1. Install the new package (version 3.0 and above)
In order to upgrade to the new Oneflow for Salesforce package you will need to go to appExchange to download Oneflow package.
Read more about the installation process step-by-step here.
2. Add permission set groups
In order to utilize the updated Salesforce for Oneflow package your users need to be assigned to Oneflow permission set groups which is included when updating to the Oneflow for Salesforce package version 3.0 and above.
- Oneflow Administrator - gives permissions required to create, view contracts, and configure the application settings.
- Oneflow User - gives permissions required to create and view contracts.
3. Export existing Oneflow contracts statuses
Before updating metadata and status of the contracts it’s beneficial to extract a list of the recordIDs for the Oneflow contracts object. This can be done by using the Salesforce tool Data Loader. When exporting the records from the Oneflow Contracts object via the Data Loader, please make sure that you include the columns: Salesforce ID (ID) and the field OFapp__OF_Status__c which represent the status of the contract. Extracting the list containing the data for these two fields will help you to make sure that you have a list of all your current Oneflow contracts and their corresponding statuses. The extracted .csv file is something that you will use to import when a meta-data update (step 4) has been performed which is described in the next step.
4. Update Metadata
This step is required only if you have upgraded your application version to 3.0 and higher.
You will need to upgrade the metadata in Oneflow for Salesforce integration. The Update Metadata button will be available in the Oneflow configuration object. This will reset some of the statuses of your current Oneflow contracts in the Salesforce widget.
4.1 Upgrade the Oneflow integration and Update metadata
In Oneflow configuration, under the tab for configuration click the Update Metadata button on the first step in the Getting started step of the installation process. Updating the Metadata means that your Oneflow contracts will have their contract statuses reset in the widget within Salesforce.
4.2 Update the authentication
- Go to Oneflow configuration and use the “getting started” tab.
- In step 3 you find the option to authorize Oneflow in Salesforce. You will have to re-do this step again in order for your new contracts created via the new version to be up to date with correct status.
- Press the “configure” - button and follow the wizard.
5. Import list of Oneflow Contracts to update contract status
To have the correct status shown in the Oneflow widget inside Salesforce for your Contracts created with the older packages can be resolved by two different methods, bulk import a .CSV-file (see step 3 and 5.1) or update each record manually (see step 5.2).
5.1 Bulk Import:
Utilize the Data Import Wizard within Salesforce, which can be found under Setup.
Launch the wizard. Use the file that you have extracted from step Export existing contracts (step 3).
Make sure you choose to update existing records for the object Oneflow Contracts and use the Salesforce ID as the identifier. Upload the .CSV-file that you exported from Step 3 and map the ID with the Salesforce ID and state with the contract status. See image:
Updating the records with the .CSV files will fetch the Oneflow contract status and update your Oneflow Contract records with the correct status.
You can read more about importing contracts using the Data Import Wizard in Salesforce here.
5.2 Manually update contract status
If you have a smaller amount of Oneflow contracts created via the previous Salesforce versions (lower than 3.X) you can choose to update the status for the Oneflow contracts manually.
This can be achieved by going to the specific object that you are using for creating contracts. In the Oneflow widget you will have access to a cogwheel which gives you the option to fetch updates from Oneflow. Press this button for each Oneflow contract in order to make sure that you have the correct status in Oneflow and Salesforce.
6. Sync Data fields
By syncing the data fields the external keys for data fields within Oneflow will be updated. This means that your Oneflow templates using the template group Salesforce will have their data fields erased from the Oneflow templates. Before syncing the data fields, make sure your user is an administrator in Salesforce and administrator user in Oneflow.
Make sure that you know which templates that you have been using for the integration. The Oneflow templates will use the new connection to the data fields once you press sync. Your administrators in Oneflow will have to map the Data fields in your Oneflow templates, for each template that will be used in Salesforce. This is required in order to transfer data from Salesforce to Oneflow.
To sync the Data fields from Salesforce to Oneflow for the new package:
- Go to Oneflow configuration.
- Enable the new data field mapping by pressing enable. See picture below:
- Go to the new tab for Data fields.
- Press the button Sync Data fields.
When pressing sync data fields the new external keys will be used. You will need to update your Oneflow templates with the new data fields. Read more about how to map data fields in your Oneflow templates in the following article.
7. Update flows for stage mapping, data fields, participants, products.
If you are utilizing data fields, stage mapping, participants logic for custom objects or have a specific product mapping for your Oneflow product tables, you will have to update the flows that have been created by installing the new Salesforce package.
To make sure that data is transferred to your Oneflow Contracts when creating Oneflow contracts from the different objects, please adjust the following flow according to your needs.
Update the stage mapping according to your pipeline in Salesforce by updating the stage mapping flow. You will need to update the flow according to your needs if you used to have stage mapping on the Opportunity in the previous version.
Update the participant logic to make sure you can add participants to your Oneflow contracts when creating contracts from other objects than account or opportunity.
If you have adjusted the participant logic in the previous version you would need to adapt the new flow accordingly.
Update the product mapping flow to update the mapping for your Oneflow product tables. You can have several different mappings for different objects.
If you have been using discounts from Salesforce synced to your Oneflow contracts you will need to add discount mapping to the product mapping flow.