16.2 Salesforce Integration

Overview

Note: This feature incurs additional fees.

Clarizen's Salesforce Integration enables sales and technical support teams to enhance their work process and account management capabilities by initiating and following Clarizen Projects, Cases, Users, and Discussions as well as other Clarizen objects within Salesforce. Additionally, Professional Service teams are able to view all relevant Salesforce information, custom or standard, directly in Clarizen.

For integration of Salesforce V2 see Salesforce V2 Integration .

The integration allows users to sync objects between Salesforce and Clarizen.

Key components of the integration:

  • Authentication
  • Mapping
  • Triggers
  • Sync schedule

Once installed, users will have the ability to install a best practice package which includes out of the box mappings and triggers, allowing teams to get started with no additional setup

Administrators can then configure their own mappings as needed for the customer's specific business needs

This provides:

  1. Superior Account Management — customer-facing executives can convert opportunities into projects more effectively by scoping and budgeting projects more accurately
  2. Real-time progress monitoring of customer and prospects related projects and cases, ensures communication of accurate and timely information flow
  3. Improved visibility of incoming projects, backlog and expected resourcing for Project and Delivery Teams
  4. Convenient creation and integration of new opportunities by Professional Services teams directly from Clarizen into Salesforce
  5. Full synchronization between Salesforce Chatter and Clarizen discussions, allowing easy and open communication between team members regardless of where they are located
    Note: Social posts and comments are synced between Clarizen and Chatter every 60 minutes.
Note:
  • You will need a Salesforce Enterprise Edition (EE) account
  • A Developer Account or a Sandbox account can be used to test the integration
  • Salesforce Professional Edition (PE) users need to use the previous Salesforce for Clarizen integration found here

Salesforce Value Proposition

Salesforce integration provides several key benefits:

Sales Automation

The following are just some of the key benefits relating to sales automation when integrating Salesforce with Clarizen:

  • Better forecasting capabilities with automatic creation of projects from opportunities
  • Allows professional services and customer success teams to view their upcoming pipeline, prioritize and make decisions that better impact the business bottom line
  • KPI measurement for success:
    • Resource utilization — Ensuring that the right people are staffed on the right projects bringing more projects to successful completion

Execution updates in sales tool

Keep track of the project execution with:

  • Real-time updates on project progress directly in Salesforce
  • Account executives have the ability to take action on customer updates and accounting
    • Full visibility into customer revenue recognition stream via milestones/work packages process and progress
  • KPI measurement for success: Customer satisfaction
    • Account executives gain visibility into project execution/onboarding progress and can react, thereby increasing customer satisfaction

Real-time team collaboration

Full collaboration between the different teams

  • Account executives and execution teams can seamlessly collaborate and react to changes in real-time
  • Professional services and customer success teams can instantly alert account executives to new opportunities based on past experiences
  • KPI measurement for success: Increase sales
    • Cross system collaboration allows for improved sales operation with the added value of scoping out new opportunities

SFDC for CLZ V3 Setup Guide

To get more information about Clarizen integration with Salesforce, contact your account representative or email support@clarizen.com and follow the instructions below.

If you are an existing integration user (currently using the previous version of the integration) be sure to follow the "upgrade" instructions.

Note:

The current SFDC v3 package version is 1.5.7

 

Please contact your customer success manager to begin the installation process.

 

Initial Setup 

This section explains the initial setup process for new customers.

Please follow these instructions step by step in order to ensure that the best practice package and out of the box triggers and mappings will be installed.

 

  1. Access the "Clarizen Integration Setup" page by by selecting the "Clarizen Installation Setup" tab from the "+" in the ribbon menu

    Figure 1: Accessing the Clarizen app
     
  2. On initial access to this page (please note it may take a few moments to load), authenticate your Salesforce account
    Authentication is done using oAuth and is required to ensure that the integration will have access to your Salesforce account.
    Note:

    Please ensure that you are logged in with a Salesforce Admin user during the setup and authentication process, as this user permission type is required for the integration to work properly



    Figure 2: Authenticating your Salesforce account
     
  3. Click the "Use Current User" link (as shown in Figure 2 above) to begin the authentication process.  Ensure you are logged in with a Salesforce Admin user.
    You will be directed to a Salesforce oAuth page, where Clarizen will be requesting permission to access your account.  
  4. Click "Allow" to finalize the authentication

    Figure 3: Authenticating your Salesforce account
     
  5. You will be redirected to the "Clarizen Integration Setup" tab with your Salesforce account Name and User Name filled in

    Figure 4: Authenticating your Salesforce account
    Note:

    You may see an error stating "token has expired".  If this occurs, please click on "use current user" an additional time (or three) to fix the issue.  This is a known issue we are working with Salesforce to resolve

  6. Click the "Back to Settings" link at the top of the page to return to the "Clarizen Integration Setup" page
  7. Click "Advanced Settings"

    Figure 5: Accessing the Advanced Settings
    The "Advanced Settings" page allows you to install Clarizen's "Best Practices Package".
    The "Best Practices Package" is a managed app which includes the following custom objects:
    • Clarizen Project
    • Clarizen Milestone
    Once this package is installed you will have the ability to use the out of the box mapping and trigger options (more info below).

    Additional options in the "Advanced Settings" includes:
    • Refresh Metadata – this button should be used when new custom fields/objects are added to either Clarizen or Salesforce.
      This will refresh the metadata and allow you to map/sync data to the newly created fields/objects.
    • Disable entire sync – allows you to disable the entire integration with a single click (can be easily enabled within the advanced settings, or on the main page)
    Note:

    Steps 8-10 can be skipped if you do not wish to include the Clarizen Project and Clarizen Milestone custom objects in your account

  8. Click the "Install best practices package" link
    Note:
    • The Best practice installation for V3 is optional and recommended.
    • Contact professional service for the Best practices installation package


    Figure 6: Installing Best Practices Package
     
  9. After clicking the link you will be led through an installation process.
    Please complete the installation process.
  10. Once installation is complete, return to the "Clarizen Integration Setup" tab and click "Advanced Settings"
  11. Click "Refresh Metadata".  This will take a few moments to complete, once completed, you will notice that the "Install best practices package" link is no longer displayed

    Figure 7: Refresh Metadata loading
     
  12. Click "Back to Settings" at the top of the page
  13. Access your Clarizen account to ensure that the system is set to allow access to Salesforce.
    Go to "Clarizen" ⇒ "Settings" ⇒ "Extensions", scroll down to the bottom and select "Enable Access" to the Salesforce integration under the "Connected Web Apps" section

    Figure 8: Allow Access to Salesforce
     
  14. Authenticate your Clarizen account.  Click "Authentication" ⇒ "Add Clarizen credentials"

    Figure 9: Add Clarizen credentials
     
  15. You will be redirected to the Clarizen oAuth page, where you will be required to enter your Clarizen username and password
  16. Click "Log In"
    Note:
    • You will need to log in using an Admin and Superuser user's credentials.
      This is required to ensure that all objects/settings can be accessed by the integration
    • If you are already logged in to your Clarizen account from the browser you may not see this page


    Figure 10: Clarizen oAuth
     
  17. Click the "Grant Access" button on the "Authorized Access" page

    Figure 11: Clarizen Grant Access
     
  18. Your account has now been authorized.  Repeat this process for each Clarizen account you wish to add to your Salesforce account
  19. Click "Back to Settings" at the top of the page
  20. You will now see that the Clarizen account(s) was added to the main integration page along with the best practices mappings and trigger
    A detailed explanation of the best practices mappings and trigger can be found in section Triggers and Mappings
    Note:

    Users who authenticated their Clarizen account prior to installing the Best Practices Package from the "advanced settings", click the "Apply Best Practices" button (see figure 18) to add the best practices mappings and trigger



    Figure 12: Out of the Box Triggers and Mappings
     

    Figure 13: Applying Best Practices
     
  21. Set up your "Daily Sync"
    The final step in the initial setup is to setup your daily sync.  The daily sync will sync all updated items in the sync registry up to twice a day.
    1. Check the "First Sync Preferred Start Time"
    2. Select the time of day
    3. Repeat the process for a second sync. 

    Once selected, the daily sync will create a scheduled workflow rule that does not use your quotas.
     
