SPOTIO to Salesforce.com Integration

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SPOTIO to Salesforce.com Integration

Introduction

Understanding that the landscape of the software world is one where specialized softwares should connect together and talk is of utmost importance we have put significant time and effort to create several avenues for our customers to sync SPOTIO to other softwares and in particular Salesforce.com CRM (SFDC).

We have made available to our customers 3 ways to connect SPOTIO to SFDC.

Methods to Connect SPOTIO to SFDC

  1. Our native, out of the box integration - see documentation below
  2. Via Zapier - a third party app for connecting softwares
  3. SPOTIO’s API

With these three options we are sure to be able to find a solution for your SFDC integration needs.

Discussed in detail in this document will be our native, out of the box integration.

SPOTIO has developed a native, bi-directional integration with SFDC to allow our customers to easily transfer valuable data from one platform to another thus eliminating double data entry, lost information and saving hours and hours of time.

For common questions see our FAQ section at the end of this document.

Executive Summary

Our integration will allow you to sync to either the Lead or Account object.  Leads/Accounts created in SPOTIO will be created in SFDC and any custom field information will be passed over based on the field mapping set up during the initial steps per below. Activities created in SPOTIO will be created as Tasks in SFDC.  Leads/Accounts updated in SFDC (fields not tasks) will be updated in SPOTIO.

SPOTIO’s Native SFDC Integration

Setting up the Sync

Step 1: Connect Your Account

You’ll be able to connect your SFDC account when you click the button.

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Step 2: Initial Sync

When turned on this option will bring in all Leads from SFDC into SPOTIO and create new leads in SPOTIO.  Note that if there is no address on the Lead in SFDC it will not show on the SPOTIO map. We have future development plans, late 2018, to be able to selectively sync certain leads based on criteria such as fields, statuses, etc from SFDC.  After the Leads are loaded in to SPOTIO the information will be able to be passed back and forth in real time.

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Step 3: Choose Your Object

You can choose to create a Lead or Account/Contact/Opportunity in SFDC.  The way it works is that when a new Lead is created in SPOTIO it will either create a Lead or Account/Contact/Opportunity in SFDC depending on what you choose during setup.

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Step 4: Map Out Your Fields

After choosing which SFDC object you want to connect to the fields from that object will populate below so you can easily map the SPOTIO field to the SFDC field.  Map only the fields you want to send from SPOTIO over.

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Step 5: Selective Sync

The Selective Sync can be used to only create a new Lead/Account in SFDC when it matches certain criteria.  For instance, you probably don’t want to send every single new Lead in SPOTIO over to SFDC. Many of our customers manage the first few stages of their sales stages in SPOTIO and only send to SFDC when it reaches a stage that has significance.  You can selective sync based on Fields or Pipeline Stage. The selective sync will work from when it is set up going forward, not retroactively.

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Step 6: Save Mapping & Sync

You can check the box to Import existing data from SFDC to SPOTIO or not.  It will import based on the selective sync options selected.


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FAQ

What SFDC objects can we sync to?

During the setup process you will choose whether you want to connect to the Lead or Account object.

How does the field mapping work?  What information can I send back and forth?

During the setup all your SPOTIO fields and all the fields on the SFDC object will show on the screen for you to map per Step 4 above.  Any field in SFDC can be synced to SPOTIO and vice versa.

How does field validation work?  For instance, if a field is required in SFDC but not SPOTIO?

Currently any validation in SFDC is not pushed to SPOTIO.  SPOTIO does have the concept of “required fields” so if there is a required field in SFDC we recommend making it required in SPOTIO to prevent validation errors.

What happens if the sync does not work, who is notified?

In the SPOTIO integration settings we have a Log that shows all successful and unsuccessful syncs.  Currently there is no notification emailed however it is on our backlog to develop in the future.

Can SPOTIO trigger an Opportunity to be created?

As of October 11th, 2018 this functionality has been developed and is in testing phase to be released early November 2018.

Do Stage/Status changes made in SFDC show in SPOTIO?

Yes.  As long as the Lead/Account is synced and that field mapped in the settings it will be updated.

Do tasks created prior to the SPOTIO to SFDC integration sync over? Do Tasks created in SFDC post SPOTIO integration sync? Will Activities created in SPOTIO sync to SFDC?

No they don’t.  Only Activities created in SPOTIO after the sync will be sent to SFDC as a Task.  Tasks created in SFDC will not be created as Activities in SPOTIO.

Will a logged activity in SPOTIO create a new Task in SFDC?  What information is sent over when a new Activity in SPOTIO is created as a Task in SFDC?

The information sent is the Activity Date, Activity Description, Activity Name, Activity Status, When an Activity is marked as “Done” in SPOTIO the Task Status will be updated in SFDC.

Will tasks that are edited in SFDC sync to SPOTIO?

No.

Do Leads/Accounts created in SFDC prior to SPOTIO integration sync?

You have the option at the beginning to bring in all the Leads/Accounts in SFDC.  We are currently building out the option to selectively sync the initial load.

Do Leads/Accounts that are edited in SFDC update in SPOTIO?

Yes, as long as the fields are mapped properly the update will occur.

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