Planhat's bidirectional integration with Salesforce is a powerful way to get your customer data into Planhat quickly and easily. In addition, you can push customer data from Planhat to Salesforce, ensuring your systems and divisions (sales, marketing, leadership, etc) are always on the same page with up to date information.
In this set-up guide, we will go over what types of data can be synced, how to sync them, what the syncing process is like, and how you can make adjustments to your Salesforce <-> Planhat integration settings.
Allowing Data to Sync with Planhat
Before you can begin syncing data to Planhat, you need to make ensure you have the correct settings in Salesforce.
Step 1: Authorize Planhat App in Salesforce
- Navigate to Planhat's integration page, select Salesforce and click "Connect with Salesforce"
- A new window in the browser will appear displaying the login page to Salesforce (NOTE: If you already have an active session it will not pop up but you have to find that browser tab). Salesforce will ask for your permission to allow the connection with Planhat. Click Allow.
Step 2: Configure Sync Details
At this point, the Salesforce integration is active, but still not sending or receiving any data. If you refresh your browser, you will see integrations options.
NOTE: If you are on a small Salesforce plan you may get an error when trying to sync, that says:
This message is from Salesforce. It means you do not have the Salesforce API as part of your plan so will need to upgrade your plan before syncing data to Planhat.
The sync between Salesforce and Planhat is bidirectional, meaning you can choose to push data to, and pull data from each system. You have the ability to choose how you would like each of the objects and fields to be synced.
- Send = information is sent from Planhat into Salesforce
- Receive = information is sent from Salesforce into Planhat
- Both Directions = both platforms will receive information from one another
- None = there will be no sync of this information between the platforms
You will be able to specify, per object and field, in which direction the data should be synced.
Information that can be synced:
- Objects from within Salesforce:
- Activities (Tasks, Notes, logged and planned)
- Opportunities ("closed/won", ie the ones that represent licenses)
- Objects from within Planhat:
- Planned Activities
- Logged Activities / Notes
For safety, regardless of direction, one system cannot delete objects in the other system but objects and fields can be updated.
Now we will go into more detail about the items that can be synced:
Users or Team Members
First, you can select which Salesforce users you want to create as Team Members in Planhat. This is a simple way to update your Planhat account with employees already accessing Salesforce.
First choose the direction of the Account sync. This initial option is for the Account object, but please note each Field on the Object can have an independent sync direction chosen.
- You can specify any Accounts in Salesforce to sync with Planhat. Salesforce Accounts create Accounts or Companies in Planhat. To do this, choose the parameters by which you will identify Accounts to be synced.
2. It is likely that you will later want to display customer usage data in Planhat. To do this, Planhat needs an ID for each customer. If you store that ID in Salesforce make sure you add it in the next step.
3. Next choose what lifecycle stage you want a new Customer to land in, once synced from Planhat. All Accounts synced to begin will land here and can be moved within Planhat, but thereafter, this will be the first lifecycle stage for new Accounts. If you want, you can also sync the Salesforce account owner to Planhat.
There is also an option to allow triggers to be created upon Account creation. Triggers are automations you define in Planhat and typically you want this option be 'Yes'. Speak to your CSM or ask in Support if you have any concerns about this.
4. With Custom Fields you can pick any field on the Account object in Salesforce and sync it to Planhat as well. These could be out of the box fields you want visible to your CS team in Planhat or custom fields you have created in Salesforce and want to sync over.
Equally, any Account level field in Planhat can be synced back to Salesforce. For example, customer usage data or a customer health score could be pushed from Planhat to a field on the Account in Salesforce.
The table below explains how to set up these matches.
The table flows from left to right, with the left side being fields in Planhat (blue and pink) and right side being fields in Salesforce (orange and purple).
(BLUE) You can choose to sync Custom Fields, an Attributes and Metrics.
Attributes are fixed fields in Planhat, Metrics are data points created in Planhat and Custom fields are natively created fields in Planhat.
