Revision as of 11:13, 30 May 2019

Salesforce

Configuration for allowing user to be redirected to ICM Details page in Salesforce

When creating Contracts, Contract Requests and Amendments from Salesforce, Administrators can now configure whether the users should be redirected to the ICM Contract details page or the Salesforce Record page from where creation process was initiated. This can be configured by selecting the Allow Redirect checkbox on the ICM Endpoint Configuration page. By default, the checkbox is unchecked. When checked, the user is redirected to the Salesforce Record page, else to the ICM Contract detail page.

Purpose

The purpose of this guide is to document the process of:

Configuring ICM in Salesforce.

• Performing Salesforce related configuration in ICM for mapping data entities and saved searches.

The guide also describes the process of using the ICM Salesforce connector for standard scenarios.
The document is primarily intended for:

• Administrator users who configure Icertis Salesforce Connector on Salesforce.com.
• ICM Administrator Users who work on ICM Side Configuration.
• Other users who work with Agreements.

Prerequisites

• The user must have an account on Salesforce and ICM.
• Icertis CLM must be installed on Salesforce.com from Salesforce AppExchange. It is compatible with Group, Professional, Enterprise, Unlimited, Force.com Developer and Performance Editions.
• The user must have admin privileges for ICM and Salesforce in case the user is configuring ICM on Salesforce. 

Overview of ICM Salesforce Connector

ICM Salesforce Connector is a native Salesforce application that allows you to access the full suite of ICM functionality from Salesforce, including the following capabilities:

• Manage end-to-end contract lifecycle from the familiar Salesforce platform.
• Create Contract Requests with pre-populated data from Salesforce objects.
• Track contract progress and status updates within Salesforce.
• View contract notifications as part of chatter feed messages.
• Automatically transfer and synchronize data between Salesforce objects and ICM.
• Map Salesforce objects (standard and custom) with ICM entities.

ICM and Salesforce integration is required to port data from ICM to Salesforce. This integration avoids the need for re-entering the data manually in Salesforce which you have already created in ICM. 

To use ICM from within Salesforce:

• The ICM sections must be embedded in the Salesforce pages.
• After logging on to Salesforce, select ICM in the top right corner of your Salesforce page to use ICM through Salesforce.

ICM Salesforce contains the following key concepts:

• Account is a label for business. It is a company or a business entity, you might already be working with, or one that you hope to work with. In simple words, an Account is the actual business or company.

• Opportunity is a pending deal with a monetary value associated with it. It helps to track the pending deals and sales.

• Quote is the data showing the proposed prices for the products or services. Quotes can be created by using the data that is saved in the Opportunities and shared with the prospective customers. Every opportunity can have multiple associated quotes linked to it.

After integrating ICM with Salesforce, you can do the following contract management tasks in Salesforce:

• Create and edit a Contract Request from an existing Account.
• Create and edit a Contract Request from an existing Opportunity.
• Create and edit a Contract Request from an existing Quote.
• Create and edit a Contract from an Account when a prospective sales lead is qualified and a corresponding account is created.
• Create and edit a Contract from an existing Opportunity.
• Create and edit a Contract from an existing Quote.

Salesforce Side Configuration

Prerequisites

• You must have a Salesforce account.
• You must have administrator privileges to install ICM in Salesforce.
• You must have ICM administrator privileges to configure ICM in Salesforce.

Compatibility

ICM is compatible with the following editions of Salesforce:

• Professional
• Enterprise
• Unlimited
• Developer
• Performance

For more information about the different editions of Salesforce, refer to: 
[https://help.salesforce.com/articleView?id=overview_edition.htm&type=0 

Installing ICM in Salesforce

To install ICM in Salesforce:

1. Log on to Salesforce.
2. Open a new browser instance and go to Salesforce AppExchange to download the ICM application.

• Log in to AppExchange: Logon to AppExchange using your Salesforce credentials to proceed with the installation.
• I don’t have a login: Install ICM in Salesforce as a guest user.

 
4. Choose Log into AppExchange. This presents the following options:

• Install in production
• Install in Sandbox

 
6. Choose one of the applicable options:

• Install for Admins only: install ICM for Salesforce Administrators who can install ICM in Salesforce.
• Install for All Users: install ICM for all users of Salesforce.
• Install for Specific Profiles: install ICM for specific profiles only.

