Salesforce Integration

Overview

Note: This feature incurs additional fees.

This integration uses Calrizen's iHub application. To learn more about iHub, click here.

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.

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.

Notes:

  • 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

Before you begin the integration process, contact your Success Manager 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

Initial Setup 

This section explains the initial setup process for new customers, which includes the installation of the best practices package and out-of-the-box triggers and mappings.

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


  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: Make sure 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 Sandbox account

To configure the integration to work with your Clarizen Sandbox 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 Sandbox 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 Sandbox (or Production) Clarizen account(s)

Re-authenticating Your Clarizen Sandbox Account After a Salesforce Refresh

When a Salesforce sandbox is refreshed, all iHub information related to the Salesforce sandbox is replaced with the Salesforce production environment details. To reconnect Clarizen sandbox with Salesforce sandbox,  you must re-authenticate Clarizen with Salesforce. 

To re-authenticate, open the Authentication tab in iHub, and re-enter the Salesforce connection details.

 

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 Sandbox account

To configure the integration to work with your Clarizen Sandbox 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 Sandbox 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 Sandbox (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
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