps 2-3.
The actual template names can be hard-coded or dynamically driven by dragging in pills from the "Recipe data" pane between the actions list on the left and details pain on the right.
New variables and properties can also be added to match any field in Salesforce that guides your template decisions (product name, customer tier, SKU, etc).
Assign project managers
Assignments can either be dynamic by mapping them to a Salesforce attribute or hard-coded by directly inputting a specific email address.
Just make sure the user selected has the admin, manager, or guide role in GUIDEcx.
Documentation on Manually Running the GUIDEcx 2.0 Project Creation Recipe
If you would ever like to manually run all of the steps of the project creation recipe, this can be done by the “Create GUIDEcx 2.0 Project (Manual Run)” recipe. If you do not already have this recipe configured in your environment, contact our Support team for help getting it set up. Then, to manually run the project creation recipe, follow these steps:
1: Click 'Edit' from within the “Create GUIDEcx 2.0 Project (Manual Run)” recipe
2: Enter the 18-digit Salesforce Opportunity ID in step 2 of the recipe
3: Click 'Test Recipe' at the top-right corner of the recipe
Documentation on GUIDEcx/Salesforce Custom Field Syncing
GUIDEcx’s integration with Salesforce can sync GUIDEcx custom fields with Salesforce fields. The documentation below describes the type of syncing available and how to configure it. Note that the exact recipe names in your environment may be slightly different.
1: One-time syncing to GUIDEcx custom fields when a project is being created in GUIDEcx
Salesforce sync to GUIDEcx custom fields
What syncs:
Utilizes the "Custom Field Mapping - GUIDEcx and CRM" lookup table.
For Salesforce fields which are lookups to a User/Contact record, the recipe syncs the User/Contact name.
Schedule:
Syncs just after the project is created, within a minute
Recipe:
The project creation recipe calls the recipe function "Sync all Salesforce fields to Custom Fields on one GUIDEcx 1or2 Project - (Function)"
To modify which fields sync:
Update the lookup table "Custom Field Mapping - GUIDEcx and CRM", adding "Yes" to the "Sync to GUIDEcx During Project Creation?" column.
If needed also update the above recipe function:
By default when a project is created in GUIDEcx the recipe function supports syncing from the Opportunity and Account. To sync from other Salesforce objects, add a "Get record details by ID" step to the "Retrieve source data from Salesforce" section of the recipe. And add a corresponding entry to the "Create variable Object Mapping" step.
The recipe function utilizes the "Custom Field Mapping - GUIDEcx and CRM" lookup table. For Salesforce fields that are lookups to a User record or Contact record the recipe automatically searches for the record and syncs the User/Contact's name. If any other special syncing is needed (e.g. use a recipe formula to apply special formatting to a Salesforce value before syncing it) insert an "Add items to guidecx_fields_list" step just below the "Create guidecx_fields_list" step, to manually specify the needed sync. And in the mapping lookup table do not include "Yes" in the "Sync to GUIDEcx During Project Creation?" column.
2: Continuous syncing between GUIDEcx and Salesforce for active projects
GUIDEcx standard fields sync to Salesforce
What syncs:
Standard fields in GUIDEcx (e.g. project status, task status, due dates, etc..) syncing to GUIDEcx's managed package in Salesforce
Schedule:
Hourly during business hours, Mon-Fri
Recipe:
"Scheduled GUIDEcx 2.0 Batch Sync to Salesforce (Parent)"
GUIDEcx custom fields syncing to Salesforce
What syncs:
Utilizes the "Custom Field Mapping - GUIDEcx and CRM" lookup table
Schedule:
Hourly during business hours, Mon-Fri
Recipe:
"Scheduled Batch Sync of GUIDEcx 2.0 custom fields to Salesforce"
To modify which fields sync:
Update the "Custom Field Mapping - GUIDEcx and CRM" lookup table, adding "From GUIDEcx" (for one-way syncing) or "From GUIDEcx, From Salesforce" (for bidirectional syncing) to the "Sync After Project Creation?" column.
Salesforce sync to GUIDEcx custom fields
What syncs:
Utilizes the "Custom Field Mapping - GUIDEcx and CRM" lookup table
For Salesforce fields which are lookups to a User/Contact record, the recipe syncs the User/Contact name.
Schedule:
Syncs in real-time, within a minute
Recipes:
"Sync Salesforce to GUIDEcx 2.0 Custom Fields (Monitor Changes trigger)"
To modify which fields sync:
Update the lookup table "Custom Field Mapping - GUIDEcx and CRM", adding "From Salesforce" (for one-way syncing) or "From GUIDEcx, From Salesforce" (for bidirectional syncing) to the "Sync After Project Creation?" column.
Also edit the recipe and add the desired Salesforce fields to the "Fields to Watch" section of the trigger step.
If a new custom field has been created in Salesforce, press the green "Refresh" button on the top-right of the recipe. This will reload the Salesforce field schema so the new field can be added to the "Fields to Watch"