Salesforce Classic: Activity Field Mapping

Available on: Standard  Advanced  Enterprise

Enabling Salesforce Synchronization Within DocSend
The owner or admin of an Enterprise account can enable synchronization of Salesforce activity to DocSend, which allows users to run sophisticated Salesforce reports on content performance and utilization.

There are three types of DocSend events that can be logged into Salesforce which can be configured by an admin or owner in the company-wide Salesforce settings: 

1. DocSend Visits: These occur when a DocSend link is clicked and the corresponding document viewed. This data is useful for understanding how visitors are interacting with your content.

2. DocSend Link Creations: These occur when a new link for a piece of DocSend content is generated by a DocSend user, and this data is typically useful for tracking user engagement, as well as the overall level of engagement for a given account within DocSend.

3. DocSend Space Creations: These occur when a new DocSend Space is created by a DocSend user, and this data is typically useful for tracking user engagement.

 You can enable all or only a subset of these activities by clicking the appropriate section in the Salesforce menu, and checking off Sync Visits, Sync link creations, or Sync space creations.

 Creating Salesforce Custom Fields
The next stage in the process involves creating custom fields within Salesforce that will store the DocSend data. The fields that you create will be contingent on the types of data that you elected to synchronize in the previous step. If say, for example, you do not want to synchronize Link Creation and Space Creation data, then you can elect to not create the requisite custom fields.

 Creating DocSend Visits Types
In Salesforce, go to Head into the “Setup” section of Salesforce by clicking the link at the top right from any Salesforce page. Note that you must have administrator privileges for your Salesforce environment in order to access this section. 

Search for Task Fields in the search box located on the left of setup page.

 Select Type from the list of Task Standard Fields that is displayed. 

 In the Task Type Picklist Values section, click the New button and create a new entry of the following:

• DocSend visit
• DocSend Link creation
• DocSend Space creation

Note: you can create multiple at the same time, separated by a space, instead of one entry at a time.

Creating Custom Fields for DocSend Visits
The following Salesforce custom fields are recommended to synchronize visit data. Below we list the DocSend field, recommended activity field name, and the type of Salesforce data type to match. 

• For DocSend fields: content Name, full stats link, link name, percent viewed, and visit duration
• Recommended Activity field names: content name, full stats URL, DocSend account name, percent viewed, visit duration
• Salesforce Data types: Text Field, Number Field 

 Note that the names in the middle column can be of your choosing. What’s important is that they get created, and that you save those names as they will be used later when you map the Salesforce fields to DocSend. The Data Type column indicates the type of new field you are creating.

Getting Started: Setup
Search for the, use the search box on the far-left side to query for Activity Custom Fields and then select the New button. 

Step 1 of 4: Choose the Field type
Enter the details - Choose the Data type to create a custom field
 
Step 2 of 4: Enter the Details
Text fields must be 255 characters. Number fields must be 18 for Length with 0 for decimals.

 Step 3 of 4: Establish field-level security
When choosing field-level security, be sure to select Visible for all.

Step 4 of 4: Add to Page Layouts
Make sure that the Task layout section is checked and Event layout is deselected. Note: DocSend visits are always associated with Task objects, not events.

 When finished, go ahead and repeat these steps to create all five custom fields above.

Creating Custom Fields for DocSend Link Creations
The following Salesforce custom fields are recommended to synchronize link creation data. Create custom fields using the same steps as in the previous section. Note: If the fields in blue were already created in the previous step to sync visit data, you do not need to create them again.

For both the DocSend Fields and Recommended Salesforce Field name, we recommend using the following naming conventions: 

• Account Name 
• Content Name 
• Full Stats Link 
• Link URL 
• Signed
• Content Management URL
• Link Management URL
• Recipient
• Allowed Viewers

Note: For Salesforce Data type, select and use the Text field option. 

 Creating Custom Fields for DocSend Space Creations
The following Salesforce custom fields are recommended to synchronize Space creation data. All of the same steps apply here as in the previous section.

For both the DocSend Fields and Recommended Salesforce Field name, we recommend using the following naming conventions: 

• Account Name 
• Space Name
• Space URL
• Space Management URL
• Allowed Viewers

Note: For Salesforce Data type, select and use the Text field option.

Mapping DocSend Data to Salesforce Custom Fields
Once you have created your custom fields, it’s time to head back into the Settings section of DocSend in order to indicate which Salesforce fields the data should be inserted into. In "Settings", head to the Company tab, and then click “Salesforce” from the menu on the left. If you do not have a Company tab visible, it is because you are not an admin or owner on the DocSend account. An admin or owner has the ability to give you these privileges.

Mapping DocSend Visits Data
Ensure that you are in the DocSend Salesforce setup section “Visits”. The first step is to map "Type" to "DocSend visit in to the Activity Fields section. Using the drop down on the left, select “Type” and give it the value “DocSend visit”. This value will now populate on every task that DocSend generates for a link visit.

• Activity Field: Type
• Value Field: DocSend visit

Then head to the Field Mappings section below and use the Visit Property drop down to select the DocSend field that corresponds with the custom field that you created earlier within Salesforce. If you used the suggested names provided when creating custom fields earlier in this tutorial, your mappings would look like the following:  

 Field Mappings for Visits

Mapping DocSend Link Creation Data
Ensure that you are in the DocSend Salesforce setup section “Links”. Follow the same steps as when you mapped your DocSend Visits Data. 

• Activity Field: Type
• Value Field: DocSend Link Creation

Field Mappings for Link Creation  

 Mapping DocSend Spaces Creation Data
Ensure that you are in the DocSend Salesforce setup section “Spaces”. Follow the same steps as when you mapped your DocSend Visits Data.

• Activity Field : Type
• Value Field: DocSend Space creation

 For both Visit property and Activity field, we recommend using the following name conventions: 

• Account Name
• Space Name
• Space URL
• Space Management URL
• Allowed Viewers

 The last step is to connect their Salesforce accounts to DocSend. Visit data will automatically try to match to the e-mail address provided to DocSend (if applicable) and look for that e-mail in Salesforce. If no e-mail exists, it will try to match to the account name. Note that the account name in DocSend must match exactly with the account name in Salesforce, including capitalization. If a match cannot be made, your organization has three options:

1. Allow unmatched data to go unsynchronized, and not enter Salesforce.
2. Allow unmatched activity to create an open Task for the user within Salesforce. This will require the user to go in and assign the task to a contact or account, and then switch the Task status to completed.
3. In the case of Visits, you can instead have a new Lead created, instead of an open task.