    You may notice that some hours in the list are grayed out, this means that these times are already used by existing scheduled workflow rules in your Clarizen account(s) and cannot be selected.

    Figure 14: Setting up the daily sync
    Note:

    You can force a sync at anytime by clicking the "Sync Now" button

Setting up UI Controls

UI controls are visual force pages in Salesforce that allow you to view the relevant Gantt/Roadmap in Salesforce , and access the related item in Clarizen.

 

To add these UI controls to the relevant objects in Salesforce , you will need to be an Admin user and follow the steps below.

 

  1. Access "Setup"⇒ "Develop" ⇒ "Pages" and click "New"
    You'll notice that there are already three VisualForce pages that were added as part of the Best Practices package, and are used on the new "Clarizen Project" custom object (assuming the package was installed)

    Figure 15: Creating a new VisualForce Page
  2. Create a new page for the "View in Clarizen" capability.
    This will allow you to view the relevant object in Clarizen with a click of a button.
    Note:
    • Steps 3-16 will need to be repeated for each of the objects you wish to enable the "View in Clarizen" ability for, in Salesforce
    • After adding the VisualForce page to the relevant Salesforce object you'll notice that if the item is not synced to an item in Clarizen, the "View in Clarizen" option is not displayed
  3. Enter the Label and the Name (for instance: "View in Clarizen")
    Please note that the name field cannot have spaces, the name will therefor be either "ViewinClarizen" or "View_in_Clarizen"
    It is recommended that the "Name" field will include the object that this page will be used in (e.g. View_in_Clarizen_Case)
  4. Add a description in the Description field.
  5. Select the Available for Salesforce mobile apps checkbox to enable the use of the object on mobile devices using Salesforce's mobile application.
  6. Select the Require CSRF protection on GET requests checkbox to enable Cross Site Request Forgery (CSRF) protection for GET requests for the page.
    Note:
    • When checked, it protects against CSRF attacks by modifying the page to require a CSRF confirmation token, a random string of characters in the URL parameters. With every GET request, VisualForce checks the validity of this string of characters and doesn't’t load the page unless the value found matches the value expected.
    • Check this box if the page performs any DML operation when it’s initially loaded. When checked, all links to this page need a CSRF token added to the URL query string parameters.
  7. In the VisualForce Markup section copy and paste the following:
    <apex:page StandardController="xxx">
    <CLZv6:clarizenview></CLZv6:clarizenview>
    </apex:page>

    where xxx should be replaced with the API name for the relevant Salesforce object.  For instance, if you have a Case in Salesforce that syncs to an Issue in Clarizen, and would like the ability to view the relevant Issue from the Case, you would need to enter
     
    <apex:page StandardController="Case">
    <CLZv6:clarizenview></CLZv6:clarizenview>
    </apex:page>

     
    API names for standard Salesforce objects can be found on the left hand column on this page: http://www.Salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm

    To view the API names for custom objects, go to "Setup" ⇒ "Create" ⇒ "Objects" and click the relevant object.  You will see the field "API" with the name of that object.

    Figure 16:  View in Clarizen VisualForce page
  8. Click "Save"
  9. To add this page to the layout, for instance to the Case layout, go to "Setup", under Build, ⇒ "Customize" ⇒ "Cases" ⇒ "Page Layouts" and select the relevant  "Case Layout" option in the list

    Figure 17: Adding VisualForce page to Layout
  10. Select the "VisualForce pages" option (See figure 18)
  11. Add a new section by dragging and dropping that option into the layout

    Figure 18: Adding Section to Layout
  12. Enter the section name, for instance "Clarizen"
  13. Select where you would like to see the section header, either in the Detail page, and/or the Edit page.
  14. Select the 1 column layout option
    When selecting the 2 column option you will also need to select the desired Tab-key order.
  15. Click "OK"

    Figure 19: Adding Section to Layout
  16. Drag and drop the "View in Clarizen" page into the newly created section
  17. Hover over the section and click the wrench icon

    Figure 20: Section Properties
  18. Set the "Height" to 30

    Figure 21: Section Properties
  19. Click "Save"
  20. Create the Roadmap or Gantt (or both) pages
    These pages only need to be created once and should be created for the object that is going to be synced to a "Project" in Clarizen.
    Note:

    You can skip these steps if you have installed the best practices application, as these pages have already been created and added to the "Clarizen Project" layout.

  21. Access "Setup" ⇒ "Develop" ⇒ "Pages" and click "New"
  22. Enter the Label and the Name (for instance: "Roadmap" or "Gantt" depending which page you are creating)
  23. In the VisualForce Markup section copy and paste the following:
    • For Roadmap
      <apex:page standardController="xxx">
          <CLzv6:clarizenroadmap></CLzv6:clarizenroadmap>
      </apex:page>
    • For Gantt
      <apex:page standardController="CLZV6BP__Clarizen_Project__c">
          <CLzv6:clarizengantt></CLzv6:clarizengantt>
          </apex:page>
    Where xxx should be replaced with the API name for the relevant Salesforce object.  For instance, if you are creating the roadmap to be viewed on the "Clarizen Project" custom object, you would need to enter:
    <apex:page standardController="Clarizen_Project__c">
        <CLzv6:clarizenroadmap></CLzv6:clarizenroadmap>
    </apex:page>

    API names for standard Salesforce objects can be found on the left hand column on this page: http://www.Salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm
     
    To view the API names for custom objects, go to "Setup" ⇒ "Create" ⇒ "Objects" and click on the relevant object.  You will see the field "API" with the name of that object.
  24. Follow steps 5-16 above to add these pages to the Layout of the relevant object.  In step 15 make sure to also select the checkbox for "Show Scrollbars"

 

Working with your TrainingBox account

To configure the integration to work with your Clarizen TrainingBox account please follow the steps below:

  1. Access "Setup" ⇒ "Develop" ⇒ "Custom Settings"
  2. Locate the "Clarizen Settings" with the "Namesake" CLZV6 and click "Manage"

    Figure 22: Custom Settings
  3. Click "Edit" for the "default" setting
  4. Change the server URL as follows
    • For TrainingBox account - https://integration.clarizentb.com/Sync
    • For production account - https://integration.clarizen.com/Sync
  5. Click "Save"
  6. Access the "Clarizen Integration Setup" tab as described above
  7. Access your Clarizen account to ensure that the system is set to allow access to Salesforce.
  8. Authenticate the relevant TrainingBox (or Production) Clarizen account(s)

SFDC for CLZ V3 Installation Guide - V2 Upgrade

To get started with the Salesforce for Clarizen V3 Integration follow the instructions below.
New users should follow the "New Installation" instructions.

 

Installation

Note:
  • It is recommended to install the integration using your sandbox account prior to installing it for your production account
  • Do not delete the previous package, as you will lose all objects that are synced
  • Upgrading to this version from V2, will disable V2 sync jobs and triggers automatically

 

  1. Please contact your customer success manager to begin the installation process
  2. Follow the Salesforce installation steps as described below
    1. The first screen displays all of the components installed with this package, click "Continue" to proceed

      Figure 1: Package Installation Details
    2. Approve the package API access.
      Note:

      You can always edit the package API access to standard objects after the package is installed from the package details page.

    3. Click "Next" to proceed

      Figure 2: Step 1 - Approve Package API Access
    4. Choose the security level.
      This package installs the Clarizen installation setup page accessed by administrators only, therefore select "Grant access to admins only".
    5. Click "Next" to proceed
      Figure 3: Step 2 - Choose security level
    6. Finalize the installation process.  Click "Install" to proceed

      Figure 4: Step 3 - Install Package
    7. Installation may take several minutes to complete. Once completed you will see the following screen:

      Figure 5: Installation Complete
  3. Access the "Clarizen Integration Setup" page by by selecting the "Clarizen Installation Setup" tab from the "+" in the ribbon menu
    Note:

    You will see two "Clarizen" app listings in the dropdown.  The last one in the list is the one that needs to be accessed for the new package setup.


    Figure 6: Accessing the Clarizen app

Initial Setup

This section explains the initial setup process for new customers.

Please follow these instructions step by step in order to ensure that the best practice package and out of the box triggers and mappings will be installed.

