Salesforce Connector Jobs for 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:

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.

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.

Delete 1.png

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

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 Successfully.

To use this enhancement:

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

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:

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.

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.

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.

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.

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.

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.

Sync from SFDC.png

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.

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