Qvidian Proposal Automation (QPA) 9.1 SR1 and Salesforce Integration v2 Install/Configuration Manual

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Qvidian Proposal Automation (QPA) 9.1 SR1
and Salesforce Integration v2 Install/Configuration Manual




















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This document consists of 3 main topics:

Installing Qvidian Integration Package


Configuring the Qvidian Proposal Automation Integration Package



Adding Qvidian Integration Components



Configuring QPA Overview


Installing Qvidian Integration Package
This topic consists of the following sections:
 Overview
 Pre-Installation Notices
 Installation Directions
Overview
Salesforce provides document management capabilities so that customers can administer sales information.
At various stages throughout the sales process, documents must be produced to aid in the sale. These
documents range from letters, to RFPs, proposals, and presentations.
This “QPA enabling Salesforce” integration provides users with the functionality to create Projects in QPA,
populate Project data automatically, and to view built documents in Salesforce.
Data can be modified within QPA or Salesforce. After the initial project has been created, this data will
continue to require synchronization.
Pre-Installation Considerations
Before starting the installation, please note the information contained in the following sections:
Qvidian Integration Package URL
You will need the Qvidian Integration Package URL and Password to perform the installation. This URL
and Password was sent to you via email by Qvidian. If you have not received it, please contact Qvidian
Support.
Salesforce Administrator
It is essential that the person who performs this installation for your organization is a Salesforce
Administrator.
Technical Requirements
To successfully integrate QPA and Salesfoce.com, the following technical considerations are required:
 Both a working implementation of QPA and configured Salesforce organization are required.
 End Users expected to use the integration must have access to both web applications.
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 User logins by those users connecting to QPA from Salesforce much match between the two systems.
Logins have to either match exactly (use the same email address as login) or the first part of the email
address (before @ sign) of the Salesforce login with the login in QPA. If, for example, a user logs in to
Salesforce as jane@mydomain.com, using either simply “jane” or jane@mydomain.com as a QPA login
will work for the integration.
 The same Client PC requirements for Qvidian Proposal Automation are required for Salesforce
Integration. For more details, refer to the ‘QPA 9.1 SR1 Server and Client Requirements – White
Paper” located in your Qvidian Community library ‘Qvidian Proposal Automation 9.1 SR1
Administrators”.
 It is required to configure the web server for QPA to be accessible via HTTPS and to use a secure
https://... link for the Qvidian URL in Salesforce (refer to this chapter for details on setting up a Qvidian
URL in Salesforce).
 It is not required, but highly recommended, to configure both QPA and Salesforce to be in the same
Internet Explorer security zone. QPA is typically configured to be in the Trusted Sites zone. If Salesforce
is not in the same security zone, IE will warn users when they try to access content from a different
security zone. To avoid the warnings, users can add both https://*.Salesforce and https://*.force.com
to their Trusted Sites security zone (or a zone in which QPA is currently configured).
Installation Directions
Client PC Setup and Configuration Steps
Follow these directions to install the Qvidian Integration Package:
1 Open Internet Explorer.
2 Copy and paste the Qvidian Integration Package URL into the Address field. The Salesforce login
screen displays.
Example

3 Click in the User Name field and then type in your Salesforce user name. Click in the Password field
and then type in your password.
4 Click the Login button. The Package Installer Details screen displays.
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5 Click in the Password field and then type in the password sent to you by Qvidian for the installation
package. Then click the Submit button. The following screen displays:

6 Click the Continue button. The following screen displays:

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7 Click the Next button. The following screen displays:

8 This step requires you to select an appropriate security level for the Qvidian Integration package. You
will have to decide who in your organization will be able to use Qvidian Integration. For more details
on configuring Salesforce security levels for packages, refer to your Salesforce documentation. To
grant everyone access, click the Grant access to all users radio button and then click the Next button.
The following screen displays:

9 To start the installation, click the Install button. The following screen displays when the installation
has completed:
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10 Click the Deploy Now button. The following screen displays.

11 The Qvidian Project and Qvidian Proposal Automation Setting displays as the Package Component.
Click the Deploy button. The following screen displays:
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This Package Detail page displays information about the Qvidian Proposal Automation Integration Package
and lists its components. The installation of the package is complete. You can always view these details by
going to Setup | View Installed Packages in Salesforce.










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Configuring the Qvidian Proposal Automation Integration Package
Configuration Directions
Follow these directions to configure the Qvidian Integration Package:
1 In Salesforce, open the All Tabs page.

