Brainshark/Salesforce.com Integration Installation Procedures

kokomomammothSoftware and s/w Development

Feb 17, 2014 (3 years and 8 months ago)

78 views




TM

Page
1

Brainshark
/
Salesforce
.com
Integration Installation Procedures

The Brainshark/
Salesforce

integration allows
Salesforce

users to send emails containing links to Brainshark
presentations from a contact or lead record
, and track the contact’s viewing behavior in
Salesforce
.
This document
provide
s

the steps need
ed

to complete
the integration between

Brainshark
and

your
Salesf
orce

site. The
instructions
assume that you are

an Administrator for both

Salesforce
.com and Brainshark. You will need

access to
both the
Salesforce
.com

Administrator and Brainshark Administrator login usernames and passwords
1
. This process
should take
less than 30 minutes to complete.

Overview

There are
five

main
parts to the integration
procedure:

1.

Setup of a Brainshark User account

for the integration

2.

Installation of the integration package


3.

Installation of the Brainshark Custom Links

to the Contact and Lead Pages in
Salesforce
.com

4.

Setup of the integration parameters

within
Salesforce
.com

5.

Test the integration

Part

1: Setup of a Brainshark User Account

Part

1
details the creation of

a Brainshark
user
account

with specific folder

viewing

permissions which will act as a
template for creating new users.

If the
Salesforce

user does not have a Brainshark account, one will automatically be
created with the folder viewing permissions specif
ied in the
user account
template

configured here
.

NOTE
:
Part

1 requires Brainshark Administrator login credentials.

1.

C
reate a new user
account
in Brainshark
.

Detailed steps

can be found
in the

Add New Authors
Guide
.


a.

Enter the username and password as
Salesforce
.com
.

b.

Enter the first a
nd last name as
Salesforce
.

c.

E
nter the primary email as
Sal
esforce
@
<
your company’s
domain
>
.

d.

C
lick
Continue

to set
folder
permissions.

e.

S
elect the folders
that contain presentations you
want

your
Salesforce

users to
have access to
.

2.

Part

1 of the
integration

is now complete.





1

Reference
Synchronization Minimum Requirements

document
for
m
ore

information on
how
login credentials are encrypted and accessed for
the integrati
on.

©
2
/201
2

Brainshark, Inc.





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2

Part

2
:
Installation of the Integration Package

Part

2
details

the download of the Brainshark
integration package from
the
Salesforce
.com

AppExchange
.


The Brainshark integration package

also

includes
a
description of the package
, system requirements,
and the

installation documentation.

1.

L
ocate the Brainshark integration package
based on the version you are using:

a.

Enterprise/Unlimited Editions

b.

Professional Edition

2.

C
lick
Get It Now

t
o begin the integration
.

3.

Select
Yes

when asked if
you have a
Salesforce
.com
account

and when asked if you
are a
Salesforce
.com
administrator
.


4.

Select
In my production
Salesforce

when asked
where
you would like to try this app
.

NOTE
: The Brainshark /
SALESFORCE

integration does not
operate within a
SALESFORCE

Sandbox environment
.

5.

Click

Continue
.

6.

E
nter your
Salesforce

administrator

login

credentials.

7.

Select
I have read and agree to the terms & conditions

on the
Confirm Installation

screen.

8.

Click
Install
.

9.

You will be prompted to v
erify your
Salesforce
.com
Administrator password.

Enter your
Password
.

10.

Click
Submit
.

11.

The

Package Components

will be
listed
on the
Package Installation Details

page.

C
lick
Continue
.

12.

Click
Next

to a
ccept all default settings on the
Step 1. Approve Package API Access

page
.





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3

13.

Select
Grant

access
to admins
only

on the
Step 2.

Choose
security level

screen
,
since only Administrators will need
access to modify these configuration settings. You can
also

choose

Select security setting
s

and configure
the
security level
to be

consistent with your Company’s
policies.

NOTE
:
All users
should

be permitted to

use the Integration Package; however, only the Administrator should
have the visibility to the Brainshark Setup Tab (more information about the
Brainshark Setup Tab
).

14.

Click
Next

to continue.


15.

Click
Install

to install the integration package

on the
Step
3. Install Package

page
.


NOTE
: You will receive both
onscreen
and email
notification
s

when the installation is complete.


16.

Part 2 of the integration is now complete
.







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4

Part

3
: Installation of Brainshark
Custom Links

Step 3 is the installation of Brainshark Custom Links to the
Salesforce

Contact and Lead Page Layouts.


