ReviewRoom

Salesforce

Integration

Contents Enable Salesforce .............................................................................................................................3

ReviewRoom Salesforce Integration ...........................................................................................4

Overview .....................................................................................................................................4

Enabling the feature ..................................................................................................................5

Connecting your account .........................................................................................................5

Settings ............................................................................................................................................6

The General Tab.............................................................................................................................7

The Contacts Checkbox ............................................................................................................7

The Submission Record Field ...................................................................................................8

Creating a custom submission object in Salesforce .............................................................9

Mapping Submission Attributes to Salesforce Record Fields .......................................... 11

The Submission Contact Junction Field ............................................................................... 11

Creating the Object in Salesforce ......................................................................................... 12

Connecting the Junction object in ReviewRoom ............................................................... 13

Settings ......................................................................................................................................... 14

The Form Tab .............................................................................................................................. 15

Enable Salesforce

ReviewRoom Salesforce Integration

This is the documentation regarding the ReviewRoom Salesforce Integration. This

document explains what the integration is, and how to set it up on both in ReviewRoom

and Salesforce.

Overview

The ReviewRoom Salesforce Integration allows ReviewRoom Administrators with a

Salesforce account to automate the creation of Salesforce records based on user and

submission data, as well as create and modify Salesforce records with ReviewRoom

forms. These two main feature sets are split into two tabs, the first being "General" and

the second being "Forms."

Both sections are decoupled and can be used independently or together.

The General tab deals with the creation and update of Salesforce records based on users

registering to ReviewRoom and creating submissions, as well as uploading PDF copies of

form responses to a Salesforce record representing the submission.

The Form tab allows you to create new Salesforce records of any type, and build a

relationship between form fields and the attributes available on the Salesforce record.

Enabling the feature

By default, the Salesforce feature is not available

in ReviewRoom. If you are interested in

accessing the feature, please contact your

Account Manager for details. Once enabled, the

feature will appear as an option in the settings

panel of the left sidebar in the ReviewRoom

dashboard.

Note: If you have a custom domain, ie., you are

not using your-company.myReviewRoom.com,

please contact us prior to enabling Salesforce as

a change is required in the back-end.

Connecting your account

Once the feature has been enabled for your ReviewRoom, you can connect your

Salesforce account to your ReviewRoom. When you click the "Click to connect button,"

one of two things will happen:

If you are currently logged into your Salesforce account, it will connect that

account to the ReviewRoom.

If you are currently not logged into your Salesforce account, a popup will appear

with a Salesforce login where you can type in your credentials. Once you've

logged into your account, it will be associated with your ReviewRoom.

Once you've done this the page will refresh and show the basic Salesforce instruction

set.

Settings The General Tab

The General Tab

The general tab lets you automate the creation of Salesforce records based on user

registration and the creation of submissions within ReviewRoom. This feature set is split

into 3 checkboxes dealing with specific functionality.

The Contacts Checkbox

The contacts checkboxes, when enabled, will add any new user registrations to your

ReviewRoom as a Contact record in Salesforce. ReviewRoom will first check to see if a

Contact record with the specified e-mail already exists in your Salesforce Account, and if

so, it does not create a duplicate.

The Submission Record Field

This checkbox allows you to specify what kind of Salesforce object will represent a

ReviewRoom Submission on the Salesforce side. It will also allow you to map Salesforce

Record fields to Submission information. Any time a submission is created or updated; a

corresponding Salesforce record will be created or updated accordingly. When form

tasks are completed by a submission in ReviewRoom, a PDF export of that form task will

be attached to the Salesforce record representing the submission. The Salesforce Object

type that represents a submission is up to you, but only the following object types

support attachments (and therefore the PDF form response export functionality):

Account

Asset

Campaign

Case

Contact

Contract

Custom objects

EmailMessage

EmailTemplate

Event

Lead

Opportunity

Product2

Solution

Task

We recommend creating a custom object type, but any of the types listed above will

work.

Creating a custom submission object in Salesforce

If you're choosing to create a Salesforce custom object

to represent your submission records, please follow

these instructions.

First, log into your Salesforce account. Once logged in,

click on "setup" in the dropdown menu from your

name in the upper right corner.

Once logged in, expand the "create"

section of the left hand menu, and click

"Object".

Once here, click the “New Custom

Object” button. This will bring you to a

screen to create the object that will

represent your submission records.

Fill in the information as it appears in the screenshot. When complete, click “Save.” This

will bring you to a screen showing you information about your new custom object. Here

you can add fields that relate to the submission, which we can map through

ReviewRoom (as explained in the next section). As you can see below, I've created fields

that allow me to store the reference ID, status, Submission status, and groups related to

a submission in the Salesforce record.

Mapping Submission Attributes to Salesforce Record Fields

Once you've decided on what Salesforce Object type will represent your submission

records, you can create a mapping between ReviewRoom Submission data and the

Fields on the relative records in Salesforce. To do this, return to the ReviewRoom

Salesforce settings, and check the second checkbox. Once you've checked it, you can

select an object type from the dropdown. Once you've done this, you can use the “add

mapping” button to create the desired relationships. An example is shown below:

The Submission Contact Junction Field

The Submission/Contact junction object acts as a bridge between the information that

exists in your Salesforce, your Contact Records, and the submission records that have

been created by ReviewRoom. In short, the Submission/Contact Junction object is an

object that has two fields – one is a reference to a contact, and the other is a reference

to a submission record. This creates a many-to-many relationship, which is perfect,

because one submission can have multiple users and one user can have multiple

submissions.

In order to use this functionality, you'll have to create a custom object in Salesforce to

represent the Submission/Contact junction records.

Creating the Object in Salesforce

In order to create the custom Salesforce object for the Submission/Contact junction,

follow the same instructions shown above for creating a custom submission object.

Once you've created the object, you'll need to create two custom fields. These will both

be Master-Detail records – one will reference a Contact, and the other should be

whatever Salesforce Object type is representing your submissions.

Pictured above is my completed Submission/Contact junction, with a custom submission

object as what I'm representing submissions as in Salesforce. Remember this could also

be an account, opportunity, or any other Salesforce object type that can accept

attachments – and should be the same as what you chose as the Object type to

represent submissions within Salesforce.

Connecting the Junction object in ReviewRoom

Once you've created your junction object within Salesforce, return to the ReviewRoom

Salesforce general settings page. Click the third checkbox, then select the object you just

created from the dropdown that appears below. Once you've done this, you'll be able to

set the two reference fields to your Contact and Submission representations, as shown

below:

Settings The Form Tab

Current Workflow

The Form Tab

The form tab allows you to create new Salesforce objects based on ReviewRoom form

responses. The functionality allows you to choose a form, and a Salesforce object type,

then configure the relationship between the form fields and the Salesforce record's

attributes. To start, click on the Forms tab, and select “Add Salesforce Action.”

Once you've done this, it will allow you to select the Salesforce record type you'd like to

create via form response on the left side, and the Form which will create the record on

the right. Once you've done this, click the “configure” button to create your relationship

mapping. An example mapping to create an account object is shown below:

About ReviewRoom

ReviewRoom is a sophisticated grant management software platform that is in use by hundreds

of organizations around the world. Contact us today for a free demonstration and learn first-

hand how ReviewRoom can improve the workflow efficiency of your contest, competition or

grant.