Salesforce

Note: OnTask and Zapier can now work with Salesforce hand in hand. Salesforce app is no longer supported.

 

 

The OnTask Salesforce app functionality includes:

  • Administrative tasks – tasks performed by a Salesforce administrator that are required to set up and configure the app
    • Install OnTask for Salesforce
    • Connect OnTask organization with Salesforce organization
    • Configure Salesforce users to be able to use the OnTask for Salesforce app
    • Configure OnTask workflow templates to be initiated from Salesforce
  • User tasks – tasks performed by users during day-to-day operations
    • Initiate OnTask workflows from Salesforce
    • View workflow status

This topic also provides some information about building OnTask workflows to be started from Salesforce.

Administrative Tasks

Install OnTask for Salesforce

  1. Get the OnTask for Salesforce app. Find the OnTask for Salesforce package in the AppExchange and click Get It Now.
  2. This takes you to the Installation page. (If you are not logged in, you may be asked to log into your Salesforce account.)
  3. Choose the security level. It is recommended that you select Install for All Users.
  4. Click Install to continue.
  5. Approve the third-party access information. This shows a list of websites that the package might send data to or receive data from.
    • Select Yes, grant access to these third-party web sites.
    • Click Continue.
  6. Installation will begin. When installation is complete, a completion screen will appear. Click Done.
  7. After installation, on the list of Installed Packages, you can see the OnTask package. You are now ready to configure OnTask for Salesforce.

Connect OnTask Organization with Salesforce Organization

Before you can use OnTask for Salesforce, you need to connect an OnTask organization to a Salesforce Organization. You must be an OnTask organization administrator in order to connect an OnTask organization with Salesforce.

To connect an OnTask organization with Salesforce:

  1. In Salesforce, navigate to the OnTask Admin Tab.
    • In Classic, this tab is on the All Tabs page.
    • In Lightning, this tab is on the App Launcher page.
  2. On the OnTask Admin tab, click Configure OnTask.
  3. This will navigate to OnTask as follows:
    • If you are not logged in, you will be allowed to login or create an account.
    • If you are logged in and you have a single OnTask organization, you will be taken to the Third-Party integrations page, where you will configure an integration with Salesforce.
    • If you are logged in and you have multiple OnTask organizations, you will be allowed to select an organization, then you will be taken to the Third-Party integrations page, where you will configure an integration with Salesforce.
  4. At this point, you should be on the MANAGE ORGANIZATION > Third-Party Integrations page.
  5. If you are not on this page, click the account icon in the upper-right corner of OnTask and click Manage under your organization name.
  6. On the OnTask MANAGE ORGANIZATION > Third-Party Integrations page, click Add New Integration.
  7. In the Add New Integration window, select Salesforce and click CONNECT. If you are not logged in to Salesforce, you will be asked to log in. You may also be asked to grant access to Salesforce.
  8. At this point, you are ready to configure Salesforce Users to be able to use OnTask.

Configure Salesforce Users to Be Able to Use the OnTask for Salesforce App

Each Salesforce user that will use the OnTask for Salesforce must be configured to use the app.

To configure a Salesforce user:

  1. In Salesforce, navigate to the OnTask Admin tab.
  2. Select the Users panel.
  3. To see a list of users not connected to OnTask, select Users Not Connected To OnTask from the left-most dropdown menu.
  4. Select the user(s) to configure and click Connect.
  5. The selected users will be connected to OnTask.
    • If a user does not have an OnTask account, an account will be created for the user.
    • If the user is not a member of the connected OnTask organization, they will be added to the organization.

To remove a connected user:

  1. In Salesforce, navigate to the OnTask Admin Tab.
  2. Select the Users panel.
  3. To see a list of users connected to OnTask, select Users Connected To OnTask from the left-most dropdown menu.
  4. Select the user(s) to disconnect and click Disconnect.
  5. The selected users will be disconnected from OnTask.

Configure OnTask Workflow Templates to Be Initiated from Salesforce

Workflow templates must be created in OnTask before they can be configured in the OnTask for Salesforce app. All workflow templates created in the connected OnTask organization are available to the OnTask for Salesforce app.