2 Click the Qvidian Proposal Automation Settings tab. This tab is only available to Salesforce Administrators.
The following screen displays:

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3 To add a new setting, click the New button. The following screen displays:

4 Click in the Qvidian Proposal Automation Setting Name field and then type in
Qvidian_Proposal_Automation_URL
5 Click in the Value field and then type in the full URL of the Qvidian installation to integrate with Salesforce
(e.g., https://myserver/Qvidian)
6 Click to check the Send Session ID box if you wish to pass the Salesforce session ID to the QPA application
when invoking QPA functionality. Note that if using Single Sign-On (SSO), do not check the box.
7 The Optional Merge Code Mapping text area allows the administrator to define Merge Code/SFDC field
pairs.
This data will be sent to QPA when creating new Projects.
This is a comma separated list of pairs in the format: <merge code1>:<sfdc field name1>, <merge
code2>:<sfdc field name2>,etc…
For example, to set the merge code “OpportunityStage” when creating an Opportunity project in QPA,
the syntax would be: OpportunityState:StageName.
A prefix must be added to the sfdc field name if the field will be pulled from a related information table.
For example, if we are creating an Opportunity project, but need the Name field from the Account table,
the format would be: CustomerLongName:Account.Name. Minimal error checking is performed. If a field
cannot be found or the Merge Code cannot be located in QPA, the data will not be passed/displayed.
8 Click the Save button. The Qvidian Proposal Automation Integration Package is configured.

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Adding Qvidian Integration Components
This topic consists of the following sections:
 Adding Qvidian Integration Components to Page Layouts
 Adding Create Qvidian Project button
 Adding Qvidian Projects and Documents Panels
Adding Qvidian Integration components to Page Layouts
Now that the Qvidian Integration package is installed and configured for your Salesforce organization, the
next steps are to add components of this package to the Salesforce pages to make them available to your
users. Qvidian Integration components are currently available only for Accounts, Contacts, and Opportunity
objects of Salesforce. To make Qvidian components available on these pages, you have to customize
appropriate page layouts.
Following is an example of customizing an Opportunity page layout for Qvidian Integration:
1 Click the Setup link located at the top of the page
2 On the tree view under App Setup, expand Customize node, click Opportunities, click Page Layouts, and
then click the Edit link corresponding to the Page Layout you want to customize. The Opportunity Layout
screen displays. See next section, Adding Create Qvidian Project button, and follow Step 3.

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Adding Qvidian Project List

3 Click Related Lists on the left panel. On the right panel, click and drag the Create Qvidian Project button
down to the location where you wanted the new Qvidian Projects related list. See following screen.

Go to next section and Step 4.







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Configuring the Qvidian Projects related List
4 On the Qvidian Projects panel, click the wrench symbol to display the Related List Properties.

When the wrench is clicked the Related List Properties frame for Qvidian Projects is displayed.

5 Select values from the Available fields list and click the arrow to place them in the Selected Fields list.
Note that in the Available fields list there are what appear to be three fields (Documents, Project Name,
Update) which have three copies. In reality these duplicate field names correspond to Accounts,
Contacts, and Opportunities.
In this example we are customizing the Opportunity page layout, so we will always select the third copy
of any duplicate field.

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The following is a recommended selection and order of fields:
 Project Name
 Document Type
 Status
 Due Date
 Documents
 Last Updated
 Last Updated By
 Update

6 Configure the Create Project and Link to Project Buttons by clicking on the (+) at the bottom right corner
of the Buttons panel on the related List Properties frame for Qvidian Projects.
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7 Using the arrow buttons, move the New Qvidian Opportunity Project and Link Opportunity to Project
buttons from the Available Buttons pane to the Selected Buttons pane.
8 Under ‘Standard Buttons’, click to uncheck the New box.

9 Click OK to exit the Related List Properties frame.
10 At the top left of the screen click the Save button to save the Opportunity Page layout.
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A popup should appear asking you to confirm your changes.

11 Click Yes to save the changes. The following screen displays:
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12 Navigate to an object details page (in this case we modified Opportunity page layout, so you can navigate
to any Opportunity Detail page) to see your changes. As you can see on the image below, The Qvidian
Projects list, New Qvidian Opportunity Project button and Link Opportunity to Project button are now
part of the Opportunity Detail page.

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You can repeat the same steps to modify other page layouts of Opportunity, Account or Contact pages to
make Qvidian Integration components available to your users.

