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Gainsight Inc.

Salesforce Connector Jobs for Renewal Center

This article explains how to configure the Salesforce Connector and the three Data sync jobs used by Renewal Center.

Overview

Salesforce Connector is a Gainsight tool to sync data between Salesforce and Gainsight. This connector has nine data sync jobs by default and you can add custom jobs. Three jobs support the Renewal Center module, as explained below. These three data jobs sync Opportunity data from Salesforce to Gainsight. Apart from this sync, when a user modifies and saves an opportunity in Gainsight Renewal Center, this data is also automatically synced back to Salesforce.

Opportunities deleted in Salesforce can be synchronized to Renewal Center (subject to admin configurations). All the Opportunities that are deleted in Salesforce are deleted in Gainsight as well, during the data sync. 

When you sync a Picklist data type field from Salesforce to Renewal center, all the Picklist values are automatically synced from Salesforce. You need not create Picklist values manually in Renewal Center. 

Opportunity Stage Sync Job

This job syncs data between the Salesforce Opportunity Stage object and GS Opportunity Stage object. This job has a dependency on the Company sync job. By default, this job has 11 field mappings. The mapping between Opportunity Stage Id field in Salesforce and External Id field in Gainsight is used as the Upsert key. Gainsight doesn’t recommend changing the Upsert key. The complete list of field mappings is shown below:

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This job does not have any derived mappings or filters, by default. However, you can add them, as required and schedule the execution or run the job instantly. 

Opportunity Sync Job

This job syncs data from the Salesforce Opportunity object to Gainsight’s GS Opportunity object. Several standard fields are mapped by default: Opportunity ID, Name, Close Date, Stage, Forecast Category, Next Step, Opportunity Type, Description, Has Line Item, Created Date, Last Modified Date. By default, the mapping between Opportunity ID field in Salesforce and External Id field in Gainsight is used as the Upsert key.

If your users need to update opportunities from Gainsight and have them synchronized to Salesforce, then all required fields must be mapped. In Stages that require applications such as CPQ, users must update the opportunity directly in Salesforce to meet the validation requirements of that Stage.

 

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Sync Delete Opportunities between Gainsight and Salesforce 

Gainsight allows you to delete Opportunities from the GS Opportunity object during a sync. This ensures that Gainsight data is always in sync with Salesforce and you don’t need to manually delete opportunities from Gainsight. 

To facilitate the data sync, you can find a toggle switch called Sync Deleted Records, in the Opportunity Sync job. When you turn this toggle switch on, all the Opportunities that are deleted in Salesforce are deleted in Gainsight as well, during the data sync. 

This does not include requests to delete from GS when the opportunity still exists in Salesforce. For example, if Admin has synchronized all opportunities originally and then restricted the connector filter to synchronize fewer opportunities, then these opportunities that are no longer synced will be outdated. If a user makes changes in GS, such opportunities are saved back to Salesforce and any recent updates in Salesforce will be overwritten by the old opportunity in GS.
 

CAUTION:

This is a hard delete, and also deletes data in custom fields on the GS Opportunity. Recovering the opportunity in SFDC will re-create the opportunity in Gainsight, but it will be a fresh opportunity and will not have the original data in custom fields. Note, Renewal Center must be deployed.

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In the Opportunity Sync job, a new column called #Deleted is introduced to track the number of deleted records in each data job. 

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The value in this column is hyperlinked to a downloadable spreadsheet. The spreadsheet has a Message column which displays the result of the delete operation. If the delete was successful, this column says Entity Deleted SuccessfullyDelete3.png

To use this enhancement:

  1. Navigate to Administration > Connectors 2.0.
  2. Click the Edit Job icon for the Opportunity Sync job.
  3. In the Data Source and Field Mappings section, turn on the Sync Deleted Records toggle switch. 
  4. Click SAVE MAPPINGS.
  5. Run the Data sync job. 

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Note

As a best practice, you can keep syncing all opportunities that exist in Gainsight regularly so that there is no difference in the data that users see in Gainsight and SFDC.

Derived Mappings

Opportunity sync job has five Derived Mappings:

  1. This derived mapping is applicable only if Record Type is enabled in your org. This derived mapping uses the Direct Lookup to (to GS Record Type object) to populate GSID for the Record Type in GS Opportunity object. The matching is between the Record Type ID field in Salesforce and External Id field in Gainsight User object.

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  1. The second derived mapping uses Direct Lookup (to User object) to populate GSID to the Created By field in GS Opportunity object. The matching is between the Created by ID field in Salesforce and SFDC User Id field in Gainsight User object.

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  1. The third derived mapping uses Direct Lookup (to User object) to populate GSID to the Modified By field in GS Opportunity object. The matching is between the last Modified By ID field in Salesforce and SFDC User Id field in Gainsight User object.

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  1. The fourth derived mapping uses Direct Lookup (to User object) to populate GSID to the OpportunityOwner field in GS Opportunity object. The matching is between the owner ID field in Salesforce and SFDC User Id field in Gainsight User object.

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  1. The fifth mapping uses Direct Lookup (to Company object) to populate GSID to the Company field in GS Opportunity object. The matching is between the Account ID field in Salesforce and SFDC Account Id field in Gainsight Company object.

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CAUTION: 

  • If you have configured a field in Salesforce Connector, you must not delete the field from Data management page. This breaks the Renewal Center deployment.

Note: Admins can use Rules to pre-assign Relationships to Opportunities so that users can work on the Relationship Scorecard and Timeline without having to select the Relationship. 

