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Projectworks offers integration with Salesforce to pull in Salesforce Opportunities into Projectworks as projects, automatically.
Once connected and configured, the integration will pull Salesforce Opportunities that reach the configured stage and creates a new project with the opportunity amount as the budget. If the customer company doesn't already exist in Projectworks, the integration will also create a new company.
Project defaults configuration
Configure the integration
To get started, connect your Projectworks instance to your Salesforce account by navigating to Settings > CRM, select to ‘Connect’ in the Salesforce tile and follow the prompts in Salesforce.
After successfully connected, you can configure how you want to the integration to operate by selecting the ‘Configure Sync’ button in Projectworks.
Synchronisation configuration
The configuration allows you select up to two Salesforce sales processes to pull opportunities from. Use the dropdown to select the opportunity stage you want the system to turn Salesforce deals into Projectworks projects.
If you have multiple Salesforce Sales Processes, and more than one contains the same Opportunity Stage that is synced in Projectworks, the Salesforce Opportunity from any Sales Process will be pulled in to Projectworks when it reaches the earliest shared Stage.
You must also select sync frequency to tell the system whether;
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you want the system automatically retrieve new opportunities from Salesforce
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or whether you wish to keep the sync manual.
Configure Project defaults
Additionally, you need to select your project defaults. These determine how the new opportunities are created as projects in Projectworks.
Organisation - the default organisation all new companies from Salesforce are created under.
At the moment we only support one organisation as the default. If you are operating a multi-organisation Projectworks instance, you can always re-parent the projects to the appropriate organisation at later stage.
Account Manager - The default Account Manager for all new companies, unless you’ve selected the tickbox to use Salesforce Company Owner instead.
If you have made this selection, the system will use Salesforce Company Owner as the Account Manager, unless the person does not exist in Projectworks. In that case, the default Account Manager will be used as the fallback.
Project Manager - The default Project Manager for all new projects, unless you’ve selected the tickbox to use Salesforce Opportunity Owner instead.
If you have made this selection, the system will use Salesforce Opportunity Owner as the Project Manager, unless the person does not exist in Projectworks. In that case, the default Project Manager will be used as the fallback.
Project Status - The default status for any new projects created from Salesforce deals.
You will also see two selection boxes;
Use Salesforce Opportunity Currency as Project Currency - If this is selected, then the system will create the new projects using the Salesforce currency if the currency is enabled in Projectworks. If left unticked (or if the currency isn’t enabled in Projectworks), the system will use the organisation default currency instead.
If your Salesforce doesn’t have multicurrency enabled, the system will use the Organisation default currency instead.
Use Salesforce Opportunity Amount As Budget Amount - If this is selected, the system will create a single budget for the project for the Salesforce Opportunity amount. You will also need to select an appropriate default GL Code for the budget.
Once you have configured the sync, you will see a new Sync status panel that gives you key information about the sync, such as when the last successful sync ran, the sync frequency and if you have selected to automatically sync ,when the next scheduled sync is due to run.
A panel below will show you the latest five projects created by the sync, along with information of when they were created. You can easily navigate to the project using the Project number or Project Name links. There is always the option to manually trigger the sync as well.
The system will use the Salesforce Opportunity Name as the Project Name