Creating and Managing the Canvas App

Creating the Canvas App

Follow these steps to create a Canvas App: 

1. In Salesforce, under Setup, search for Apps in the Quick Find box and select Apps.

Managing the Canvas App

1. In Salesforce, under Setup, search for Connected Apps in the Quick Find box and then select the option for managing Connected Apps. 

Configuring ICM EndPoint

You can perform ICM EndPoint Configuration only after you have installed Salesforce ICM from AppExchange. 

 

Setting up a new Remote Site (whitelisting of ICM instance)

• Save the Remote Site you created. 
• Click Save and New to save the Remote Site you created and open the Remote Site Edit page to continue creating a new Remote Site.
• Click Cancel to cancel the process of creating the Remote Site.

Configuring Page Layout

To Enable ICM sections on the added entity (as per the ICM Configuration section) you need to add the ICM custom pages into page layouts. By using the Page Layout Configuration, Admin assigns user access to Contract or Contract Request Related Sections. For example, if you have enabled the ICM Configuration for Opportunity in Salesforce, you need to enable ICM custom pages in Opportunity Layout:

Opportunity (Opportunity Page Layout)

1. You can Edit your existing Page layout (Opportunity Layout) and add two Visualforce pages inside the page layout as follows:
2.  On the Opportunity Layout page, click Edit to edit the page layout where you want to add Visualforce pages. 

Configuring Data Sync

Once the Contract and Contract Request is created from Salesforce, the data is synced to ICM entities. If the Salesforce entity is edited or changed, user need to update mapped fields in ICM. Ideally, this process is automated. The system should automatically sync the data in the background, without user intervention.

To enable this feature in Salesforce, ICM Service User Authentication Token should be configured and create a process in Process Builder for specific entities.  Selected entities will have Data sync functionality. To know more about the Process Builder, visit: https://help.salesforce.com/articleView?id=process_overview.htm&type=0 

Data Sync (Salesforce to ICM) Configuration

• Configure Service User Authentication Token
• Configure Entity Process Builder

Service User Authentication Token 

To configure Service User Token in Salesforce, follow these steps:

1. In Salesforce, under Setup, search Installed Packages in the Quick Find box and select Installed Packages.

• Disable DS Interval Flow: Click this checkbox to deactivate the Data Sync Interval Flow. Default value false. 
• Sync Time Duration:  It denotes the sync time duration (in seconds). Default value 10.
• ICM Service User Auth Token: It is the Service User Authentication Token. Contact DevOps team to get this token. and it is existed in ICM, if you want this token contact ICM Configurator.

4. Click Save.

Configure Entity Process Builder

Process Builder configuration is an entity-specific configuration. To configure Process Builder in Salesforce, go through the following steps. In this case, the Opportunity entity will be configured.

1. In Salesforce, under Setup, search for Process Builder in the Quick Find box and select Process Builder.

 
5.    Opp Sync process configuration page appears. Click Add Object, Select Object Name and select when record is created or edited and click Save.

 
7.    To configure Immediate Actions, click Add Action, enter the data as per the table below and click Save.

8. Click Activate to complete the process.

ICM Side Configuration

Mapping Data between Salesforce and ICM

Use the Configuration tile in the ICM application to specify the mapping details between Salesforce and ICM by creating Masterdata records for mapping entities.

Creating Masterdata records for mapping entities

Creating Client App Cross Reference Mapping

1. Log on to the ICM application.
2. Click Configuration on ICM Dashboard. The Configuration page appears.

3. Click Masterdata on the Configuration page. The Masterdata page appears. 

 
4. Click Create Masterdata. Create Masterdata page appears.

5. Provide relevant information in the respective fields:

6. Click Next. The Attributes page appears.

Creating Masterdata for mapping the entities

You can create a Masterdata record for the Contract Type Masterdata that you created earlier. This helps in mapping the entities between Salesforce and ICM. ICM allows mapping this data from any Salesforce entities like opportunity, account, or quote to a Contract Request or agreement by creating the Masterdata record in ICM. 

