Salesforce + Process Street Integration

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

This integration allows you to perform a number of different automations, such as running a workflow in Process Street when a record is updated in Salesforce, or updating a record in Salesforce when a task or a workflow run 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 “edit” permissions.

Example use cases

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

How to set up an automation with Salesforce

Before you get started you’ll need to have a few things set up in your Process Street workflow.

Preparations in Process Street

  1. Login to Process Street
  2. Create or open the workflow you’d like to use for your integration and start editing it
  3. Add a hidden field/s (or a snippet form field) into one of your tasks, which will allow you to map data between Salesforce and Process Street. Give these similar names as the fields you would like to map from Salesforce e.g. “Opportunity ID”, “Account ID” etc. so that you can identify them easily when creating your integration)
  4.  Save changes to your workflow

Now you’re ready to go ahead and start creating your automation!

Open your Process Street workflow

Head to your Library and open up the workflow you’d like to create an automation for. When viewing the workflow you will see the “Automations” tab next to the workflow 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 workflow when
  2. When a task is checked then
  3. When a workflow run 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 workflow

Choose your trigger

Select “Run a workflow 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 workflow when a record field is updated

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

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.

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

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

Select record type and field to watch

Required: Choose your record type (e.g. Opportunity) and the field you’d like to watch (e.g. Opportunity Type).

Optional: Choose a field value to match. Here you can specify the exact opportunity type (or if you’re using accounts, the exact opportunity type e.g Closed Won) to act as your trigger.

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

Name your workflow run

Give your workflow run a name. You can choose one field here which will be pulled from Salesforce e.g. Opportunity Name.

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

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 workflow run.

These could be Opportunity ID, Account ID, Owner ID, Contact ID, 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 workflow run will be created in Process Street with data mapped between the two.

Example 2: Run a workflow when a record is added

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

Choose your trigger

Select “Run a workflow 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.

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

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

Select record type

Choose your record type (e.g. Contact)

Name your workflow run

Optional: Give your workflow run a name. You can choose one field here e.g.“Full Name” or “Title”. If you don’t select a name then your workflow run 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 workflow run.

These could be “First name”, “Last name”, “Account ID”, “Email” 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 workflow run 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 workflow 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 workflow run

In this example, when you complete a task in your workflow run, data is pulled through from a Salesforce record into your run.

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 workflow run

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.

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

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

Select record type and field

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

Map fields

Next, you need to map the fields in Salesforce that you would like to update in your workflow run 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 the workflow and when you check off your chosen task, data will be mapped into your form fields.

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

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

Choose task

Start by selecting the task in your workflow 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.

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

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

Select record type and search field

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

Map fields

Next, you need to map the fields in Salesforce that you would like to update in your workflow run in Process Street. E.g. notes from your run 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 your 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 workflow run, a new case is created in your service dashboard in Salesforce.

Choose task

Start by selecting the task in your workflow 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.

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

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

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 “Workflow run name” to the 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 workflow run e.g. “Case Number

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 workflow run.

3 – When a workflow run is complete

Choose your trigger

Select “When a workflow run 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 workflow run is complete, update a record in Salesforce

In this example, when you complete a product demo workflow run 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.

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

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

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.

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 workflow run, your account record in Salesforce will be updated with your data mapped accordingly.

Example 7: When a workflow run is complete, create a record in Salesforce

In this example, when you complete a client onboarding workflow run, a new task is created in Salesforce, for you to follow up with that customer.

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.

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

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

Select record type

Choose the type of record you would like to create in Salesforce (e.g. “Task”). 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 workflow run is completed, you will create a new task 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 workflow run links.

Your run links pull through variable data into your new workflow runs. Once you have completed all the data fields and notes in your run, you can send the link for your run 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 workflow, 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 or a Zapier integration.

Request another app

If you would like to request that we add another app to our automations, you can do that from the help button in the bottom right corner of your screen. Click “Suggestions” and send us your request.

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 workflow, 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 workflow but not save the changes? You need to have saved any edits to your workflow to have the latest version pull through to your automations
  • Each time your automation runs you will see a record of success or failure, in your run logs

If you find that you are unable to run an automation, this could be to do with your user permissions in Salesforce. Please check with your Salesforce admin to see if you have the correct permission level to allow you to run automations.

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, either when viewing a workflow or on workflow runs.

In your workflow 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 workflow. If your automation hasn’t run yet, you’ll see a message letting you know.

In a workflow run, 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 workflow run.

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 workflow runs 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 Process Pros team.


 

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