  1. Access the "Clarizen Integration Setup" tab as described in step 3 of the installation above
  2. On initial access to this page (please note it may take a few moments to load), authenticate your Salesforce account
    Authentication is done using oAuth and is required to ensure that the integration will have access to your Salesforce account.
    Note:

    Please ensure that you are logged in with a Salesforce Admin user during the setup and authentication process, as this user permission type is required for the integration to work properly


    Figure 7: Authenticating your Salesforce account
  3. Click the "Use Current User" link (as shown in Figure 7 above) to begin the authentication process.
    Ensure you are logged in with a Salesforce Admin user.
    You will be directed to a Salesforce oAuth page, where Clarizen will be requesting permission to access your account.
  4. Click "Allow" to finalize the authentication

    Figure 8: Authenticating your Salesforce account
  5. You will be redirected to the " Clarizen Integration Setup " tab with your Salesforce account Name and User Name filled in

    Figure 9: Authenticating your Salesforce account
    Note:

    You may see an error stating "token has expired".  If this occurs, please click on "use current user" an additional time (or three) to fix the issue.  This is a known issue we are working with Salesforce to resolve

  6. Access your Clarizen account to ensure that the system is set to allow access to Salesforce.
    Go to "Clarizen" ⇒ "Settings" ⇒ "Extensions", scroll down to the bottom and select "Enable Access" to the Salesforce integration under the "Connected Web Apps" section

    Figure 10: Allow Access to Salesforce
  7. Authenticate your Clarizen account.
    Click "Authentication" ⇒ "Add Clarizen credentials"

    Figure 11: Add Clarizen credentials
  8. You will be redirected to the Clarizen oAuth page, where you will be required to enter your Clarizen username and password
  9. Click "Log In"
    Note:
    • You will need to log in using an Admin and Superuser user's credentials.
      This is required to ensure that all objects/settings can be accessed by the integration
    • If you are already logged in to your Clarizen account from the browser you may not see this page


    Figure 12: Clarizen oAuth
  10. Click the "Grant Access" button on the "Authorized Access" page

    Figure 13: Clarizen Grant Access
  11. Your account has now been authorized.  Repeat this process for each Clarizen account you wish to add to your Salesforce account
  12. Click "Back to Settings" at the top of the page
  13. You will now see that the Clarizen account(s) was added to the main integration page along with the best practices mappings and trigger​
  14. Prior to installing the Best Practices Package from the "advanced settings", click the "Apply Best Practices" button to add the best practices mappings and trigger
    A detailed explanation of the best practices mappings and trigger can be found in Triggers and Mappings

    Figure 14: Applying Best Practices
  15. Set up your "Daily Sync"
    The final step in the initial setup is to setup your daily sync.
    The daily sync will sync all updated items in the sync registry up to twice a day.
    1. Check the "First Sync Preferred Start Time"
    2. Select the time of day
    3. Repeat the process for a second sync.
    Once selected, the daily sync will create a scheduled workflow rule that does not use your quotas.

You may notice that some hours in the list are grayed out, this means that these times are already used by existing scheduled workflow rules in your Clarizen account(s) and cannot be selected.


Figure 15: Setting up the daily sync

Note:

You can force a sync at anytime by clicking the "Sync Now" button

Setting up UI Controls

UI controls are visual force pages in Salesforce that allow you to view the relevant Gantt/Roadmap in Salesforce, and access the related item in Clarizen.

To add these UI controls to the relevant objects in Salesforce, you will need to be an Admin user and follow the steps below.

  1. Access "Setup" ⇒ "Develop" ⇒ "Pages" and then click on "New"
    You'll notice that there are already three VisualForce pages that were added as part of the Best Practices package, and are used on the new "Clarizen Project" custom object (assuming the package was installed)
    Note:


    Figure 16: Creating a new VisualForce Page
  2. Create a new page for the "View in Clarizen" capability.
    This will allow you to view the relevant object in Clarizen with a click of a button.
    Note:
    • Steps 3-16 will need to be repeated for each of the objects you wish to enable the "View in Clarizen" ability for, in Salesforce
    • After adding the VisualForce page to the relevant Salesforce object you'll notice that if the item is not synced to an item in Clarizen, the "View in Clarizen" option is not displayed
  3. Enter the Label and the Name (for instance: "View in Clarizen")
    Please note that the name field cannot have spaces, the name will therefor be either "ViewinClarizen" or "View_in_Clarizen"
    It is recommended that the "Name" field will include the object that this page will be used in (e.g. View_in_Clarizen_Case)
  4. Add a description in the Description field.
  5. Select the Available for Salesforce mobile apps checkbox to enable the use of the object on mobile devices using Salesforce's mobile application.
  6. Select the Require CSRF protection on GET requests checkbox to enable Cross Site Request Forgery (CSRF) protection for GET requests for the page.
    Note:
    • When checked, it protects against CSRF attacks by modifying the page to require a CSRF confirmation token, a random string of characters in the URL parameters. With every GET request, VisualForce checks the validity of this string of characters and doesn't load the page unless the value found matches the value expected.
    • Check this box if the page performs any DML operation when it's initially loaded. When checked, all links to this page need a CSRF token added to the URL query string parameters.
  7. In the VisualForce Markup section copy and paste the following:
    <apex:page StandardController="xxx">
    <CLZv6:clarizenview></CLZv6:clarizenview>
    </apex:page>

    Where xxx should be replaced with the API name for the relevant Salesforce object.
    For instance, if you have a Case in Salesforce that syncs to an Issue in Clarizen, and would like the ability to view the relevant Issue from the Case, you would need to enter
    <apex:page StandardController="Case">
    <CLZv6:clarizenview></CLZv6:clarizenview>
    </apex:page>

    API names for standard Salesforce objects can be found on the left hand column on this page: http://www.Salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm
    To view the API names for custom objects, go to "Setup" ⇒ "Create" ⇒ "Objects" and click the relevant object.
    You will see the field "API" with the name of that object.

    Figure 17: View in Clarizen VisualForce page
  8. Click "Save"
  9. To add this page to the layout, for instance to the Case layout, go to "Setup", under Build ⇒ "Customize" ⇒ "Cases" ⇒ "Page Layouts" and select the relevant "Case Layout" option in the list

    Figure 18:  Adding VisualForce page to Layout
  10. Select the "VisualForce pages" option (See figure 18)
  11. Add a new section by dragging and dropping that option into the layout

    Figure 19: Adding Section to Layout
  12. Enter the section name, for instance "Clarizen"
  13. Select where you would like to see the section header, in the Detail page, and/or the Edit page.
  14. Select the 1 column layout option
    When selecting the 2 column option you will also need to select the desired Tab-key order.
  15. Click "OK"

    Figure 20: Adding Section to Layout
  16. Drag and drop the "View in Clarizen" page into the newly created section
  17. Hover over the section and click the wrench icon

    Figure 21: Section Properties
  18. Set the "Height" to 30

    Figure 22: Section Properties
  19. Click "Save"
  20. Create the Roadmap or Gantt (or both) pages
    These pages only need to be created once and should be created for the object that is going to be synced to a "Project" in Clarizen.
    Note:

    You can skip these steps if you have installed the best practices application, as these pages have already been created and added to the "Clarizen Project" layout.

  21. Access "Setup" ⇒ "Develop" ⇒ "Pages" and click "New"
  22. Enter the Label and the Name (for instance: "Roadmap" or "Gantt" depending which page you are creating)
  23. In the VisualForce Markup section copy and paste the following:
    • For Roadmap
      <apex:page standardController="xxx">
      <CLzv6:clarizenroadmap></CLzv6:clarizenroadmap>
      </apex:page>
    • For Gantt
      <apex:page standardController="CLZV6BP__Clarizen_Project__c">
      <CLzv6:clarizengantt></CLzv6:clarizengantt>
      </apex:page>

      Where xxx should be replaced with the API name for the relevant Salesforce object.
      For instance, if you are creating the roadmap to be viewed on the "Clarizen Project" custom object from V2, you would need to enter:
      <apex:page standardController="Clarizen_Project__c">
      <CLzv6:clarizenroadmap></CLzv6:clarizenroadmap>
      </apex:page>
    API names for standard Salesforce objects can be found on the left hand column on this page: http://www.Salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm
    To view the API names for custom objects, go to "Setup" ⇒ "Create" ⇒ "Objects" and click on the relevant object.
    You will see the field "API" with the name of that object.
  24. Follow steps 5-16 above to add these pages to the Layout of the relevant object.
    In step 15 make sure to also select the checkbox for "Show Scrollbars"

 

Working with your TrainingBox account

To configure the integration to work with your Clarizen TrainingBox account please follow the steps below:

  1. Access "Setup" ⇒ "Develop" ⇒ "Custom Settings"
  2. Locate the "Clarizen Settings" with the "Namesake" CLZV6 and click "Manage"

    Figure 23: Custom Settings
  3. Click "Edit" for the "default" setting
  4. Change the server URL as follows
    • For TrainingBox account - https://integration.clarizentb.com/Sync
    • For production account - https://integration.clarizen.com/Sync
  5. Click "Save"
  6. Access the "Clarizen Integration Setup" tab as described in step 3 of the installation above
  7. Access your Clarizen account to ensure that the system is set to allow access to Salesforce.
  8. Authenticate the relevant TrainingBox (or Production) Clarizen account(s)

 

Sync Registry Migration

Existing customers with V2 installed, must go through the initial installation process as described above, making sure to NOT delete the previous package.

