Integrating Salesforce with SmartVault

What can I do within Salesforce when I integrate it with SmartVault?

From within Salesforce, you will be able to:

  • Create your SmartVault client vaults.
  • Browse your clients' folders in SmartVault.
  • Upload documents in SmartVault using the Upload File to Folder button.
  • If you have notifications set on certain folders, they will be automatically notified. 
  • Open and view any uploaded files for this client by clicking Open in SV.

Prerequisites

  • You must have a SmartVault structured account. See your account manager for more information.
  • The user installing and configuring the Salesforce/SmartVault integration must use the same email address for both systems and be a member of the Administrator group in SmartVault.
  • You must have System Admin rights in Salesforce to install packages.
  • Salesforce Lightening environment must be enabled.
  • Your Salesforce must have a custom domain (e.g., https://yourcomp.my.salesforce.com). 
  • We recommend that you have your SmartVault folder templates configured before creating your first client.
  • You must be on a Salesforce Enterprise plan.
  • You can only add the SmartVault integration to Standard objects like the Account page, but NOT custom objects.

Installation Instructions

  1. Go here to launch Salesforce and start the install.
    Package ver: Spring 2020 v 1.10
  2. Select Install for All Users and click Install.
  3. Enable the Yes, grant access to these third-party websites checkbox, and click Continue.
  4. After the installation is complete, click Done.
  5. Open the Accounts page in Salesforce and click the gear icon. If possible, create a test account to use as your first connection.
  6. Open the test account and click the gear icon, and select Edit Page.
  7. Under the Lightning Components bar on the left, drag the SV_ConnectView component to the Related section of the Salesforce page.
  8. Click Save and then Back.

Configuring SmartVault

  1. On the test account, click the SmartVault Sign In icon to connect to SmartVault.
  2. Sign in to SmartVault with the same email address you used to sign into Salesforce.
  3. Click Allow to authorize Salesforce to communicate with SmartVault.
  4. On the Salesforce Account page, click your SmartVault account to complete the integration.
  5. If you are satisfied with your integration, contact the SmartVault Support team to have them add your Salesforce domain to our white list.

Create Your First Client

  1. Open your test account in Salesforce.
  2. Click Create Client.
  3. Choose the Type Qualifier and add an email address if a contact is related or type in a test email address.
  4. Click Save. Voila! Here's your first client with their predefined folders from
    SmartVault.

The Create Client button: 

  • Created a new client vault in SmartVault. 
  • Generated a folder structure as defined in the folder template. 
  • Added the email address you selected to the Client Contacts group. 
  • Sent an invitation email to the email address you selected for the account. 

Uploading Your Salesforce Accounts in Batch (optional)

To upload your accounts or clients in batch, use the Dataloader.io feature in Salesforce.

  1. Login into Salesforce and SmartVault.
  2. Open the Dataloader.io and log in.
  3. Select New Task > Export from the drop-down menu.
  4. Select Contact from the available options and click Next.
  5. Select the following options: Account ID, Account Name, Type Qualifier, Email, and IsAutomated.
  6. Click Next > Save > Run to retrieve a report of accounts with the appropriate fields.
  7. Download the results to a CSV file.

Edit the CSV File

  1. Rename the following fields in the CSV column headings.
    • Account.Account Name = Account Name
    • Email = SV Email
    • Account.IsAutomated = IsAutomated
    • Account.Type Qualifier = Type Qualifier
  2. Adjust the columns' order to ACCOUNT ID, ACCOUNT NAME, SV EMAIL, ISAUTOMATED, TYPE QUALIFIER.
  3. Change the value of the records in the CSV for IsAutomated  = True
  4. Save the CSV to a location on your computer.

Import the CSV to the Dataloader

  1. Open the data loader and select New Task.
  2. Select Import from the drop-down menu.
  3. Select Update.
  4. Under Object, select Next.
  5. Click Upload CSV and browse to the CSV you just modified.
  6. Verify the field mappings and click Next.
  7. Click Save and Run.
  8. Verify your clients have been created in SmartVault once the import process is complete.

  Note

Uploading your clients in batch does not invite or share folders with the client. It just creates client vaults and folders. Learn more about inviting clients.

Uploading a File to a Target Folder Upon Creating a Client

Imagine that you want to upload a specific file to a particular folder every time you create a client in SmartVault from Salesforce. Now you can do that!

Requirements

  • Must have the file uploaded to the Files Library in Salesforce. 
  • Must have the target folder name in the folder template from SmartVault. 
  • Must be a Salesforce admin to do the following steps.

Creating a Salesforce Library and Uploading a File to the Library

  1. Determine the target folder in your folder template in SmartVault. (this is where the file will be uploaded upon client creation)

    Examples: Engagement Letter, NDA

  2. Create a library and upload your file in Salesforce. The folder name should be the same as the folder name in your SmartVault template.
  3. You must give each user access to the library in SalesForce to allow them to upload the document to SmartVault client creation.

Configure Salesforce to Upload the File to Specific Folder in SmartVault

  1. In Salesforce, go to Setup and search for Custom Settings.
  2. Click Manage for SVaultConfiguration and click Edit.
  3. Enter the document name to upload upon client creation in the Document Name field.
  4. Enter the name of the folder in SmartVault where you want the file to be uploaded.
  5. Click Save

Recommendations: 

  • Do a full edit of all the text in the article. 
  • Add sections to break up the text.

Now when you click Create Client:

  • The client will be created in SmartVault. 
  • The folders will be created in SmartVault. 
  • The file from the Salesforce library will be uploaded to the specified vault.
  • If you have a contact with an email address associated with the account, the contact will be sent an email letting them know you've shared a vault with them.
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