If your data has an SFDC relationship Id, you need to perform derived mapping to map the SFDC Relationship Id field and GS Opportunity Relationship field and then run the rule.

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Record Type Sync Job

This job syncs data from the Salesforce Opportunity Record type to Gainsight’s GS Record Type object. This job is dependent on the Company sync job. This job has 5 field mappings by default. Apart from the 5 field mappings, you can configure additional field mappings. The default field mappings are given below. (The names of the fields may vary in your Salesforce environment.)

Salesforce Record Type Field

Gainsight Record Type Object Field

Record Type ID

External Id

Name

Name

Sobject Type Name

SObject Type

Active

Active

Description

Description

By default, the mapping between Record Type Id field and External Id field is used as the Upsert key. You can modify this setting to configure different Upsert keys.

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This job does not have any derived mappings or filters, by default. However, you can add them, as required and schedule the execution or run the job instantly.

Product Sync Job

The Product Sync Job helps you to sync all the Product data from the Salesforce object into a Gainsight object. This job syncs data from the Salesforce Product2 object to Gainsight Product object. This job has no dependencies. 

In the Direct Mapping section, this job has eight fields mapped by default. You can customize the default mapped fields and also configure additional field mappings. The following table contains the default field mappings.

Salesforce Product2

Gainsight Product

Active

Active

Product Code

Product Code

Product Description

Description

Product Family

Product Family

Product ID

External ID

Note: Include in identifiers check box is selected.

Product Name

Name

Product SKU

SKU Code

Quantity Unit of Measure

Quantity Unit of Measure

Pricebook Sync Job

The Pricebook Sync Job helps you to sync all the data for the Pricebooks from the Salesforce object into a Gainsight object. This job syncs data from the Salesforce Pricebook2 object to the GS Pricebook object. This job has no dependencies. In the Direct Mapping section, this job has five fields mapped by default. You can customize the default mapped fields and also configure additional field mappings. The following table contains the default field mappings.

Salesforce Pricebook2

GS Pricebook

Active

Is Active

Description

Product Code

Is Standard Price Book

Is Standard

Price Book ID

External ID

Note: Include in identifiers check box is selected.

Price Book Name

Name

Pricebook Entry Sync Job

The Pricebook Entry Sync Job helps you to sync all the data for the Pricebooks that have Products added to it from the Salesforce object into a Gainsight object. This job syncs data from the Salesforce PricebookEntry object to GS Pricebook Entry object. This job is dependent on the Pricebook and Product Sync job. In the Direct Mapping section, this job has seven fields mapped by default. You can customize the default mapped fields and also configure additional field mappings. The default field mappings are:

Salesforce PricebookEntry

GS Pricebook Entry

Active

Is Active

List Price

List Price

Price Book Entry ID

External Id

Price Book ID

PriceBook

Product ID

Product

Product Name

Name

Use Standard Price

Use Standard

Derived Mapping

The following tables show derived mapping configurations for Product Id and Price Book Id look up fields.

Field

Value

Select Source

Product ID

Select Target Field

Product

Source Object

Product 

MATCH BY SOURCE

Product ID

MATCH BY TARGET

External Id

When Multiple Matches Occur

Mark record with an error

When No Matches Are found

Reject Record

Note: You can customize the configurations for Price Book ID and Product ID from the Derived Mapping section.

Field

Value

Select Source

Price Book ID

Select Target Field

PriceBook

Source Object

GS Pricebook

MATCH BY SOURCE

Price Book ID

MATCH BY TARGET

External Id

When Multiple Matches Occur

Mark record with an error

When No Matches Are found

Reject Record

Opportunity Line Item Sync Job

The Opportunity Line Item Sync Job helps you to sync all the data for an Opportunity that has products added to it. This job syncs data from the Salesforce OpportunityLineItem object to GS Opportunity Line Item object. This job is dependent on the Pricebook, Product and Opportunity sync jobs. This job has nine fields mapped by default. You can customize the default mapped fields and also configure additional field mappings. The default field mappings are:

Salesforce OpportunityLineItem

GS Opportunity Line Item

Line Description

Description

Line Item ID

External Id

Opportunity ID

Opportunity

Opportunity Product Name

Name

Price Book Entry ID

PriceBookEntry

Product ID

Product

Quantity

Quantity

Sales Price

Sales Price

Total Price

Total Price

Derived Mapping

The following tables show derived mapping configurations for Product Id, Price Book Entry Id and Opportunity Id look up fields respectively.

Field

Value

Select Source

Product ID

Select Target Field

Product

Source Object

Product

MATCH BY SOURCE

Product ID

MATCH BY TARGET

External Id

When Multiple Matches Occur

Mark record with an error

When No Matches Are found

Reject Record

Note: You can customize the configurations for Price Book Entry ID, Opportunity ID and Product ID from the Derived Mapping section.

Field

Value

Select Source

Price Book Entry ID

Select Target Field

PriceBookEntry

Source Object

GS Pricebook Entry

MATCH BY SOURCE

Price Book Entry ID

MATCH BY TARGET

External Id

When Multiple Matches Occur

Mark record with an error

When No Matches Are found

Reject Record

 

Field

Value

Select Source

Opportunity ID

Select Target Field

Opportunity

Source Object

GS Opportunity

MATCH BY SOURCE

Opportunity ID

MATCH BY TARGET

External Id

When Multiple Matches Occur

Mark record with an error

When No Matches Are found

Reject Record