Important Notes:
  • Do not delete the previous package, as you will lose all objects that are synced
  • Installing this new version will disable the sync jobs and triggers of V2 automatically
  • Exception: one sync job that will continue running to update the "Clarizen templates" custom object (this continues to run in the case you manually create projects in Salesforce and select the template from the field)

Once you ensure that your flow is working properly (i.e. you have properly mapped all objects - accounts, projects, cases, etc) you will then have the ability to migrate all existing synced objects into the new sync registry.

To do this, access the "Advanced Settings" and click the "Migrate from V2" button.
This will commence the migration process and move all objects into the new registry.
Please note this may take several minutes to complete.
Once the migration has been completed, the daily sync jobs will sync the old and new items.

Triggers and Mappings

This page provides a break down of the best practices trigger and mappings, as well as detailed explanations on how to create new ones

 ​

What are Triggers (events) and mappings

Events:

An event (or trigger) is something that leads to the creation of a new object in Clarizen based on an occurrences in Salesforce and vice versa.

In this version of the integration, you can create events on any object in Clarizen or Salesforce (custom or standard), that will trigger the creation of an object in the other system.

For example, you may want to create an event that will create a Request in Clarizen each time a Salesforce Idea is created.

When creating an event that is triggered from Salesforce, you will also have the ability to trigger the creation of subsequent objects in Clarizen based on any related data of the original Salesforce object (more information below).

 

Mappings:

A mapping is what determines how an object in Clarizen is synced to the relevant object in Salesforce (and vice versa).

In the event example above, a Request in Clarizen is created each time an Idea is created in Salesforce.
The event determines what object should be created, while the mapping determines what data is moved from Salesforce to Clarizen on the initial creation, and which data is transferred from Clarizen to Salesforce or from Salesforce to Clarizen on subsequent syncs (determined by the daily syncs).

When creating a mapping, you will also have the ability to map any related Clarizen information into new or existing objects in Salesforce (more information below).

 

Best practice triggers and mappings

If you installed/applied the best practices (see the Installation Guide for more information), you will have out of the box mappings and a single trigger included in your Clarizen account(s).

These out of the box mappings and trigger can be further customized (or completely removed/disabled) to fit your specific needs.

The out of the box mappings and trigger include the following:

Mappings:

Clarizen User<->SFDC User - This mapping is used to sync between a "User" in Clarizen and a "User" in SalesForce, and is specifically used when syncing between a Chatter feed in SalesForce to a discussion stream in Clarizen.
If a user doesn't exist in either system, it will create a Chatter Free user in SalesForce and an Email Only user in Clarizen. These license allocations are "hard-coded" and can't be changed in the mapping itself, although the mapping can be updated to sync the necessary fields.
The mapping is also used when syncing fields in other objects that reference the User entity (e.g. Project Manager on a Project).

Note:

Existing V2 customers who would like to continue to use the "Clarizen Resource" custom object, will need to first disable this mapping and then create a new mapping between a Clarizen User and the "Clarizen Resource" custom object in SalesForce.

Account to Customer - Maps an "Account" in Salesforce to a "Customer" in Clarizen and syncs the Discussion/Chatter stream between the objects

Milestone to Milestone - Maps a "Milestone" in Clarizen to a "Clarizen milestone" custom object in Salesforce

Project to Project - Maps a "Clarizen Project" custom object in Salesforce to a "Project" in Clarizen. This mapping includes the linking of the "Project" in Clarizen to the relevant "Customer" in Clarizen (based on the Opportunity Account). Additionally, in subsequent syncs, the mapping will sync all project milestones (in Clarizen) as "Clarizen milestones" in Salesforce.

Event:

Create a project when Opportunity probably equals 70% - The event runs each time an opportunity's probability in Salesforce is greater than or equal to 70%.
It will then create a "Clarizen Project" in Salesforce that is linked to the Opportunity, and any opportunity products will be accessed and will trigger the creation of sub-projects.

 

Creating new mappings

Mappings define exactly how objects between Salesforce and Clarizen are synced to one another (e.g. what fields are synced, what related items in Clarizen should be synced in Salesforce, etc.).

Follow the steps below to create a new mapping:

  1. Access the "Clarizen Integration Setup" page by by selecting the "Clarizen Installation Setup" tab from the "+" in the ribbon menu

    Figure 1: Accessing the Clarizen app
  2. Click "Add new" under mapping to create a new mapping

    Figure 2: Triggers and Mappings
  3. The "mapping" screen is broken down into the following sections:

    Figure 3: New mappings
    1. Mapping properties: Enter the mapping's Name and an optional Description
    2. Object mapping: In this section you will need to define what object in Clarizen will sync to what object in Salesforce. The section includes several settings as described below
      Note:
      • There is a limitation that allows an item type in Clarizen to only be synced to one item type in Salesforce (i.e. a project can only sync to a Clarizen project in Salesforce).
      • On the flipside, a Salesforce item type can sync to multiple item types in Clarizen (i.e. a Salesforce case can sync to a request or a bug depending on the trigger)

      1. Entity: defines the entity of the object mapped, (e.g. Clarizen Bug will be mapped as a Salesforce Case)
      2. Key field: used for identification purposes, the key field will be referenced in other mappings when trying to locate a desired object (e.g. a project in Clarizen can be found using the External ID)
      3. Delete policy: determines if the item in the relevant system will be deleted or retained if the item is deleted in the other system
      4. Create policy: determines whether the item should be created if referenced in a separate mapping (or trigger) that doesn't yet exist, searched for using the key field, in the relevant system
      5. Template rules: the template rules section only opens if you choose to map a template-able object in Clarizen (i.e. a project or milestone).
        This section allows you to define which template to use under what conditions, see figure 4: Template settings and template creation instructions below
        Note:

        If using the "Clarizen Project" custom object in Salesforce from the V2 integration and a template is selected within the "template" field, the template rules are overridden and the specific template indicated on the Clarizen Project during the creation is used

        1. Click Add Template
        2. Select the template to be used from the Template name menu.
        3. Define the Template Criteria conditions.
        4. Click Add to define additional criteria.
          Note:

          When using multiple conditions, you can define the logical expression as either AND (default), or OR, in the Logical Expression field type OR.

        5. Repeat the process for each template rule you wish to define.

          Figure 4: Template settings
      6. Social sync: allows you to sync the chatter feed from an item to the Clarizen discussion feed (and vice versa)

      Figure 5: Field mapping and Link creation
    3. Field mapping: Allows you to define what fields you would like to map between the two objects.
      When filling this out you need to fill in the following details:
      1. Enable Checkbox: Select to enable the specific field map.
      2. Direction: options include "from Clarizen" and "to Clarizen", and determines whether the data will be sent to Clarizen or will come from Clarizen
      3. Salesforce field: will be filtered to match only fields fitting the data type of the Clarizen field (e.g. numeric to numeric, pick list to pick list, etc.)
      4. Clarizen field: will be filtered to match only fields fitting the data type of the Salesforce field (e.g. numeric to numeric, pick list to pick list, etc.)
      5. Event type: options include "Create only", "sync only", and "Create and sync", and determines when the data will move in the direction specified above
      6. Add Button: click to create additional field mappings
        Note:

        A field map can be listed multiple times, for instance, you may want a project name to go from Salesforce to Clarizen (to Clarizen) on create only, and then on sync only to go from Clarizen to Salesforce

    4. Create Clarizen Links: allows you to link the Clarizen object to another object in Clarizen.
      For instance, you want to link a newly created project to the relevant Customer in Clarizen.
      Note:

      This section remains hidden until Object Mapping is defined.