Before workflows can be run from Salesforce, the workflow templates must be configured to be accessible from specific page layouts. OnTask workflows can be associated with the following types of page layouts:

  • Account
  • Contact
  • Contract
  • Opportunity

To configure OnTask workflow templates that can be started from Salesforce:

  1. In Salesforce, navigate to the OnTask Admin Tab.
  2. Select the Workflow Template Configuration panel.
  3. If your organization URL has not been configured as a Remote Site, you will be instructed to do so.
  4. Once the Remote Site has been configured, refresh the page to see the workflow template configuration screen.
  5. From the Organization Groups dropdown menu, select the group associated with the workflow. (If there is only one group in the organization, this dropdown will not be present.)
  6. From the Workflow Templates dropdown menu, select a workflow template.
  7. Check all of the Page Layouts to which you want to add this workflow template.
  8. Click Configure.
  9. This will automatically add a button to the selected page layouts that can be used to access and start OnTask workflows.

User Tasks

Initiate OnTask Workflows from Salesforce

Workflows can be initiated from the Detail page for Accounts, Contacts, Contracts, and Opportunities, depending on the configuration specified by the Salesforce Administrator.

To start an OnTask workflow:

  1. Navigate to the desired Detail page.
    • In Classic, click List OnTask Workflow Templates.
    • In Lightning, from the dropdown menu at the top-right of the Detail page, select List OnTask Workflow Templates.
  2. A page will be displayed listing all of the workflow templates that have been configured for the type of entity.
  3. From the dropdown menu, select the desired workflow template.
  4. Click Start.
  5. The workflow will be started, and if the workflow contains a user task, you will be directed to that task in the workflow. (If you have pop-ups disabled in your browser, you may not be directed to the workflow. Make sure you disable pop-up blocking in your browser for Salesforce.)

View Workflows Status

You can view the status of workflows initiated from Salesforce on the Detail page for Accounts, Contacts, Contracts, and Opportunities, depending on the configuration specified by the Salesforce Administrator.

  • In Classic, an OnTask Workflows Status related list is automatically added to every Detail page that has been configured to start workflows, and displays a list of workflows started from Salesforce for the Salesforce entity associated with the Detail page. Make sure to click Refresh Status to ensure you are viewing the current status.
  • In Lightning, an OnTask Workflows Status related list is automatically added to every Detail page that has been configured to start workflows. To see detailed status, click View All. Make sure to click Refresh Status to ensure you are viewing the current status.

Building OnTask Workflow Templates to Be Started from Salesforce

There are two important aspects of building OnTask workflow templates for use by Salesforce:

  • Populating workflow data from Salesforce
  • Sending documents from the workflow to Salesforce

Populating Workflow Data from Salesforce

When a workflow is started from Salesforce, data from Salesforce can be passed to the workflow and used to populate the value of workflow properties.

To pass data to a workflow:

  1. The first task in the workflow must be a Web Form user task.
  2. The data to be passed to the workflow should be specified as properties in the initial Web Form user task.
  3. The properties that are to be populated with data from Salesforce must adhere to the following naming convention:
    • The property name must be formatted as: “salesforce_salesforceObject_salesforceObjectAttribute”, where salesforceObject must be one of the support Salesforce objects: Account, Contact, Contract, or Opportunity; and salesforceObjectAttribute must be an attribute associated with the specified salesforceObject, for example ID or name
    • For example, a property name representing a opportunity id would be “salesforce_opportunity_id”
    • In general, a workflow template is designed to be started from a specific Salesforce object and is expected to only access object attributes associated with the object from which it is started
    • There are some exceptions to the above, in which a workflow started from an object can access attributes of related objects
    • The allowed related objects are as follows (the left column lists the objects from which the workflow is started; subsequent columns list the objects that can be accessed from the workflow; cells with an X indicate allowed access)
      Source Object     Account     Contact     Contract     Opportunity
      Account        X        X
      Contact        X        X
      Contract        X        X        X
      Opportunity        X        X        X        X
    • If a workflow property specifies a related contact and there are multiple contacts associated with the object, then when the workflow is started from the OnTask for Salesforce app, the app will allow the user to choose the desired contact.
    • In several cases, the supported objects contain common attributes, such as ID or Name. In these cases, in order to allow a single workflow template to be started from multiple objects, a generic naming convention can be used for the common attribute name. This naming convention is:
      • “salesforce_sobject_salesforceObjectAttribute”, where salesforceObjectAttribute is the name of a common attribute, such as ID or Name.
      • An example would be “salesforce_sobject_name”.  This workflow could then be started from any of the supported Salesforce objects, and the name of the object instance would be populated.
    • Non-Salesforce properties can be specified on the initial workflow Web Form user task, but they cannot be configured as required. A workflow containing required non-Salesforce properties cannot be started from Salesforce.

Sending Documents from the Workflow to Salesforce

Workflows can export documents back to Salesforce. These documents can be associated with the Salesforce object instance from which the workflow was initiated.

To export a document to Salesforce, in the workflow template, insert an Export To Salesforce task.