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Dec 16, 2024

Salesforce API Integration


   

This article will go over the Salesforce API Integration. For more information on this integration, contact our Sales team.

 

Topics included in this article

 

Prerequisites

  • You must be on Point of Rental Elite - Advanced. If you’re unsure, contact us.
     
  • You must have either Salesforce Professional, Enterprise, or Ultimate. It cannot be set up on a Salesforce Trial account.
    • Please note that the Professional version requires an add-on for "API Webservices" to use the integration.

 

What is the Salesforce Integration?

Salesforce is a customer relationship management (CRM) platform we proudly integrate with. The integration leverages Opportunity management by seamlessly syncing Contracts and Work Orders created in Point of Rental to a corresponding Customer Opportunity in Salesforce. 

The Salesforce integration also syncs customers, contacts, call logs, and inventory items. Please note: Call Logs are only integrated at the Customer. Contract/Opportunity Call Logs are not synced.

It is important to note that any additional functionality will need to be addressed by the user and their Salesforce team using our public API.

 

Opportunities

With this new Salesforce integration, transactions created in Point of Rental will create a corresponding Opportunity. During the setup, your team will be able to map contract types and status to Opportunity Stages. For example, during setup, you can map a Quote moving to a Reservation as a Closed Won Opportunity. 

 

💡Opportunities only sync from Point of Rental to Salesforce. This means that changes made in Point of Rental contracts will update in Salesforce, but changes made to Opportunities will not update contracts Point of Rental. 

 

How does information sync?

For the first sync, we’ll use an application to sync contracts, contacts, customers, and item records to Salesforce. Historical files will not be synced. 

 

After the initial sync is complete, any modifications made to a sync record will sync at a specified time. The time and frequency are controlled by a task in the Point of Rental Task Runner. Contract modifications will only sync from Point of Rental to Salesforce. Salesforce modifications will not sync back into Point of Rental.
 

Sync Records

There are five sync records: Contracts, Customers, Contacts, Call Logs, and Items. The arrows in the images below demonstrate the direction of the sync. Any modifications made to a Sync Record will sync at a specified time.

Only Elite users set as Sales Reps  (and aligned with Salesforce users as detailed below) will have data synced to Salesforce.

     

Contracts 

All fields within a Point of Rental contract will sync into a Salesforce Opportunity. There are over 110+ fields! Opportunities only sync from Point of Rental to Salesforce. Salesforce modifications to Opportunities will not sync to Point of Rental.

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Customers

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Contacts

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Call Logs

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How does Point of Rental know what to sync? 

The integration looks for edit entries in a record’s Edit History report. The entries will then be recorded and added to a sync queue.  

 

Here’s what you’ll need to do before getting started.

  • Assign your current Sales Reps to a Point of Rental operator. For more information on how to do this, see our article Creating a Sales Rep.
      
  • Assign Sales Reps to customer records within Point of Rental. For more information on how to do this, see our article Customer Record | Information tab.
      
  • Sales Reps must be aligned with a 'Managed Salesforce User'. These users (aka Account Owners in SF) must be Active.
      
  • Customers without a related Sales Rep will not have information synced.
    • You can create a 'House Account' (or other name as you see fit) Sales Rep and assign this rep to 'non-managed' Customers to engage in syncing with these Customers. Align this Sales Rep with the System Admin account in Salesforce.
  • If a Sales Rep is not aligned with a Managed User in Salesforce - this will create errors in Salesforce and bog down the entire sync process.
      
  • If a Managed User in Salesforce is not 'Active,’ this will create errors in Salesforce and bog down the entire sync process.


Setting up the integration

  1. The Point of Rental team will perform the initial setup, where we’ll begin setting up Salesforce. During that process, your team must map contract statuses to Opportunity stages.
       
  2. Once complete, we’ll provide you with two lists of customer and contact record duplicates. This step is important as the setup cannot be completed until all duplicates are resolved. 
        
  3. Once all duplicates are resolved, we will start syncing your Point of Rental Data into Salesforce. Please note that this process varies in time and is dependent on the size of your database. The larger the database, the longer the initial sync may take.

 

What does the integration look like in Salesforce?

Accounts

Below is the image of an Account. In Green is the Transaction tab, where you can view opportunities. In Red are the account contacts. In Purple are PDF versions of Point of Rental Contracts. And in Yellow are the Call Logs.

 

From the Transactions tab, you’ll be able to view the contracts on the customer’s account.

 

Opportunities

Below is an image of an Opportunity. You’ll be able to see the contract status, dates, and other details. In Red, you’ll be able to find basic contract information like the contract status, dates, and Opportunity stage. In Green, you’ll find the Line Item tab to view products (items). In Yellow are the contract details. 

When you select the Line Items tab, you can see the products (items) on the Opportunity. Information like the item status, quantity, hours, dates, and pricing will be visible. 

 

Items

Below is an image of a product (item). You can see item details like key, quantity, location, rate structure, and serial number, to name only a few.  


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