      1. Select the link settings from the Link [object] to list.
      2. Once the item you would like to link to is selected you will be required to select the method from the using list
        Note:

        In cases where there is only one possible link this field will be hidden

        There are two methods of identifying the item you want to create the link with:
        • Use source object field: allows you to select a field from the relevant object in Clarizen (i.e. opportunity.account ID)
          Selecting this option will require a mapping between the two item types and will utilize the "Key field" and "Create policy" (from "section B: Object Mapping" above) to locate the object in Clarizen

          Figure 6: Link creation using Source object field
        • Identified by: allows you to add evaluation criteria which will determine what object in Clarizen to link to.
          Complete the Field, Value type, and Value fields to determine the identification criteria.
          Click the Add button to create additional identification criteria

          Figure 7: Link creation using "Identify by"
      3. Add button: click to add additional links

        Figure 8: Map Related Clarizen Objects
    5. Map Related Clarizen Objects:  allows you to map objects related to the source object in Clarizen to Salesforce (e.g. map all milestones from the project to a "Clarizen milestone" Salesforce object and link the milestones in Salesforce to the "Clarizen project")
      1. Click the Add Related Objects button to define the object mapping
      2. Select the object intended for mapping from the Related object list
      3. Select the relation from the Relationship type list
      4. Click Add to add conditions to the mapping, conditions include Source Field, Operator, and Expression
      5. Select the map destination from the Map to Salesforce object list
      6. Repeat the process for each mappings you wish to create
  4. Once you have completed the mapping setup click "Save"
  5. Click "Enable" to enable the mapping

    Figure 9: Enable Mapping

 

Creating new events

Events define when an item will start to sync (e.g. when an opportunity in Salesforce hits 70% probability, when a bug in Clarizen is set as "reported by customer", etc.).

  1. Access the "Clarizen Integration Setup" page by by selecting the "Clarizen Installation Setup" tab from the "+" in the ribbon menu

    Figure 10: Accessing the Clarizen app
  2. Click on "Add new" under "Events" to create a new Event

    Figure 11: Events (Triggers) and Mappings
  3. The first portion of the “Event” screen is broken down into the following sections:

    Figure 12: New Event
    1. Event properties: allows you to set an event name and an optional description
    2. Triggered by: allows you to define whether the trigger will occur in Salesforce (e.g. an opportunity is closed won) or in Clarizen (e.g. a bug is set to "reported by customer").
      Note:

      Once you select the "Triggered by" and save the event, this specific property cannot be edited.

  4. The second portion of the "Event" creation is determined by the "Triggered by" selection
  5. If you selected "Salesforce" the screen will be broken down into the following sections:

    Figure 13: Triggered by Salesforce
    1. Triggering object: allows you to determine the Salesforce object that the trigger will run on.
      Once selected, using the By list, you must enter condition criteria that will determine when the object activates the trigger
    2. Clarizen target object: this section allows you to select what object in Clarizen the selected Salesforce object will be mapped to, there are two options in this section:
      1. Map to Clarizen object: the selected triggering object will map directly to the selected Clarizen object (based on a mapping, either previously created or created here within)
      2. Create new object and synchronize: will allow you to first create an object in Salesforce (e.g. when an opportunity hits 70% create a "Clarizen Project" in Salesforce) and then define what that object will map to in Clarizen.
        Selecting this option will also allow you to transfer field values (or constants) from the source object to the newly created Salesforce object
    3. Related objects in Salesforce: allows you to sync objects related to the selected Salesforce object to Clarizen (e.g. opportunity products are synced to milestones in Clarizen)
  6. If you selected "Clarizen" as the "Triggered by" the screen will be broken down into the following sections:

    Figure 14: Triggered by Clarizen
    1. Triggering object: allows you to determine the Clarizen object that the trigger will run on.
      Once selected, you must enter evaluation criteria that will determine when the object activates the trigger ​
    2. Target object: this section allows you to select what object in Salesforce the selected Clarizen object will be mapped to, if no mapping exists, you will be able to create one
  7. Once you have completed the event setup click "Save"
  8. Click "Enable" to enable the event (trigger)

    Figure 15: Enable Event

Salesforce V2 Integration

Table of Contents

 
 

 

Demonstration Videos

Note:
* You will need a commercial Salesforce account or free Force.com
Developer Account to test the integration as Salesforce 30 day trials do not support custom application code.
* Salesforce Professional Edition (PE) does not have a Sandbox feature.
If you are a Salesforce PE administrator and wish to install, you will be doing so on your Production Environment.

Overview

Clarizen’s Salesforce Integration enables sales and technical support teams to enhance their work processes and account management by initiating and following Clarizen Projects and Issues directly within related Salesforce Accounts, Campaigns and Opportunities. This enables:

  1. Superior Account Management as customer-facing executives can push opportunities into projects to get them more accurately scoped and budgeted
  2. Monitoring the real-time progress of projects and issues related to customers and prospects and ensuring they are communicating accurate and timely information
  3. Project and Delivery Teams to get improved visibility of incoming projects, backlog and expected resourcing.


The typical integration with Clarizen can be illustrated as follows:

High Level Schematic Diagram of the Integration

Working with Clarizen Projects

Create New or Link an Existing Project to an Account or Opportunity
Salesforce users can create Clarizen projects directly from existing Salesforce Accounts, Campaigns and Opportunities.
A Salesforce Account, Campaign and Opportunities can be linked to multiple Clarizen projects, reflecting various stages of activity of an Account.
At a large customer for example, you may have projects in Quotation phase, some in Pilot phase and others where you have successfully won the business already in their Fulfillment phase.
(You can customize the project types to suit your organization's definitions)
Once a project has been created, all additional project details, schedules, resource assignments, and ultimately execution, will be carried out from within the Clarizen interface.
Real-time Project Progress Insight
Salesforce users can view the progress of ongoing projects that are related to Accounts, Campaigns and Opportunities.
This includes the project’s roadmap, % complete and the project’s financial KPIs.
Child Projects and Milestones as well as related project issues can be viewed for each individual project.

Working with Clarizen Issues

Create New
Through a Case, Account, Opportunity or Campaign, users can create new Clarizen Issues which may then be further categorized within Clarizen as
Feature Requests, Bugs, Change Requests, Risks, etc. Each issue will be automatically synced into Clarizen with all relevant details.
Track Progress Overview
Users (or Salesforce users) can view details of Clarizen Issues that are relevant to Salesforce Accounts, Campaigns and Opportunities.
Salesforce users can see the Status, Severity, Due Date and any related Clarizen projects that individual issues are assigned to.

Installing Clarizen’s Salesforce Integration from Salesforce AppExchange Package Installer

1.Log in as a Salesforce administrator to install the application.

2.Go to Clarizen’s Salesforce Package Installer

3.All components to be installed will be listed as below.

4.Click on “Continue” button to begin Installation process.

5.A pop-up Alert window will ask you if you want to allow Clarizen to communicate with your Salesforce account. Grant access and then click Continue.

6.The next screen shows the package API access to standard objects, click “next” to continue. Upgraders from the v1 integration -

if you do not see both addresses (APP and API) make sure you add the missing one manually.

7. Salesforce Enterprise & Unlimited Editions : Choose the security level and select the appropriate user profiles that will have access to Clarizen’s Salesforce integration and click “next” to continue.

8. Clarizen’s Salesforce integration is now ready to be installed. Click on “Install” to complete installation.

As of Salesforce's Winter 2012 release you no longer need to Deploy installed packages so you should not need to take any further installation steps.

A 30 day trial site license is installed automatically. Contact your Clarizen Account Manager to purchase a commercial site-wide license.