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Configuring QPA Overview
This topic consists of the following sections:
 Connection to Salesforce
 Document Type Mapping
 Merge Code Mapping
For detailed directions on mapping functions, utilize the QPA in-product help by click the help icon on the
mapping screens.
Connection to Salesforce
Now that the Qvidian Integration package is installed and configured for your Salesforce organization, the
next step is to configure the QPA Server to communicate with Salesforce.
The credentials are used to synchronously login to Salesforce and update the Qvidian Projects Custom Object.
The credentials are configured via the Administration / Salesforce / Connection Information menu item on the
QPA Home page.

The following screen displays:
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If the “Always Use” checkbox is checked, then all communication between QPA and Salesforce will be
performed as this Salesforce user. If the checkbox is unchecked, only updates to the Qvidian Projects Custom
Object will be performed by this user.
The “Username” field should reflect a Salesforce user account with full privilege to the Qvidian Projects
Custom Object.
The “Password” field is the password for the above Salesforce user with the Salesforce Security token
appended to it.
Clicking the Save button will save the changes.
Document Type Mapping
The QPA Salesforce Integration can be configured to restrict the types of projects which can be created when
launched from Salesforce. In addition, the project types can be restricted even more by specific values within
the specific Salesforce application.
This document type mapping is configured via the Administration | Salesforce | Document Types menu item
on the QPA Home page.
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The following screen shows a sample configuration for Salesforce Opportunities:

In the example above, only Document Types of Formal Proposal, Appointment Letter, and Formal
Presentations may be created via a Salesforce Opportunity.

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Merge Code Mapping
The QPA Salesforce Integration can be configured to automatically populate data entry screen merge codes
based on the mapping of Salesforce objects and fields to QPA Merge Codes.
This merge code mapping is configured via the Administration |Salesforce | Merge Codes menu.

The following screen shows examples of Merge Code mapping:

In the above example, the <<client>> merge code value will populate with the name of the Account to which
the Opportunity is tied in Salesforce.


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Developing a Salesforce Object for Qvidian Mappings
When creating a mapping, the SalesForceObject identifies the object or record type (e.g., Account, Contact,
Opportunity). Because the “New Qvidian…Project” function will be launched from a specific object within
Salesforce, all values in the SalesForceObject must be represented by a path from the Salesforce Object from
where the Qvidian Project originated.
If the SaleForceObject is the originating object, its name is the only path needed. If the Salesforce Object is
related to the originating object (e.g., the Account associated to the Opportunity – and the “New
Qvidian…Project” originated from the Opportunity), the path (or relationship) must be identified.
The syntax of the relationship path is a variation of a string like this:
Object1(Id).(Object1Id)Object2[0:ConditionField=SomeValue ORDER BY
OrderByField1](Id).(Object2Id)Object3[1:AnotherConditionField=SomeOtherValue
ORDER BY OrderByField2](Id).(Object3Id)Object4
This string simply represents a way to link from a parent object to a child object and what fields to use to link
them (field names are provided in parenthesis). To identify this information, you need to see the details of the
Salesforce database/configuration. We recommend using Apex Explorer for this purpose, information on this
third party tool is in the following section.
Example 1: The Qvidian project originates from the Opportunity and we want to reference the name of the
Account associated with the Opportunity. The SalesForceField that links the Opportunity and Account
SalesForceObjects is AccountId.
Opportunity(AccountId).Account
Example 2: The Qvidian project originates from the Opportunity and we want to reference information from the
contact that is identified as the primary contact for the opportunity.
Opportunity.(OpportunityId)OpportunityContactRole[IsPrimary=true](ContactId)
.Contact
In case where there are multiple children of a particular type expected you can specify the index of a child or a
condition, or a combination of both index and condition by placing it in square brackets. If the index is not
specified, index 0 is assumed (the first child). Fields named “Id” can be omitted all together. So the following is an
exact equivalent of the value above:
Object1.(Object1Id)Object2[ConditionField=SomeValue SomeValue ORDER BY
OrderByField1].(Object2Id)Object3[1:AnotherConditionField=SomeOtherValue
SomeOtherValue ORDER BY OrderByField2].(Object3Id)Object4
Example 3: The Qvidian project originates from the Account and we want to reference the second Opportunity
associated to the Account. The SalesForceField that links the Account and Opportunity SalesForceObjects is
AccountId, and the second opportunity has an index value of 1.
Account.(AccountId)Opportunity[1]
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Example 4: The Qvidian project originates from the Account and we want to reference the first Opportunity
associated to the Account that has a value of New Business in the opportunity type field.
Account.(AccountId)Opportunity[Type=’New Business’]
Example 5: The Qvidian project originates from the Account and we want to reference the third Opportunity
associated to the Account that has a value of New Business in the opportunity type field.
Account.(AccountId)Opportunity[2:Type=’New Business’]
Example 6: The Qvidian project originates from the Account and we want to reference the third Opportunity
associated to the Account that has a value of New Business in the opportunity type field AND has a potential
revenue amount above $10,000.
Account.(AccountId)Opportunity[2:Type=’New Business’ AND Amount>10000]