To create a Masterdata record:

1. Click Configuration on My Dashboard. The Configuration page appears. 

 
3. Click Create Masterdata on the Masterdata page. The Create Masterdata page appears.

 
4. Complete the information in the following sections. 

• Masterdata Details
• Attributes

5. Click Save to save the Masterdata record and enable mapping between ICM and Salesforce.

Working with Saved Searches

You can use advanced search option to search for existing entities. You can save these searches and pin them as favourites for easy access. Saved searches can be opened for easy access to the search results. 

Performing a Search to Save

1. Click the Search   tile on the top right corner on My Dashboard page. The Advanced Search page appears. 
2. In the Please select Entities to Search field, enter or select appropriate entities from the list and type the keywords to search in the Enter Search here field. 

 
3. Select from these options: 

• Metadata: the search is performed in the metadata of the selected Agreement. 
• Full Text: the search is performed within the contents of the document of the selected Agreement. 

4. After selecting either of the above options, click the Search   icon. The list of search results appears. 

5. To narrow down your search further, navigate to Search For field. Click Select Field and select an option from the list provided. The number in the bracket indicates the number of items available containing that search term. You can select multiple options. For example, selecting the field Status displays the number of Agreements that have the Status as Draft, Approved, Terminated, Superseded and so on. If you select the status as Draft (select the checkbox next to Draft), all Agreements in the Draft state appear. 
6. A list of these Agreements appears as search result in a tabular format. Enhance your search using wild cards as follows: 

• • ...*: Type a search term in between the star characters. It shows existing items which include the respective search term. 
  • ...: Prefix * to a search term. It shows existing items which end with this term. 
• ...*: Suffix * to a search term. It shows existing items which start with this term.
• "...":  Type a search term in double quotes. It shows existing items which include the search term. 
• ...(space)...: Type multiple search terms with space in between. It shows existing items which include the search terms.

Saving a Search

If you have the search criteria defined and need same search criteria repeatedly, it is advisable to save the search. For Configuring Saved Search in Salesforce, we need some of the Data Mapping which includes Salesforce Account and Opportunity Id (which is 18 digit of alphanumeric reference value). That means, if you are defining a mapping of Salesforce Opportunity with Contract Request, then in that contract request create a field/attribute which will hold the salesforce Opportunity id, in the same manner you can create for the account id reference. So create these required mapping to start with Saved Search.

For example, after you map data, attribute like Opportunity ID can be mapped in ICM and Salesforce.

 

1. Click the Save   icon. This opens the Save Search dialog box. Set the parameters for this Saved Search. 

2. Type a name for the search. Use a name that you can easily associate with this search. 
Click Yes to make it a global search, which means all users of the selected Security Groups and Organization units can view it. Select No to save this search locally, which will not be visible to any other person than the person who is creating it.

Note: Only the Administrator can save global searches.

3. Specify the Advanced parameters as follows: 

 

Note: A search defined as a Smart Link cannot be set as a Dashboard tile.                                                                                                                                                For a global search, the administrator needs to create a security group and give access to specific users. Only those users can see that Saved Search in the list and add it as a Dashboard tile.

You can also save your searches and use the saved search Uniform Resource Identifier (URI) in the ICM Endpoint Settings in Salesforce. You can create saved searches for the following fields that appear in Salesforce ICM Config Settings > ICM Endpoint Settings: 

 

 

Following is an example of creating a saved search for Contract Opportunity Search URI: 

1. On the upper right corner of your ICM page, click  . The Search page appears. 
2. In the Please select Entities to search list, select the entity that you want to search such as Agreement or Contract Request and then type the entity that you want to display in the search text box. The relevant search results appear. 
3. On the upper right corner of the search results, click    to save your search. The Save Search dialog box appears.  
4. In the Save search as box, type the name of the saved search as a URI such as SF_OPP_CR for a contract request, or SF_OPP_Contract for a contract request.  
Similarly, you can create saved searches for the remaining entities. The entity and field to filter will be different.  

 

Note: For core ICM related configuration, refer to ICM admin guide. 
Within Salesforce, ICM will be accessible as per the ICM based User context so if there is anything which you need to control at the user end, please control the user settings from core ICM product.

Updating Saved Search Configuration 

With this feature, Salesforce administrator can map any of the entity level attribute for executing the Saved Search, provided it is created in ICM as per the attribute configured in Salesforce. 
If you do not configure the attribute in Salesforce, the Saved Search still executes based on the Salesforce record ID. 