Post-Install Configuration

Setting up the Integration 

1. Add the new API site to “remote security” :

  • Go to [setup]->[ Security Controls]->[ Remote Site Settings]
  • Click ‘ New Remote Site’
  • Set Remote Site Name to ‘clarizenApi2’
  • Set Remote Site URL to " https://api2.clarizen.com "

pic2.png

  • Click Save

2. Add the new APP site to Remote Security :

  • Go to [setup]->[ Security Controls]->[ Remote Site Settings]
  • Click ‘ New Remote Site’
  • Set Remote Site Name to ‘clarizenApp2’.
  • Set Remote Site URL to ' https://app2.clarizen.com '
  • Click Save.

3. Set all remote site URLs to 'Active':

active.png

Setting up the Clarizen Default User Account

To get to the Clarizen application you’ll need to go to the drop down menu at the top right of the Salesforce screen.

Note: Users with Salesforce privileges “View Setup and Configuration” AND “Customize Application” will see the full Administration Setup section in the Clarizen Setup page.
Users without those privileges will be presented only with the Personal Setup section.

Select the “Clarizen” package from the Salesforce package dropdown on the top right of the screen.

Click on the “Clarizen Setting Page” link under the “Clarizen Today” tab to set up your Clarizen credentials.

  • In the Clarizen Settings Page, under the “Administration Setup”, the Clarizen Default User must enter their Clarizen username and password.

This is the link account for the integration to access Clarizen. The Clarizen Default User in Clarizen’s Salesforce Integration,

does not need Administrator User rights within Clarizen. Default Users must have both Salesforce and Clarizen licensed accounts and

are used functionally as the organizational link account between Salesforce and Clarizen.

IMPORTANT: Clarizen has several permission types. Financial Permissions allows the user to see all financial data (costs, revenues, and expenses)

related to a project. The data exposed in Salesforce is in line with the personal Clarizen permissions of the user.

However, the integration also permits non-Clarizen users to create Projects and Issues and, if no personal user credentials are entered,

Salesforce uses those of the Default user. So if you do not want unlicensed Clarizen users to see financial information you can either:

  • [Recommended] Use a Clarizen user with Super User privileges but without Financial Permissions as the Default User in Salesforce.

Users will still be able to input financial data such as estimated revenue, just not see it thereafter.

Users with Financial Permissions will see financial data.

OR

  • Create Salesforce Profiles with layouts that don’t show the financial data fields.


Click on the Save button before continuing with the setup.

Importing Project Templates

Clarizen Project Templates are Organization-wide.

Templates should be imported by the Administration User at setup and any further imports are done by the Scheduled Daily Sync (see next section) or

can be done manually by the Administration User from the Clarizen Setup tab.

Template import replaces all previously imported templates and the associated links within Salesforce’s Clarizen Project records,

so if you deleted the Template, the reference to it will also be removed. This has no effect on projects that were already created.

Note: Known Issue Template names in Clarizen can be up to 255 characters, whereas the Template Name field in Salesforce only allows 80 characters.
If you have Clarizen template names longer than 80 characters you will need to shorten them.

Importing Clarizen Users

You should import Clarizen users on first run to populate the Clarizen Resource object in Salesforce.

They will be updated thereafter by the daily sync mechanism.

Clarizen Users are linked to:

  • Clarizen Project as Project Manager
  • Clarizen Milestone as Manager
  • Clarizen Issue as Assignee

Updating All Project and Issue Data – Daily Sync

Project and Issue information in Salesforce is synced on demand when you view Project or Issue records.
To run reports on all projects or issues without viewing each record you should set up a scheduled daily sync via the Clarizen Setup tab.
To set up scheduled syncs, enable them using the checkbox and then choose a time when you want the daily mass update sync to run.

If you need the data sync to run immediately (to force a refresh of all data for reports & dashboards click the "Sync Active Projects" button.

Note: If you need to uninstall the Clarizen integration application you will need to disable this sync before Salesforce allows you to do so.

Customization

Adding Clarizen to Page Layouts

External (AppExchange) applications are not able to automatically add sections to existing Salesforce page layouts so the default setup adds three new Tabs.

  1. Clarizen Today
  2. Clarizen Projects
  3. Clarizen Issues

In addition there are another 2 tabs which are hidden by default, but may be accessed via the All Tabs screen link (“+” sign)

which is always present at the right side of the tab bar.

  1. Clarizen Setup
  2. Clarizen Sync Logs

For optimal workflow, where Salesforce users want to create Projects & Issues directly from their Campaigns, Accounts, Opportunities & Cases,

with minimal change to their current Salesforce workflow, it is highly recommended to add the Clarizen components (Projects or Issues) as Related Lists

onto the relevant Layouts. To do this you will need to enter the Setup ⇒ App Setup ⇒ Customize ⇒ Accounts ⇒ Page Layout and you can drag the Clarizen

Related Lists that you want to use to the desired location on the page.

Note: Salesforce Enterprise & Unlimited Editions: Salesforce does not allow modification to Standard Profiles to allow access to custom objects,
so if you are using standard Salesforce Profiles (e.g. Standard User) you will need to clone the profile, ensure your Custom Object Permissions are set
appropriately and then edit the cloned version and define it as the default layout for the relevant Profiles.
Note: Salesforce Professional Edition only allows one Page Layout per Object and does not offer custom Profiles.
 
 
System Administrator Users can add Clarizen Projects or Issues Related Lists to Accounts, Opportunities, and Case Page Layouts for all users using the Salesforce drag-and-drop layout editor at: Setup ⇒ App Setup ⇒ Accounts ⇒ Page Layout Also note that in the Salesforce Professional Edition, only users with Marketing User permissions will see Campaign pages.
  • Once you have finished placing the Related List on the page, you’ll be asked if you want to Overwrite Related List Customizations.

Select “Yes” to finish.

Clarizen Access for non-Admin User Profiles (Salesforce Enterprise & Unlimited Editions)

If you did not set up Clarizen access for all Users upon installation, once you are ready to start rolling out the integration to your user base,

you will need to grant access to the specific Apex Classes and Visualforce pages that Clarizen uses.

If you don't do this, your users will get "insufficient permissions" notices from Salesforce.

Note: You can't add Clarizen to Salesforce Standard User profile, so make sure you have set up a custom user profile to allow this customization.


At the bottom of the Profile page, you can add the Apex Classes and Visualforce pages.

Profiles that were cloned from System Administrators profile will not need to do this.

Advanced Topic – Tracking which User Profiles have Clarizen Access

Salesforce Enterprise & Unlimited Editions only. You can find more information on the Enhanced Profile List Views to report on permissions across multiple roles here .

Exposing Additional Clarizen fields in Salesforce

You can map additional Project and Issue fields – including your own Clarizen custom fields - from Clarizen to Salesforce.

Fields from Projects and Issues in Clarizen can be added to Salesforce as follows:

  • Click on Setup ⇒ App Setup ⇒ Create ⇒ Objects

  • Select either Clarizen Issue or Clarizen Project depending on the entity field you would like to add.
  • Under the Custom Fields & Relationships header click on the “New” box

  • Select the field type based on the field you will be referencing from Clarizen. i.e. when adding the

“Total Estimated Cost” field from Clarizen, field type would be “currency”. Click next.

  • Enter the required details including the “Field Label”, “Length”, etc., as per your preference.

The “Field Name” box should be filled based on the following formula:

“Field Name” should start with “CLZ_” and then the Clarizen Field API Name.

  • Clarizen Standard fields that can be mapped, are listed here

and you can find a complete listing of fields with their corresponding API Names in Clarizen Settings ⇒ Customization ⇒ Fields.


Matching Field Types
In order for the sync to work reliably it is very important that the field types in Clarizen and Salesforce match.

Mismatches in field types and data ranges cause unexpected behavior including failure of sync.

  • Additional Lookup to Clarizen Reference to Object fields It is possible to create references to other Clarizen Projects, Milestones,

Issues and Resources that are in Salesforce.

You can add Project Sponsor or custom direct references to users (i.e. not Resources or Reviewers) </p>

Adding a Standard Field


Mapping a Custom Clarizen Field

  • Clarizen custom fields are designated by a “C_” prefix.

If you are mapping a Clarizen custom field into Salesforce you’ll need to include it into the field name,

for example: “CLZ_C_CurrentMilestone” or "CLZ_C_AccountManager"

  • Once you have entered the details click “Next”.
  • Establish the field-level security and click “Next”.
  • Select to “Add Field” to the Project or Issue layout and then click “Save” or “Save & New”.
  • To set the positioning on the field, go into an existing “Project” or “Issue” within Salesforce and click on the “Edit Layout” option.