1.

S
elect
Setup

from the dropdown under your name in the top
right
corner of the
Salesforce

page
.


2.

Select

Customize

>
Contacts

>
Page Layouts

from the
App
Setup

section

on the
Salesforce

left navigation menu
.

3.

Click
Edit

next to the
Contact Page Layout

used by your reps.

4.

Select

Custom Links

from the
Contact Layout

menu
.

5.

Drag and drop the
Send a Brainshark Presentation

custom
link
to the
Custom
L
inks

section of the Contact Page Layout
below
.

6.

Click
Save
.

7.

Select
Customize

>
Leads

>
Page Layouts

from the
App Setup

section

on the
Salesforce

left navigation menu
.

8.

Click
Edit

next to the
Lead

Page Layout

used by your reps.

9.

Select
Custom Links
from the
Lead

Layout

menu.

10.

Drag and drop the
Send a Brainshark Presentation

custom
link to the
Custom Links

section of the Lead Page Layout
below
.

11.

Click
Save
.






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5

Required Contact / Lead Page Layout Fields

T
he fields listed
below

must be included in the corresponding page layouts for proper operation,

but

they do

not

need to be visible.

Contact Page Layout Fields




FirstName



LastName



Email



MobilePhone



Department



Phone



Title

Lead Page Layout Fields



FirstName



LastName



Email



MobilePhone



Phone



Title



Company



Street



City



State



Country



PostalCode


Optional Contact / Lead Page Layout
Fields

You can
further customize the Contact layout to include detailed information about Brainshark presentation
views. Add customized page layout sections that contain information about:



Brainshark Activities
: include information captured during a presentation view.



B
rainshark Interaction Responses
: include the questions and corresponding answers to embedded
presentation quizzes.

Both sections are listed in the
Related Links

section of the
Contact
and

Lead Page Layout

edit screens. See
below.










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6

Part

4
: Setup of the Integration Parameters within
Salesforce on

t
he
Brainshark Setup

t
ab

Part 4 is t
he final installation step
and
involves the
setup

of Brainshark Application parameters through the
Brainshark Setup

t
ab in
Salesforce
.

This part

requires both
Salesforce

Administrator and Brainshark Administrator
login credentials.

1.

Click the
+

tab to reveal
All Tabs

in
Salesforce
.

2.

Select

Brainshark

Setup
.

3.

Enter your Brainshark site following the
syntax of the onscreen example.

4.

Enter your Brainshark Administrato
r
User
Name

and
Password
.

5.

Click
Login
.

6.

On the
Configuration Settings for Brainshark for
Salesforce

page
, select the following options

in the sections
listed
:

a.

Brainshark content to make available to users

section
, which permits you to specify what set of
Brainshark presentations are available to your reps for distribution
:

i.

Select
Show all content to which the user has viewing rights

if you want to show
all

content
that the rep
has permissions to

view.

These permissions were set in
the
Salesforce
/
Brainshark User Account created in Part 1 of the installation.

ii.

Select
Show all content to which the user

has viewing rights
, but exclude these folders

if
you want to restrict reps from seeing content stored in
specific
folders
.

1.

Click
Edit exclude list

to select the folders in your Brainshark site that you would like
to exclude reps from viewing and sharing through
Salesforce
.

2.

Click
Save
.

iii.

Select
Show only content from these folders

if you want to select specific folders of
Brainshark content in your sit
e that reps can see and share from.

Selecting this option will
override any viewing rights assigned in the Salesforce/Brainshark user account created in
Part 1.

1.

Click
Edit include list

to select the folders in your Brainshark site that you would like
reps to be able to view and share through
Salesforce
.

2.

Click
Save
.

iv.

Select
Exclude presentations that require a username and password

to view to ensure that
reps do not share presentations wi
th a login requirement.




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7

b.

Security Settings

section
, configures how you would like
Salesforce

reps to automatically login to
Brainshark
:

i.

Select
Use a unique
Brainshark account for
each
Salesforce

user
.

NOTE
: Brainshark
recommends
that a
unique Brainshark
account be issued for
each
Salesforce

rep.

ii.

Enter the
Username
,

Password
, and
Confirm Password

for your Brainshark Administrator
account.

iii.

Select
Automatically associate the userids if a matching userid is found in Brainshark
.

NOTE
:

We recommend selecting this option because it

syncs the user IDs in
Salesforce

with
those in Brainshark and automatically creates a new Brainshark user ID if one does not exist.


c.

