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Gainsight Inc.

Salesforce Connector Jobs for Renewal Management

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. This job is dependent on the Opportunity Stage sync job. This job has 11 field mappings by default. Apart from the 11 field mappings, you must map another four mandatory fields. The fields to be mapped are given below (the names provided in the Salesforce Field Name column below are only for representation purposes. The names of the fields may vary in your Salesforce environment.)

Salesforce Field Name

Gainsight Field Name

Final Amount

Final Amount

Forecast Amount

Forecast amount

Target  Amount

Target  Amount

Target Date

Due Date

Apart from these fields, you must also map custom fields (if any), to ensure that Opportunity data is successfully synced back to Salesforce when a user modifies an opportunity. By default, the mapping between Opportunity ID field in Salesforce and External Id field in Gainsight is used as the Upsert key.

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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. 

  • You must not create any formula fields (calculated fields) in the GS Opportunity object. This prevents Renewal Center from synchronizing updates.

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.

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