Click and drag to place the newly created field into the required positioning.

Note:
  • Custom Clarizen Picklist Fields should be created on Project or Issues entities in Clarizen Customization panel (not on the Work Items or All Issues "Super Class").
  • Clarizen Duration Fields should be be mapped to Salesforce text fields, Salesforce does not have an equivalent field type.
Duration values can be hours, days, weeks, or months, so if you need to use the duration number for calculations, you should set a Clarizen system setting
"Show effort related time in Hours" to ensure you'll receive duration in a uniform unit.

Video Resources

Adding a new regular field: Screencast Video (widescreen)

Add Clarizen Gantt

Clarizen's Roadmap is included by default on the Project record. However, some organizations want their sales people to have access to the full Gantt.

This is a simple customization which involves:

  1. Add a new custom Gantt field in Clarizen
  2. Add a workflow rule to populate the Gantt field ( use this app to install the rule & the field)
  3. Add the custom field to the Salesforce Clarizen Project object (field name should be "CLZ_C_Gantt" - see screenshot below)
  4. Add a custom Detail Page button to the Salesforce Clarizen Project object to launch the Gantt URL in a new window (see screenshot below)
    • the button will execute Javascript
    • the Javascript should be: window.open('{!clzV5__Clarizen_Project__c.CLZ_C_Gantt__c}','Gantt','fullscreen=yes, scrollbars=auto')

Screenshots:

Custom Gantt Field

Custom Button

Customizing Salesforce via Workflow Rules

Salesforce Workflow rules are a useful way to auto-fill additional information into Clarizen Project records.

If you have Salesforce Workflow Rules setting field values On Create of a Project or Issue these will only be applied when you save the new Project or Issue record so you will not see them pre-populated.

Using Clarizen InterAct to Update Clarizen from Salesforce

Using Clarizen InterAct for 2-way communication with Salesforce & Clarizen.

The architectural model used by the Clarizen Integration is that new Clarizen Projects and Issues are created by Salesforce Users (typically Sales Team create draft projects, Support Team create Issues) and all project management and execution (scoping, scheduling, resourcing, time & expense reporting, delivery team collaboration) is handled in Clarizen.

The integration enables Sales and Support teams to monitor the progress and KPIs of their projects, and issues with all updates published from Clarizen to Salesforce.

However, some customers do want Sales/Support teams to be able to update project and issues with additional information.

Examples include:

  1. Creating a Draft Project when an Opportunity’s “%Probability” is 70%, but then activating it

(change Clarizen Project State to “Active”) when the Opportunity reaches “Closed Won”.

  1. Creating a Draft Project but not allowing activation until a Senior Manager has authorized
  2. Updating the Description of an Issue with additional details.
  3. Attaching a Project Scope document


You can use standard Salesforce Workflow Rules with Email Alert actions combined with Clarizen InterAct to support these scenarios.

You will need to deactivate InterAct Confirmation Messages in Clarizen System Settings for this to work.

We have created a sample application which adds the Workflow Rules in Clarizen to perform the actions described above as well as adding the InterAct address for each Project. 

You can adapt the formula for Issues and add Validation Criteria to make the runtime rules more sophisticated

https://app.clarizen.com/clarizen/View/Default.aspx?id=de3490b2-4714-4bf8-adfe-1ac83ca41c50&type=Published+Application

Step 1: [Salesforce] Map InterAct field to Salesforce Projects

  • Create a new email field in Salesforce for Clarizen Project.
  • The field label should be CLZ_C_InterAct


Now each project you create/add to Salesforce will have an InterAct address

(example: p-12002@mydomain.clarizenmail.com where p-12002 will be the unique ID for each Project in your organization and

mydomain will be your organization's unique InterAct domain)

Step 2: [Salesforce] Create Email Template
In this example we simply send the Description text in the body of the email.

Step 3: [Salesforce] Create Workflow Rule and Email Alerts to Clarizen
In this example, we trigger the update by a change to the Project’s “Description” field and send the update to the Project.

3.1 Create New Rule

Workflow Rule Added:

3.2 Add Email Alert Workflow Action

The Clarizen Project specified by the InterAct Address email field will receive the update and (according to the rule in Clarizen) replace the body text of the email into the Description of the Project. 

When associated with a Workflow Rule:

3.3 Don't forget to activate all Workflow Rules in Salesforce and Clarizen!

Usage Workflow: Clarizen and Salesforce

User Login

Users who do not have Clarizen login credentials can create Projects and Issues from Salesforce and view updates, though all these are done using the Default Connectivity User credentials so that the creator of the project and issues (in Clarizen) will be that default user.

To get a personalized Clarizen integration and a real-time high level overview of all the projects through the Clarizen Today screen, non-admin Salesforce users only need to enter their Clarizen user name and password on their initial entry.

This is done under the “Personal Setup” section of the Clarizen Setup Page.

A Clarizen User must be from the same Clarizen Organization Account as the Default User.

Creating New Projects

Many of the project fields are read-only and will be automatically synchronized from Clarizen.

This supports the intended workflow of creating new Projects (or Issues) from Salesforce with delivery execution within Clarizen (and only followed in Salesforce).

The fields you can input when creating a new project in Salesforce are:

  1. Project Name – mandatory field
  2. Project Template
  3. Project Type – a subset of the list in Clarizen
  4. Start Date
  5. End Date
  6. Project Manager - a lookup of Active (licensed) Salesforce Users
  7. Description

You can also relate the project to a Campaign, an Account or an Opportunity. All other fields are read-only and are synchronized from Clarizen.

All Projects created from Salesforce are in Draft state.

Creating New Projects Using Project Templates

If you want to use a template to create your Clarizen Project you should select it when creating a new project.

Once you have created your project if you change the Template type, Project Manager or any other information within Salesforce, it will have no effect on Clarizen and will be overwritten by date from Clarizen on subsequent syncs.

Automating the Creation of New Projects

Note: Salesforce Professional Edition users - due to a Salesforce packaging restriction, you will need to manually add the fields of the 3 objects used by the Trigger Builder to the objects' standard layouts:

ClarizenAppSetupObject, ClarizenAppSetupRule, ClarizenAppSetupTemplate.
You can access these objects via Salesforce: Setup> App Setup > Create > Objects

You can automate the creation of new Clarizen Projects using the trigger builder wizard which is accessed via the Clarizen Setup page Admin section.

Clarizen Projects can be created automatically from Salesforce Opportunities,

Accounts or Campaigns and will be linked to the object that generated the Project.

Typically it will be Opportunities that trigger the creation of a new Clarizen Project.

You can set any non-text area field of a Salesforce Opportunity, Account or Campaign to trigger the creation of an Clarizen Project.

In addition to defining the criteria which trigger creation of a new Project you can also select criteria which define which Project Template to use when creating the Project.

Template selection rules have a running order (Clarizen's InterAct feature uses a similar mechanism).

If there are multiple templates that could be used, it will be the first one that matches that which will create the project.

You can customize the run order.

The name of the project is set by Opportunity Name - Account Name -

Date and can be freely renamed in Clarizen or overridden by Salesforce Workflow Rules.

To populate other fields with values from the triggering Opportunity, Account or Campaign you should use Salesforce Workflow Rules.

Creating New Issues

Note: Make sure you have activated the Issues management module in Clarizen to take advantage of this feature.

You can create multiple Clarizen Issues from a single Salesforce Case, Campaign, Opportunity or Account.

You can also link an Issue to a Clarizen Project once you have linked to or created it via Salesforce.

Automating the Creation of New Issues

You can automate the creation of Issues using the trigger builder wizard which is accessed via the Clarizen Setup page Admin section.

ADD IMAGE

Clarizen Issues can be created automatically from Salesforce Cases and will be linked to the Case that generated the Issue.

You can set any field on Salesforce Case to trigger the creation of an Issue.

To populate other fields with values from the triggering Case you should use Salesforce Workflow Rules.

Assigning Project Managers & Assigning Issues

When creating a new Clarizen project in Salesforce,

you can select the Project Manager and when creating a new Clarizen issue you can select who the issue is assigned to.

