Create and Trigger a Salesforce to VanillaSoft Real Time Integration

Salesforce to VanillaSoft real time integrations allow data to be immediate pushed or synced from your Salesforce instance to VanillaSoft. This can be triggered through various means depending on your workflow use case. All Salesforce to VanillaSoft integrations are handled through the VanillaSoft Unite for Salesforce app.


Configuration

Real time integrations in VanillaSoft Unite operate in a similar fashion to Incoming Web Leads. The options dictate how records will route once they end up in VanillaSoft. The behavior set on an integration applies to all objects being triggered.

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VS Integration Name: This is the display name of your integration for your reference. A placeholder name is generated for each new integration; this can be changed at any time. This field is mandatory.

Active: This determines whether or not the integration is live. New integrations are set to inactive by default.

VS Project Name: This displays the project that the integration points to. Each integration will reference a single project.

Auto Flag New Contacts: If new records are being created in VanillaSoft through the integration, this setting will determine if they should immediate route in the queue, or if they should be sent over unflagged (do not route).

Route New Contacts as a First Priority: This determines if newly created records should route as Priority Web Leads.

Route Updated Contacts as a First Priority: This determines if existing records that are updated by the integration should route as Priority Web Leads.

Re-Open and Flag Updated Contacts: When enabled, this will re-open and flag a record that's updated, even if the record was previously closed or unflagged.

Do not route web leads for X minutes: This allows for a delay to be applied before a newly created record routes in the call queue.

Do Not Allow Duplicates To Be Created: This will prevent records from being created in VanillaSoft if they share a phone number with an existing contact.

Update only, do not add: When checked, it will prevent the integration from creating new records in VanillaSoft. If it cannot find a matching record to update, it will generate an email on error.

Email On Error: This allows you to specify one or more email addresses to be notified in the event of an integration error. This field is mandatory.

Email On Success: This allows you to specify one or more email addresses to be notified when any transaction is successfully executed.

 

Salesforce Field Triggers

Triggers let you define when object data should be pushed to VanillaSoft. Lead, Contact, and Opportunity objects all have triggering fields available. When a Contact is triggered, it will bring Account data/mappings with it if configured.

To get started, click the "Add Trigger" button. Each object will have a list of fields you can select based on the fields available. In this example, we'll take a look at some fields for the Lead object:

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Lead/Contact/Opportunity Fields: These are the fields you can use to trigger the integration for each object type.

Update On Change: This checkbox determines whether or not a field should be used to trigger. By default, any change to a field will trigger an update, but once this box is checked you may further refine your criteria.

Filter Operator: This lets you refine your parameters for when a field should trigger the integration. If left blank, it will default to "any change", meaning any update to the field will trigger.

Filter Input: If you have selected a Filter Operator that requires a parameter, such as "contains", a field will display in this column. This is where your filter parameter may be entered as it relates to your operator.

Special Note on Triggers: When multiple Trigger Fields are selected, they work independently of one another. In other words, it is an "OR" clause, not an "AND" clause. So if First Name and Last Name have been set as triggers, it will trigger when either field is updated.

 

Salesforce Lead to VanillaSoft Mapping

When a Lead trigger is activated, any Lead data you have configured mappings for will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Several fields are mapped by default, but fields can be added or removed by clicking the Edit Mapping button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will always try to match based on the object's Salesforce ID first. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

2nd Key: If the system cannot find a match based on Salesforce ID, we will check the 2nd Key to try and find a match. Note that only email, phone, and custom fields can be used as a 2nd Key in VanillaSoft.

 

Salesforce Contact to VanillaSoft Mapping

When a Contact trigger is activated, any Contact data you have configured mappings for will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Several fields are mapped by default, but fields can be added or removed by clicking the "Edit Mapping" button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will always try to match based on the object's Salesforce ID first. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

2nd Key: If the system cannot find a match based on Salesforce ID, we will check the 2nd Key to try and find a match. Note that only email, phone, and custom fields can be used as a 2nd Key in VanillaSoft.

 

Salesforce Account to VanillaSoft Mapping

When a Contact trigger is activated, the parent Account data can be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Only Account Name is mapped by default, but fields can be added or removed by clicking the "Edit Mapping" button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Note on Update Key: Unlike other objects, Accounts do not possess an update key specific to them. This is because the update key for the Contact will be used instead for any Account data transfers. If a Contact match is found, the Account data will be written to that record.

 

Salesforce Opportunity to VanillaSoft Mapping

When an Opportunity trigger is activated, any Opportunity data you have configured mappings for will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Only the Salesforce ID update key is mapped by default, but fields can be added or removed by clicking the "Edit Mapping" button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will try to match based on the Opportunity Salesforce ID. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

Note on Updates: Unlike other objects, Opportunities are always treated as update only - meaning if we cannot find a match based on Salesforce ID, no Opportunity will be created. This is because there can be multiple Opportunities associated with a record, but VanillaSoft will only store and reference one Opportunity at a time per contact record.


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