Enabling Single Sign-On

You need to setup single sign-on for Salesforce to work seamlessly with ICM. For more information about setting up single sign-on, refer https://help.salesforce.com/articleView?id=sso_saml.htm&type=0

Multiple Salesforce Instances

With this feature, you can connect multiple Salesforce instances of your organization or organization groups to a single ICM instance. For using this feature, the user needs to create a new `Masterdata record which can be used to define the multiple Salesforce instances. The user needs to add the login details of the configured Salesforce instance machine configuration. Contact Dev Ops team for assistance.

To support Multiple Salesforce instances, you need to add multiple records in Client App Org Reference Contract Type. If the Contract Type is not listed in the system, then it needs to be created. 

If the Client Org Reference Contract Type is not already created, create it using the following steps: 
To create a Masterdata record: 
1. On the My Dashboard page, click Configuration and then click Masterdata. The Masterdata page appears
2. Click Create Masterdata. Provide relevant information in the respective fields and click Next. The Attributes page appears. Provide relevant information in the respective fields:

 

3. Provide relevant information in the respective fields: 

Notes: While creating a new Contract Type, name it as Client Org Reference only. The naming convention must be followed exactly as given. ICM will not recognize and sync Contract Type which is created by any other name.
    
After adding the Org Reference mapping in Client App Entity mapping and Cross-reference mapping, there will be an extra attribute where the user selects the Org for which that particular mapping is synced.
 
After the Salesforce instance is configured, you can use that Reference Org to define Client App Entity Mapping and Client App Cross Reference mapping.

If Client App Org Reference Contract Type is not installed, you need to create this Contract type, with exactly the same name and attributes. Refer this link for details. 

 

In this way, Client Org Reference Contract Type can be used for multiple Salesforce instances. 

 

Creating a Contract Request from an Account

 

You can create a Contract Request if your organization does not provide the privileges to create a contract directly. 

 

 

To create a Contract Request from an account:

 

1. Log on to Salesforce using your ICM credentials.
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce
3. Click Account in the top navigation, and click the Account for which you want to create a Contract Request.
4. On the Account Detail page, scroll down to the Icertis Contracts section. 
5. Click New Contract Request. The Create Contract Request page appears in Salesforce. The options available on this page indicate the type of contract for which you are creating this request.

 

 
6. Select the Category and Request Type based on the request you are creating and click Next.

 

 
7. Specify the details of the request on the various sections of this page. 

 

 

8.    Click Next. The Request Summary page appears. You can also click Save if you want to save the changes and create the request later.

 

 
9. Click Create Request. The Accounts page appears showing the Contract Request you created in Draft state.
10. Click ICM in the top navigation bar and then click Contract Requests. The Contract Request page appears and it shows the list of available requests.
11. Click View next to the Request you created. The Request Details page appears.

 

12. Use the buttons in the table below to perform a desired action:

 

 

Creating a Contract from an Account

The process of creating a contract from ICM in Salesforce is dependent on the workflow that is implemented in your organization. 

 
To create a Contract from an Account:

1. Log on to Salesforce using your ICM credentials.
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce
3. Click Accounts in the top navigation, and click the Account for which you want to create a contract.

 
4. On the Account Detail page, scroll down to the Icertis Contracts section.
Click New Contract. This opens the Create Contract page in Salesforce. 
Note: You can set the label of the buttons as required.

 
5. Complete the details in the sections below and click Next.

Contract Type Details

Enter the following information in this section:

Attributes

This section contains the attributes that the primary owner selected while creating the Contract Type for the agreement, which you are creating. You can also save the details at any stage and return to this page to complete the agreement later. The attributes displayed in this section vary based on the Contract Type you select.

 

Below is the description of some of the attributes.

 

 

Template

 

This section shows the templates that you created for the selected Contract Type. This section appears only if you select Own type of paper to create the agreement. Select the template from the list.

 

 

Verify

 

This is the final step in the agreement creation process. The details in this section appear based on the attributes and sections you used to create this agreement. 