Data Synch Settings

section

enables communication between
Salesforce

and Bra
inshark
for the
purpose of synchronizing viewing data:


i.

Enter the
Brainshark

Username
,

Brainshark

Password
,

and
Confirm
Password

for your
Brainshark
Administrator account.

ii.

Enter the
Salesforce

User
,
Salesforce

Password
, and
Confirm Password

for your
Salesforce

Administrator account.


d.

Email Settings

section

determines how emails should be sent
:

i.

Select
Enable Send via
Salesforce
.com

to
ensure the email is sent
through your
Salesforce

account
.

ii.

Select
Enable Send via email client

if you would like the option to use
an

email client
such
as Microsoft

Outlook to send individual emails
.


NOTE:
Do not choose this option if you’re using
Lotus Notes

as your company email system.




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8

e.

Click
Save
.

NOTE
:
The Salesforce

Administrator’s password entry may need to include a security token at the
end. For example, if your password is “brainshark” and your security token is “a1b2c3d4e5,” your
password and security token together would be entered in the form “brainsharka1b2c3
d4e”’. See
Updating Your Security Token

below for more information.

Also, as your Salesforce (or Brainshark passwords) expire, the
Setup Tab

information must be
updated to ensure proper operation of the integration package.








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9

Part 5:
Test the
I
ntegration

Now you’re ready to test the installation.

If you do not already have one, create a test contact or lead record with an
email address you have access to.


1.

Select

your test

Contact

or
Lead

and
confirm
the appropriate placement of
the c
ustom
Send a
Brainshark

Presentation

l
ink on the Record
.

If
necessary
, return to Part 3 and place the link in the correct location.

2.

C
lick
Send a Brainshark Presentation

to view the
list of available presentations.

a.

Select
List presentations in folder

to find
presentations in a specific
Brainshark
folder
.

OR

b.

Use the
Search for

field to
enter the name
,
Presentation ID, or Tags for

the desired

presentation.

3.

Click
Preview

to
the right of each listed Brainshark
presentation to
view
it

prior to
selecting
.

4.

Click
Skip

to skip the presentation selection process and generate a blank email that you can complete.
You may manually enter a single presentation link and it will be tracked by Salesforce
.

5.

Select

the presentations you

woul
d like to
share

and click
Send Selected
.


6.

If your company has email templates, s
elect a
Template

from the dropdown.

If you do not want to
use an existing email template, select
Don’t use a
template
.

NOTE
: Only

plain

text templates may be used
.
When using
a
template,
you can place
the
Brainshark presentation URL within the existing
template body copy by
clicking

Insert Links

to the
left of the email body.

7.

Complete the desired fields in the
email
, taking care
not to modify

the pres
entation link in

the email
body.







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8.

Click
Send

to
share the presentation

using the
Salesforce

email generator, or click
Send using email
-
client

to send the email using your own
email
client
.

NOTE
: this second option will only be available if you configured this in
Part 3,

Email Settings
.

9.

Confirm that

Salesforce

has added a

SENT record within the Contact’s Activity History. This indicates that
Brainshark has sent the email to the designated recipient.

10.

V
iew the email and click the Brainshark link to view the presentation.

11.

Once viewed

by the contact
, the
Contact Record

will be updated with a
VIEWED

task

within the
Open
Activit
ies
section
.

12.

This concludes installation and testing

of the
Brainshark/Salesforce Integration
.







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11


Updating Your Security Token

When saving the settings on the
Brainshark Setup

t
ab


you may receive an error message
indicating

difficulty with
the
Salesforce

p
assword.
If you do, you will need to reset

your security token and
append it

to your existing
password
. Then you will need to

u
se this new password
/token combination

in the
Data Synch

section.

1.

S
elect
Setup

from the dropdown under your name in the top right
corner of the Salesforce page
.

2.

Select
My Personal Information

>
Reset My Security Token

from the
Personal

Setup

section

on the
Salesforce left navigation menu
.

3.

Click
Reset My Security Token

to
receive an email from Salesforce with instructions for resetting the token.
.

4.

Select and copy the token from the email.

5.

Click the
+

tab to reveal
All Tabs

in Salesforce.

6.

Select

Brainshark

Setup
.

7.

Append your new security token to your

Salesforce

Password
, and
Confirm Password

for your
Salesforce

Administrator account
, i
n the

Data Synch Settings

sectio
n
.

For example, if your password is “MyPassword”
and your security token is “XXX
XXX”, you would enter “MyPasswordXXXXXX” into the password field
.

8.

Click
Save
.



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453

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