Salesforce + Process Street Integration (Beta)

You can integrate Process Street with Salesforce, using Process Street’s automations.

This automation allows you to perform a number of different functions, such as running a checklist in Process Street when a record is updated in Salesforce, or updating a record in Salesforce when a task or a checklist is complete in Process Street.

Plan: This premium automation is available to customers on our Standard & Enterprise plans.

Users: In order to create or update automations, you must be an Administrator, or a Member with “can edit” permissions.

Example use cases

  • You convert a lead in Salesforce into a paying customer, which creates a new client onboarding checklist in Process Street, with the customer’s details pulled across into the checklist
  • You check off a task in your lead generation checklist in Process Street, which creates a record for a new account in Salesforce, pulling through some of the data from your checklist
  • You check off a task in Process Street which looks up your customer ID and maps data for your customer from Salesforce, back into your checklist
  • You complete a sales qualification checklist in Process Street, which updates a record in Salesforce with details collected from your checklist
  • A customer makes their first payment, which updates a field in Salesforce and triggers an onboarding checklist with the details pushed through into your checklist

How to set up an automation with Salesforce

Head to your template dashboard and open up the template you’d like to create an automation for. When viewing the template you will see the “automation” tab next to the template tab, as shown below.

Choose a trigger

Start by selecting the trigger for your automation, from the left side of your screen.

For Salesforce automations, you can choose from these three triggers:

  1. Run a checklist when
  2. When a task is checked then
  3. When a checklist is complete then

Click the + button on your chosen trigger to get started.

Let’s walk through examples for each of these triggers and their respective actions.

1 – Run a checklist

Choose your trigger

Select “run a checklist when…” from the left side of your screen.

Choose an app

Click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Choose between the two actions (or use them both separately, it’s up to you!)

Example 1: Run a checklist when a record field is updated

In this example, when the “account type” field is updated in a record in Salesforce, a new client onboarding checklist is created in Process Street, with data mapped across from the record into your checklist.

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type and field to watch

Choose your record type (e.g. Account) and the field you’d like to watch (e.g. Account type). These act as your trigger.

Optional: Check the box underneath to “Include created records” when new records of this status are added.

Name your checklist

Give your checklist a name. You can choose one field here e.g. Account Name or Contact.

If you don’t select a name then your checklist will be called “Auto created from record type” by default. E.g. “Auto created from account”.

Click “Next”.

Map fields

Next, you need to map the fields from Salesforce, that you would like to fill out automatically inside form fields in your new checklist.

These could be Account name, Website, Account ID, Billing address, etc.

Click “Add new mapping” to map more fields. When you’re done mapping, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your record is updated in Salesforce, a new checklist will be created in Process Street with data mapped between the two.

Example 2: Run a checklist when a record is added

In this example, when you add a new contact in Salesforce, a new customer success onboarding checklist is run in Process Street, with data mapped across from Salesforce into the checklist.

Choose your trigger

Select “run a checklist when” from the left side of your screen.

Choose an app

Next, click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “a record is added

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type

Choose your record type (e.g. Contact)

Name your checklist (optional)

Optional: Give your checklist a name. You can choose one field here e.g.“Contact” or“Title”. If you don’t select a name then your checklist will be called e.g. “Auto created from Contact” by default.

Click “Next”.

Map fields

Now you need to map the fields from Salesforce, that you would like to fill out automatically inside form fields in your new checklist.

These could be “Account name”, “Account ID”, “Billing address” etc.

Click “Add new mapping” to map more fields. When you’re done mapping, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time you add a record of a certain type in Salesforce, a new checklist will be created in Process Street with your chosen data mapped between the two apps.

2 – When a task is checked

Choose your trigger

Select “when a task is checked” from the left side of your screen.

Choose task

Start by selecting the task in your template that will act as your trigger.

Choose app

Next, click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Choose one of the following actions, an example for each one follows below:

Example 3: Find a record by ID and update checklist

In this example, when you enter your client’s Salesforce ID number into a checklist, it pulls through extra details from their Salesforce record into your checklist.

Choose your trigger

Select “when a task is checked” from the left side of your screen.

Choose an app

Next, click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “find record by ID & update checklist

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type and field

Choose your record type (e.g. Contact) and the field you’d like to use in Process Street (eg. Client ID)

Map fields

Next, you need to map the fields in Salesforce that you would like to update in your checklist in Process Street.

Click “Add new mapping” to map more fields. When you’re done mapping, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Run a checklist and enter the ID of your customer into the form field you have chosen to act as your trigger. Refresh your checklist to find the data you chose to map across has been filled out in your checklist form fields, as per the example below.