 

 

You can perform the following actions on this page: 

• Click Previous to go back and make any changes to the agreement. Click Next to return to this section after making the required changes.
• Click Create to create the Agreement. After the agreement is created it is not visible to all users until it is published by its primary owner.
• Click Create and Publish to create and publish the agreement. After the agreement is published it becomes visible to other users and a Draft watermark appears on the agreement in all states until it is approved by the designated approver.
• Click Create and Send for Approval to create and send the agreement for approval. The agreement is sent to the approvers that are set by rule for the Contract Type selected for this agreement.
• Click Discard to stop the agreement creation process. A discarded agreement is no longer available in ICM. You can discard the agreement from any section while creating the agreement.

After the Agreement is created in Salesforce, it is available in ICM in the Draft state. You can send the agreement for approval through Salesforce, however, the approve and reject actions on the agreement can only happen through ICM.

 

Adding Amendment to a Contract

 

After the Contract is executed, it cannot be edited. However, the primary owner can add an amendment to the Contract that is in the Executed state only.

Amendments are added to a Contract due to following reasons:

• Payment terms of the Contract have changed.
• Scope of work in the Contract has changed.
• The terms and conditions of the Contract have changed due to the introduction of the new regulation.

1. Log on to Salesforce with your credentials.
2. Click ICM in the top navigation. The ICM page showing the list of Contracts and Contract Requests opens. 
3. Select and open the Contract that is in the Executed state. The Contract page appears.
4. Click Add Amendment on the Contract page. The Add Amendment page appears.
5. Make the required changes to the Contract on the Initial Attributes tab and click Next. 
6. Click Create. The Amendment moves to the Draft state and opens the Amendment Details page.
7. You can perform the following actions on the Amendment Details page:

 

 

After adding an Amendment, it goes through the similar flow of Agreement from Draft till execution. 

 

Creating a Contract Request from an Opportunity

You can create a Contract Request if your organization does not provide the privileges to create a contract from ICM in Salesforce. 

To create a Contract Request from an Opportunity: 

1. Log on to Salesforce using your ICM credentials. 
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce.
3. Click Opportunities in the top navigation, and click the Opportunity for which you want to create a Contract Request.

 

4. On the Opportunity Detail page, scroll down to the Icertis Contracts section.

5. Click New Contract Request. The Create Contract Request page appears in Salesforce. The options available on this page indicate the type of contract for which you are creating this request.
6. The rest of the process to create a Contract Request from an Opportunity is same as Creating a Contract Request from an Account. 

 

Creating a Contract from an Opportunity

The process of creating a contract from ICM in Salesforce is dependent on the workflow implemented in your organization. 

To create a Contract from an Opportunity: 
1. Log on to Salesforce using your ICM credentials. 
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce.
3. Click Opportunities in the top navigation, and click the Opportunity for which you want to create a contract.

4. On the Opportunity Detail page, scroll down to the Icertis Contracts section. 
5. Click New Contract. The Create Contract page appears in Salesforce. The options available on this page indicate the type of contract for which you are creating this request.
The rest of the process to create a Contract Request from an Opportunity is same as Creating a Contract from an Account. 

Creating a Contract Request from a Quote

 

You can create a Contract Request if your organization does not provide the privileges to create a contract from ICM in Salesforce. 
To create a Contract Request from a Quote:
1. Log on to Salesforce using your ICM credentials. 
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce.
3. Click Quotes in the top navigation, and click the Quotes for which you want to create a Contract Request.
 

4. On the Quote Detail page, scroll down to the Icertis Contracts section. 
5. Click New Contract Request. The Create Contract Request page appears in Salesforce. The options available on this page indicate the type of contract for which you are creating this request.
6. The rest of the process to create a Contract Request from a Quote is same as Creating a Contract Request from an Account.

 

Creating a Contract from a Quote

The process of creating a contract from ICM in Salesforce is dependent on the workflow implemented in your organization. 

To create a Contract from a Quote:
 
1. Log on to Salesforce using your ICM credentials. 
2. Select ICM in the top right corner of your Salesforce page to use ICM through Salesforce.
3. Click Quotes in the top navigation, and click the Quotes for which you want to create a contract.

4. On the Quote Detail page, scroll down to the Icertis Contracts section. 
5. Click New Contract. The Create Contract page appears in Salesforce. The options available on this page indicate the type of contract for which you are creating this request.

The rest of the process to create a Contract from a quote is the same as Creating a Contract from an Account.