Order By
The ORDER BY clause in conditions is optional but can be useful if you expect multiple records in Salesforce to
match your condition and want to make sure they always come in a specified order. For example, almost
every record in Salesforce has a CreatedDate field and everything can be ordered by that.
You cannot use ORDER BY clause without a condition. If there is no condition you need but you still want to
order records you can create some condition that is always true. For example, virtually every Salesforce object
has and ID field that is never NULL. This means you can construct things like:
Id <> NULL ORDER BY CreatedDate.
Example 7: The Qvidian project originates from the Opportunity and we want to reference all (figuring up to
10) Products associated with the Opportunity Line Item associated to the Opportunity. In this example we will
assume that there are three tables involved: Opportunity, OpportunityLineItem, and PriceBookEntry. The
field OpportunityID links the Opportunity and OpportunityLineItem tables. The field PriceBookEntryID links
the OpportunityLineItem and PriceBookEntry tables. Since we want all associated line item products (again,
assuming the maximum will be 10), we need ten entries in the SalesForceMapTable referring to indexes 0
through 9.
Opportunity.(OpportunityId)OpportunityLineItem(PriceBookEntryId).PriceBookE
ntry[0:Id <> NULL ORDER BY CreatedDate]
Opportunity.(OpportunityId)OpportunityLineItem(PriceBookEntryId).PriceBookE
ntry[1:Id <> NULL ORDER BY CreatedDate]

Opportunity.(OpportunityId)OpportunityLineItem(PriceBookEntryId).PriceBookE
ntry[9:Id <> NULL ORDER BY CreatedDate]

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Special Characters
Conditions that are used to select child records cannot contain certain special characters directly. These
characters are listed in the table below. If you must use one of these characters in your condition you have to
URL encode it. For example, use %2E instead of a period (.). Here is the list of values:
Special Character
URL Encoding
.

%2E

(

%28

)

%29

[

%5B

]

%5D

Common SFDCObjects and Fields
The most common SFDC Object values used in mappings to Qvidian are:
Launching from…
SalesForceObject
Opportunity
-

field on Opportunity

Opportunity

Opportunity
-

field on Account

Opportunity(AccountId).Account

Opportunity
-

field on Contact that is set
as Primary
Opportunity.(OpportunityId)OpportunityContactRole[IsPrimary=true](
ContactId).Contact
Opportunity


field on Opportunity
Owner
Opportunity(OwnerID).User

Contact
-

field on Contact

Contact

Contact
-

field on Account

Contact(AccountId).Account

Account
-

Field on Account

Account











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The most common SFDC field names used in mappings to Qvidian are:
Record
Field
Account

Name

Contact

Salutation

Contact

FirstName

Contact

LastName

Contact

Title

Contact

Phone

Contact

Fax

Contact

Email

Contact

MailingStreet

Contact

MailingCity

Contact

MailingState

Contact

MailingPostalCode

Opportunity

StageName

















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Using Apex Explorer
If you do not know the names of the objects, fields, or drop down values in your Salesforce.com system, you
may access it with your login via Apex Explorer (a third party tool that is available for free) in order to obtain
the specific object names, field names, reference fields, and drop down values from Salesforce.
Locating Field Names
This is an example of locating the names of Fields on the Salesforce object Opportunity.
First you expand the object, and then expand the Fields folder. In addition to displaying the field name,
the system also indicates the field type.
Field Names:
 Salesforce.com fields contain no spacing, such as FirstName
 Custom Salesforce.com fields typically end with two underscores and the letter c, such as Products__c









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Locating Picklist Values
This is an example of locating the values in picklist for a Salesforce Field. As above, locate the field by
expanding the object, and then expanding the Fields folder. Once you locate the field, expand it, the type
– picklist folder, and then the Picklist values folder.


















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Identifying Relationships
The following is an example of identifying the fields that identify relationships between two Salesforce
objects. Locate the Child Relationships folder under the Salesforce object, to locate the relationships.
The related field provides the Salesforce field that relates the two. In the example below on the left, we can
see that the object Opportunity is related to another object, OpportunityContactRoles. The field that exist in
both objects and forms the relationship is OpportunityID.
The Child Fields folder provides the fields in the related object. In the example below on the right, we can see
that the an object is related to OpportunityContactRoles and the fields available in this related object.