Saleforce Lightning: Activity Field Mapping

Enabling Salesforce Synchronization Within DocSend

For Standard Salesforce Users, check out our article on Salesforce Activity Field Mapping.

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 Lightning 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. For example, 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 appropriate icon at the top right of any Salesforce page. Note that you must have administrator privileges for your Salesforce environment in order to access this section.

Search Object Manager > Task > Fields & Relationships > Type > Task Type Picklist Values > New to create the following objects:

• DocSend visit
• DocSend Link creation
• DocSend Space creation

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

Creating Custom Fields for DocSend Visits
The following Salesforce custom fields are recommended to synchronize visit data:

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. The steps are as follows:

Getting Started: Setup
Search for Object Manager > Activity > Field & Relationship > New

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 not checked. Note: DocSend visits are always only 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. All of the same steps apply here 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.

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. 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.

Mapping DocSend Data to Salesforce Custom Fields
Once you have completed creating 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. Once 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 entitled “Visits.” The first step is to enter mappings in to the Activity Fields section. Using the drop down on the left, select “Type” and give it a value of “DocSend visit." Then select “Source” from the Activity Field and give it a value of “DocSend”. These values will now populate on every Task that DocSend generates for a link visit.

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

Mapping DocSend Link Creation Data
Ensure that you are in the DocSend Salesforce setup section entitled “Links.” The first step is to enter mappings in to the Activity Fields section. Using the drop down on the left, select “Type” and give it a value of “DocSend Link creation.” Then select “Source” from the Activity Field and give it a value of “DocSend”. These values will now populate on every task that DocSend generates for a Link creation.

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

Mapping DocSend Spaces Creation Data
Ensure that you are in the DocSend Salesforce setup section entitled Spaces. The first step is to enter mappings in to the Activity Fields section. Using the drop down on the left, select “Type” and give it a value of “DocSend Space creation.” Then select “Source” from the Activity Field and give it a value of DocSend. These values will now populate on every task that DocSend generates for a Space creation.

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

This is the last step in the process, and now as users connect their Salesforce accounts to DocSend you will start to see data flow in. Visits data will automatically try to match on the e-mail address provided to DocSend (if applicable) by looking for that e-mail in Salesforce. If no e-mail exists, it will try to match on the account name. Note that the account name in DocSend must match the account name in Salesforce perfectly, 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. Alternatively, you can allow unmatched activity to create an open Task for the user within Salesforce, that will require them to go in and assign the task to a contact or account, and then switch the status to completed.
3. In the case of Visits, you can opt to have a new Lead created, instead of an open task.