The 'Project Manager' field on the New Project page,

and the 'Assigned To' field on the New Issue page list Clarizen Users who are synced to the Clarizen Resources object in Salesforce.

Once you have assigned a Project Manager, within Clarizen that project manager can then pass ownership to another Clarizen user.


For organizations that have a clear separation of Salesforce and Clarizen users the recommended workflow is to nominate a Project Manager

(example: the Head of PMO or Delivery Manager) as the recipient of all Projects created from within Salesforce.

This will enable your Project Management Office to assign incoming work in an orderly and effective manner.

  • If the assigned Project Manager is not in the Salesforce Clarizen Resource, a new user is created in Salesforce
  • If the Project Manager field is left empty, Clarizen will assign the Personal User from the Clarizen Setup page as the Project Manager.
  • If the Personal User field is also empty, Clarizen will assign the Admin User from the Clarizen Setup page as the Project Manager.

Clarizen Reports

Clarizen’s Salesforce Integration includes 3 useful and customizable Best Practice Dashboards with their supporting reports.

Whilst these are aimed at Professional Services organizations, the metrics and KPIs they measure show are valuable for most organizations delivering projects.

The 3 dashboards are:

  1. Project Management comprised of:
    1. Projects Schedule Status by Type
    2. Project Schedule Status by Project Manager
    3. Projects by % Completion
    4. Projects Signed - by Project Manager
    5. Expected Revenue by Project Type
    6. Expected Revenue by Project Manager
    7. Budget Overrun by Type
    8. Budget Overrun by Project Manager
    9. Late Projects - Schedule Overrun
    10. PM Load - Projects Count
    11. Projects with Issues
    12. Assigned Projects Backlog
  2. Financial Management comprised of:
    1. Signings - Projects' Expected Revenue
    2. Actual Cost vs. Profitability
    3. Customers' Profitability
    4. CPI Levels
    5. SPI Levels
    6. Current Contracts Risk Analysis
    7. Revenues - Actual vs Expected
    8. Costs - Budget vs. Actual
    9. Actual - Revenue vs. Costs
    10. Delivery Costs
    11. Budget Overrun by Project Type
    12. Budget Overrun by Project Manager
    13. Risk Forecast
    14. Non Billable Hours vs Billable
  3. Executive Management comprised of:
    1. Status by Schedule
    2. Status by Budget
    3. Project Delivery Funnel
    4. Profitability by Account
    5. Profitability by Project Type
    6. Profitability by PM
    7. Signings: Expected Revenue
    8. Signings: Project Count per Project Manager
    9. Upsell by Customer last 30 days


The dashboards can be freely customized with your own reports and KPI metrics.

Synchronization Workflow

Realtime Sync

Projects and Issues created in Salesforce are automatically pushed to Clarizen in realtime.

Any further changes (i.e. management of the project or issue resolution) are done in Clarizen and the changes will be synchronized back to Salesforce.

Any Milestones, Child (sub) Projects and Issues related to the Project will be detected by the subsequent Salesforce syncs and the relevant objects will be created in Salesforce and updated.

When a user accesses a Clarizen Project or Issue page in Salesforce, they can immediately refresh the data for that Project (and related items) or Issue from Clarizen.

Daily Sync

In addition to the realtime sync, a scheduled daily sync updates from Clarizen once a day all:

  • Project
  • Child Projects
  • Milestones
  • Issues
  • Templates
  • Users (Clarizen Resources)

This ensures that your data and reports are accurate whilst not adding the overhead of syncing every change to every project in realtime.

You can specify the preferred time that you wish to sync via the Setup page.

As with other activities built on Salesforce’s Scheduler,

the preferred time specifies when it should be added to the Salesforce job queue server, and the exact time of the sync depends on the job server load.

Salesforce Admin users can manually trigger a batch sync of Clarizen data using the “Sync Projects from Clarizen”, “Sync Milestones from Clarizen”, “Sync Issues from Clarizen”, “Sync Templates from Clarizen”,“Sync Users from Clarizen”, buttons in the Clarizen Setup tab in Salesforce.

Due to Salesforce web services limits these updates cannot be run simultaneously and you will need to wait between syncs.

A guidelines from Clarizen benchmarking tests showed that syncing 1000 projects typically takes 2 minutes.

Why aren't all of my Projects & Issues synced to Salesforce?

Projects and Issues that were not created from Salesforce and that are not directly linked in Clarizen to a Project that syncs with Salesforce (either as a sub or parent project) will not be automatically pulled into Salesforce as Salesforce's Clarizen sync has no simple way to know which of these Salesforce objects you would like to link.

To import many existing Clarizen Projects or Issues see Salesforce_Integration#Import_of_Existing_Clarizen_Projects_and_Issues

You can selectively add existing Clarizen Projects using the Link to Existing Clarizen Project option after you click the

New Clarizen Project button on a Salesforce Opportunity, Account or Campaign and then select the project or search for it in Clarizen.

Customers in Clarizen

Clarizen synchronizes Salesforce Accounts to Clarizen Customers as required: that is, if an Account does not exist as a Clarizen Customer it will be synced once upon create of the Project/Issue including its Contacts into Clarizen.

As Salesforce users typically have more advanced CRM requirements than the basic contact card functionality used in Clarizen, once the Customer exists in Clarizen no further synchronizations are performed.

  • Users designated as 'External Users' in Clarizen are not permitted to create new Customers in Clarizen.
  • Clarizen Customer record description field is limited to 512 characters.

If you store a large amount of text in your Account Description field in Salesforce it will be truncated to 512 characters when synced to the Clarizen Customer record.

  • Clarizen Customers have a Main Contact by default whereas Salesforce Accounts do not have a corresponding role.

When syncing a Salesforce Account to Clarizen Customer the first Contact created in Clarizen will be designated the 'Main Contact'.

If you intend to use this Clarizen feature extensively you should to verify manually that the main contacts are correctly set.

Multi-Currency

  • Clarizen multi-currency support can be enabled by an Admin via [ Clarizen System Setting 1.8 ]
  • Salesforce multi-currency support must be specifically requested from Salesforce.
To use multi-currency between both systems you will need to install an additional small package which enables this.


If you would like to use multi-currency between both systems please either:

  1. contact your Customer Success representative or
  2. email the Clarizen for Salesforce team at salesforce@clarizen.com

Import of Existing Clarizen Projects and Issues

Note: This procedure works only for Salesforce Enterprise and Unlimited Editions

Some customers want all of their existing Clarizen Projects or Issues to be imported in Salesforce and need a batch process instead of linking them one by one.

Clarizen may not have all of the Salesforce Accounts, Opportunities and Campaigns associated with Projects so before importing into Salesforce you can set these relationships up in a CSV file which is more convenient than doing so after the information is imported to Salesforce.

The following steps describe how to get the information out of Clarizen and into Salesforce - it is the same process for both Projects and Issues.

  • Create a new view within your Work Items subsystem. You need 2 columns only: “Name” and “External ID”.
  • You can also add “WorkItem.Customers” to it too if you have the Customer names within Clarizen.
  • It is recommended to also add Project Manager column.
  • Note that some of the External ID values are of a different length. If you have created a Project from Salesforce, it will have a shorter ID.
  • Download Exported List of the view as XLS.

  • Modify the XLS file as follows:
  1. Remove the any text and images above the field names.
  2. You can remove the rows with Salesforce External IDs to avoid replacing any relationship data you may have already set up.
  3. Add in a new Column “sync” . The value for every row should be “0”.
  4. This prevents a sync-on-create trigger from running which exceeds the Salesforce concurrent webservice requests limit.
  5. Add in any Opportunity or Account Names which are related.
  6. Save it as CSV.
  • Import the CSV file via Salesforce Setup ⇒ Data Management ⇒ Import Custom Objects ⇒ Custom Objects Import Wizard
Note: Please refer to the actual settings chosen in the images

  • Modify the CSV file. Change the “Sync with Clarizen” entry for all rows to "1".
  • Run the same Import again but only Update the existing records. The immediate sync is not triggered when the project is updated, only when it’s created.
  • Verify your Projects are now in Salesforce. You will not see updated % Completion, Project Manager and other details yet.
  • Go to the Clarizen Setup page in Salesforce. Press the "Sync Now" button.
  • This will update all the Projects now in Salesforce with the latest information from Clarizen.
  • Import Complete.
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