Revision as of 07:20, 18 March 2020

Salesforce

Purpose

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

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

It also describes the process of using the Icertis Experience for Salesforce with the standard scenarios.

The document is primarily intended for:

• Administrator users who configure Icertis Experience for Salesforce 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 Icertis Experience for Salesforce 

Icertis Experience for Salesforce 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.

Icertis Experience for Salesforce has 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 an 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.

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. 

Creating a Field Set 

The Field set are fields that have been grouped together for creating the Field Set. For example, Opportunity name, Close Date, Opportunity Owner etc. A user with Administrator privileges can create or edit a Field Set. 

To create a Field Set: 

1. Click the Settings icon on the Settings page, and then click Setup. The Setup page opens.

2. Click Object Manager. The Object Manager page opens. 

3. Enter the entity name in the Quick Find box to search for the entity that you want to create the Field Set. For example, Opportunity.

4. Click an Opportunity from the filtered list. The respective Opportunity page opens.

5. Click Field Sets in the left navigation pane. The Field Sets page opens.

6. Click New on the Field Sets tab. The New Field Set page opens.

7. Enter the description for the following fields on the New Field Set page.

• Field Set Label: The name for the Field Set. 
• Field Set Name: This is auto-populated based on the Field Set label above.
• Where is this used? : A brief description of the Salesforce pages where the Field Set will be used, and for what purpose.

8. Drag and drop the Fields from the Quick Find section to the In the Field Set section to add the Fields to the Field Set.

Viewing the Fields in Salesforce

The Fields added in the Field Set can be viewed when creating a Contract from Salesforce using an Account, Opportunity or Quote. 

To view the Fields: 

1. Click Opportunities on the Home page in Salesforce. The Opportunities page opens displaying the list of Opportunities.

2. Click the Opportunity from which you want to create a Contract. The Opportunity Details page opens.

3. Click New Contract in the Icertis Contracts section. The Create page opens displaying the details to be entered for creating the Contract.

4. Select the following on Create page. 

• Category: Select the Category from this dropdown. For example, Default. 
• Contract Type Name: Select the Contract Type based on which you want to create the Contract. For example, SFMSA. 
• Type of Paper: Select Own if you want to use the system generated Template. Select Third Party if you want to upload and use your own Template.

5. Click Next. The Attributes page opens showing the list of Fields added in the Field Set. For example, Opportunity Id, Opportunity Name.

Note: After the Contract is created in Salesforce, it is displayed in ICM along with the Fields added in the Field Set.

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

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: 

• 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 opens. 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.

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 opens.

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

4. Click Create Masterdata. Create Masterdata page opens.

5. Provide relevant information in the respective fields:

6. Click Next. The Attributes page opens.

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 opens. 

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

 
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.

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.

Working with Saved Searches

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. 

Performing a Search to Save

1. Click the Search icon tile on the top right corner on My Dashboard page. The Advanced Search page opens. 
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 opens. 

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 are displayed. 

6. A list of these Agreements opens 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.
• Type *...Prefix* to a search term. It shows existing items which end with this term.
• Type *...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. 
• Type ...(space)... 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.

To save the search:

1. Click the Save icon. This opens the Save Search window. 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 are displayed 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 opens. 
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 open. 
3. On the upper right corner of the search results, click Save icon to save your search. The Save Search window is displayed.  
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.

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 opens
2. Click Create Masterdata. Provide relevant information in the respective fields and click Next. The Attributes page opens. Provide relevant information in the respective fields:

3. Provide relevant information in the respective fields: 

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. 

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 opens. You can also click Save if you want to save the changes and create the request later.

9. Click Create Request. The Accounts page opens 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 opens and it shows the list of available requests.
11. Click View next to the Request you created. The Request Details page opens.

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. 

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 opens 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: 

• 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 opens 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.

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.

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 opens.
4. Click Add Amendment on the Contract page. The Add Amendment page opens.
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 opens 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 opens 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 opens 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 opens 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.  

Mapping between Template Variables for Amendments and SFDC fields

The ICM-Salesforce adapter already supports the use of variables defined at the template level to store data as part of the agreement and sync it with Salesforce, thus avoiding data duplication and redundancy in the process.

With this release, ICM has extended support to use template variables for storing data as part of amendments by allowing to map a list of ICM amendment template variables to Salesforce object attributes.

The following integrations are supported:

• Forward Integration: Pre-populates the values in ICM template variables for amendments initiated through Salesforce
• Forward Data Sync: Automatically synchronizes object (Opportunity/Accounts) attribute values updated in Salesforce with template variables in ICM
• Reverse Data Sync: Automatically synchronizes template variable values updated in ICM with Salesforce object attributes

Mapping amendment template variables with Salesforce object attributes requires creating a masterdata record for the Masterdata Contract Type. This allows ICM to map the variables with any Salesforce object such as Opportunity, Accounts, Quotes, etc.

To create a masterdata record:

1. Click the Configuration tile. The Configuration page opens.

2. Click the Masterdata tile. The Masterdata page opens.

3. Click the Create Masterdata tile. The Create Masterdata page opens.

Masterdata Details

1. Select the Category from the drop-down. For example, Default.

2. Select the Masterdata Contract Type.

3. Click Next. The Attributes page opens.

Attributes

1. Enter the relevant attribute values.

Provide relevant attribute values in the respective fields:

The Client App Entity Mapping created is displayed as shown in the screenshot below:

Synchronizing Amendment Template Variables between Salesforce and ICM

In the above example, since the Data Flow Type has been set from Client to ICM, therefore, to synchronize template variables from Salesforce to ICM, follow the steps below:

1. Log on to Salesforce.

2. Click Opportunities on the Home page in Salesforce. The Opportunities page opens displaying the list of Opportunities.

3. Click the Opportunity Name from which you want to create the amendment. The Opportunity Detail page opens.

4. Click Create Amendment at the Icertis Contracts section. The Amend page opens.

5. Click Next.

6. Click Next.

7. Select a template and click Next.

8. In this example, since the Data Flow Type has been set as Client to ICM, all the template variables in ICM are auto populated from the Salesforce Opportunity, as shown in the screenshot below. ClickNext.

9. Click Next.

10. Click Create to create the amendment as shown in the screenshot below:

11. Open the Salesforce Opportunity Detail page. If you update the Salesforce object attribute for which you have enabled the mapping, that attribute will synchronize with the amendment template variable in ICM. For example, modify the attribute values for Term and Percent, and click Save.

12. Edit the amendment created in step 10 to view the updated template variables in ICM. The attributes modified in Salesforce in Step 11 will automatically synchronize with the ICM amendment template variables.

Similarly, this integration also enables to automatically synchronize template variable values updated in ICM with Salesforce object attributes.

Reporting Capability within Salesforce

Icertis Experience for Salesforce already provides the capability for Salesforce users to execute contract management tasks from within Salesforce. Now, this capability has been enhanced by allowing users to access ICM's reports within Salesforce instead of having to login to ICM to do so. 
Providing the Reports tab within the ICM tab of Salesforce radically simplifies tasks for the users as well as increases the productivity many folds. Based on their authorization, users can view and execute Default and Custom Reports.

In the Reports tab, the user can select the report to view its details.