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The purpose of this guide is to document the process of:
The guide also describes the process of using the ICM Salesforce connector for standard scenarios.
The document is primarily intended for:
Prerequisites
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:
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:
ICM Salesforce contains the following key concepts:
After integrating ICM with Salesforce, you can do the following contract management tasks in Salesforce:
ICM is compatible with the following editions of Salesforce:
For more information about the different editions of Salesforce, refer to:
https://help.salesforce.com/articleView?id=overview_edition.htm&type=0
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.
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.
1. In Salesforce, under Setup, search for Connected Apps in the Quick Find box and then select the option for managing Connected Apps.
4. Click Save.
You can perform ICM EndPoint Configuration only after you have installed Salesforce ICM from AppExchange.
Adding a remote site or whitelisting the ICM domain is an optional step. The Application automatically creates or adds the remote site settings but if the application does not create remote site automatically, follow the steps below to create remote site settings. You can view added remote site by navigating to Setup, Remote Site Settings and search for ICM URL, which you added by following the steps in the earlier section.
After you add the above information on the Remote Site Edit page, you can do the following:
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.
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
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.
4. Click Save.
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.
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 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.
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.
5. Click Save to save the Masterdata record and enable mapping between ICM and 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.
You can use advanced search option to search for existing entities. You can save these searches and pin them as favorites for easy access. Saved searches can be opened for easy access to the search results.
1. Click the Search icon 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.
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:
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.
To save the search:
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.
3. Specify the Advanced parameters as follows:
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 Search icon. 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 Save icon 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.
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.
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
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:
You can create a Contract Request if your organization does not provide the privileges to create a contract directly.
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:
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.
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.
You can perform the following actions on this page:
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:
To add an amendment to a Contract:
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.
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.
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.
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.
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.
ICM integration with Salesforce now enables creating an ICM Contract through Salesforce with a single-click.
Till now, when creating an ICM Contract in Salesforce, the user was required to go through the entire New Contract creation wizard even if all the form values were pre-filled based on existing Salesforce data. With this enhancement, you can now configure and enable the Quick Create button on the Salesforce interface to create an ICM Contract without having to navigate through multiple form pages.
A similar single-click creation capability has also been added to the ICM Contract Request in Salesforce integration.
ICM integration with Salesforce has been enhanced so that you can now include Associations selectively while creating Contracts from Salesforce. These documents are added to ICM as Associated Documents for that Contract.
For example, when creating a Contract from an Opportunity in Salesforce, you may want to include a relevant pricing quotation as an association to the Contract. With this feature, you are now able to send only the required quotation to ICM, although there may be multiple quotations present for that Opportunity.
With this release, Salesforce administrator can configure the list of Contracts and Contract Requests displayed in Salesforce entities like Opportunity, Accounts and so on, on the basis of other custom attributes, for example, Social Security Number and so on, rather than the Salesforce system ID. If a specific criterion is not provided, the list of Contracts or Contract Requests will be filtered on the basis of Salesforce system ID by default.
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