(PINK) Choose or write the name you would like to use for the selected field
(ORANGE) Choose whether the type in Salesforce is a string / number / date / boolean.
(PURPLE) Pick from the drop-down menu the desired field in Salesforce.
Click 'Add a Match' to add additional fields and dont forget to hit Save when done.
This section is fairly quick and simple to set up.
- You choose which direction you would like Contacts to sync.
2. Custom Fields are optional and follow the same logic as on the Account object.
Again, remember to Save all of your changes.
Notes, Logged Activities, & Tasks
If you use the "notes" section on your Accounts in Salesforce and would like those to show up in Planhat, or have the notes you create in Planhat appear in Salesforce, then you can sync these as well!
To sync Notes & Tasks:
1. choose which direction you would like to sync the information
2. Click check user to see if the permissions have been enabled in Salesforce to allow Planhat to map the user. Watch the video below to see which permissions need to be enabled in Salesforce:
3. Show Profiles allows you to choose only selected users from which to fetch tasks . Clicking it will display the users in Salesforce below and you can select which users you would like to fetch tasks for. If no profiles are selected then Planhat will fetch all tasks.
How Notes Are Synced
Salesforce -> Planhat
When a note is created/updated in Salesforce, Planhat receives it within 10 minutes saves it as a note.
Only company notes will be fetched.
Planhat -> Salesforce
When a note is created in Planhat the note will be sent as soon as possible to Salesforce, and it will be saved as a company note in Salesforce. This is normally instant.
How Tasks & Logged Activities Are Synced
Salesforce to Planhat
When a user creates a task in Salesforce, Planhat will receive this task within 10 minutes. As a default, all tasks created in Salesforce and sent to Planhat are created as a task in Planhat, however you can choose to have them mapped as a "call" or "email" as well.
When a Salesforce task, that is a call or an email, is completed in Salesforce, Planhat receives that task and saves it as completed. This also updates the "Last Touch" attribute of the customer (if the date of the task is more recent than the Last touch attribute currently on the customer from Planhat) and creates a logged activity which is shown in the activity section of the customer.
Comments on completed tasks do not sync with the corresponding activity in Planhat.
Planhat to Salesforce
New Tasks in Planhat are sent to Salesforce as a "Task." The task will appear in the task section in Salesforce.
When a user completes a task in Planhat, this will also complete the task in Salesforce and this action will appear in the activity section.
The log of a completed planned activity will be synced as a note to Salesforce.
License data in Salesforce is often stored on the Opportunity, but can live in a variety of other locations. Planhat makes this easy by enabling you to bring in license data from a wide variety of objects.
Typically you will have fields for contract value, contract start date and contract end date, and potentially others to provide more detail such as revenue type or auto renewable. All can be synced to Planhat.
1. Specify which direction you would like the data to sync
2. Select the field in Salesforce you use to specify the subscription and revenue data. You will also need to identify which field has the relation to the Parent account (it will most likely be the Account ID)
*Important to note: The field you select that contains the subscription information should have at least one field with a relationship to the account (like account_id). If this relationship not exists, or the relationship does not contain an account ID the licenses not will be brought into Planhat.
3. You will then need to specify which fields in Salesforce are related to any additional license information you would like to sync into Planhat.
4. To ensure only the correct licenses are brought in, you should also select a field to identify relevent licenses. Often this is State and 'Closed Won'.
You can see the example options we provide below:
5. Finally, setup the default options if applicable and any required custom fields as before.
You can select any currency as the default, but if you have activated multi-currency in Salesforce then instead of the option to select a default currency it a message will display saying:
"Salesforce Account with Multicurrency: ON"
Your licenses will then be mapped based on the currencies used in Salesforce. You need to add these currencies to Planhat first, by adding them under Settings.
Again, always Save after every section to make sure your settings are being stored and the Salesforce sync is successful.