Example 4: When a task is checked, update a record

In this example, when you’ve completed a task in your client onboarding checklist, the opportunity record in Salesforce is updated with details from your checklist.

Choose task

Start by selecting the task in your template that will act as your trigger.

Choose app

Next, click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Choose “update record

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type and search field

Choose your record type (e.g. Account) and the field you’d like to use in Process Street to map the ID against.

Map fields

Next, you need to map the fields in Salesforce that you would like to update in your checklist in Process Street. Eg notes from your checklist and “description” in your opportunity in Salesforce.

Click “Add new mapping” to map more fields. When you’re done mapping, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time you check off that task you update a record in Salesforce, with the data mapped across from Process Street.

Example 5: When a task is checked, create a record

In this example, when you check off a task in your support checklist, a new case is created in your service dashboard in Salesforce.

Choose task

Start by selecting the task in your template that will act as your trigger.

Choose app

Next, click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Choose “create record

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type

Choose your record type e.g. “Case”.

Map data to create in Salesforce

Next, you need to map the fields in Process Street that you would like to create in Salesforce. Eg map “Checklist name” to case “name”.

Click “Add new mapping” to map more fields.

Map data to update in Process Street

Map data that you’d like to collect in your Process Street checklist e.g. “Case ID”

Click “Add new mapping” to map more fields and click “Finish” when you’re done mapping.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time you check off that task you create a new case record in Salesforce and also send back data into your Process Street checklist.

3 – When a checklist is complete

Choose your trigger

Select “when a checklist is complete” from the left side of your screen.

Choose app

Click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Choose one of the following actions, an example for each one follows below:

Example 6: When a checklist is completed, update a record in Salesforce

In this example, when you complete a product demo checklist with a customer, notes are added to their account record in Salesforce.

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type and search field

Choose the record type (e.g. Account) and then the Process Street field which contains the Salesforce ID you want to locate.

Map data to update in Salesforce

Map data that you’d like to pass into your Salesforce record. In this case, you’re going to map the name of the person who completed the checklist into the “ownership” field of the account.

When you’re done, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time you complete your checklist, your account record in Salesforce will be updated with your data mapped accordingly.

Example 7: When a checklist is completed, create a record in Salesforce

In this example, when you complete a client onboarding checklist, a new account is created for that customer in Salesforce.

Choose app

Click the Salesforce icon and a small tick will appear to confirm your selection.

Choose an action

Select “create record

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose a Salesforce account to run your automation through.

If it’s the first time you are connecting to Salesforce via Process Street, a pop-up window will appear for you to be able to create a new authentication.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

Select record type

Choose the type of record you would like to create in Salesforce (e.g. “Account”). Click “Next”.

Map data to create in Salesforce

Next, you need to map the fields in Process Street that you would like to create in your new Salesforce record. Eg map “Company name” to “Account name”.

Click “Add new mapping” to map more fields. When you’re done mapping, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your checklist is completed, you will create a new record in Salesforce with the data you chose to map pulled across into your record.

Advanced

If you’re looking to create a really robust integration with Salesforce, you can use custom links in your accounts to house a series of Process Street checklist run links.

Your run links pull through variable data into your new checklists. Once you have completed all the data fields and notes in your checklist, you can send the link for your checklist URL back into the record you started from in Salesforce.

Edit an automation

To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.

Delete an automation

To remove an automation from a template, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.

Limitations

There are no filters, delays, or formulas built into automations. To be able to utilize these types of functions, you might want to consider using formulas and functions in Salesforce.

Request another app

If you would like to request that we add another app to our automations, you can do that via the “Suggestions” form in the help button.

Troubleshooting

If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:

  • Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
  • Did you edit your template, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
  • Did you edit your template but not save the changes? You need to have saved any edits to your template to have the latest version pull through to your automations
  • If you are updating a checklist with data from another app, you may need to refresh your checklist to see that data pulled through
  • Each time your automation runs you will see a record of success or failure, in your run logs

Run logs

You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, at the template level or on checklists.

In your template on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that template. If your automation hasn’t run yet, you’ll see something similar to the below.

In a checklist, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular checklist.

If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.

The lightning bolt icon will only show up on checklists that have automations configured on them. This is an automation’s idle state.

When an automation is running, you’ll see the bolt change to the  icon.

Once the automation finishes running, you’ll see either  for success or  for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.

If you have any questions about using automations, please reach out to our customer success team.


 

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