Overview

The purpose of this document is to define the setup and integration for sending survey response data to Salesforce from  Aimbase.  The set up consists of the set up of two custom objects:

• Rollick Survey Response: This captures the overview of the response from the customer to include the customer and dealer information as well as the vehicle information and sentiment. 
• Rollick Survey Question: This object captures the specific question and answer of the survey and is connected to the specific response object. 

Setup

1. Account

For authentication with Salesforce, username and password are required.  It is recommended that this is an account that would not have frequent use outside of this integration.  Passwords can expire automatically through Salesforce; if possible, try to set your Salesforce user’s password to never expire.

Important Note: Changing the username or password after the integration will break the integration; so, any changes to authentication must be communicated to Rollick. 

2. Security Token

The Salesforce API requires verification to grant access.  When an account is created its security token is also created and sent to the email address of the account.  This token is necessary for the API to authenticate and for this integration to operate.

Important Note: Any changes to the account password generates a new token; so, that needs to be communicated to Rollick so the integration can be updated to reflect the new token value.

3. Setup Custom Objects

In order to pass data from Rollick Aimbase to Salesforce, custom objects need to be created.  One to hold the survey response header details and one for the individual survey response values.  Each custom object will have a set of custom fields that also need to be created.

        Survey Question Object

• In order to streamline the creation of the object, we have provided a CSV file and the object can be created using the create object from spreadsheet option. 
  • Go to Set up in SF and select the "Object Builder" RollickSurveyQuestionResponseObject_SFfields.csv
  • In right hand corner select create and "Custom object from spreadsheet"

• Upload the spreadsheet which contains the fields needed to create the object (naming should remain as in file). 
• That will bring up the object wizard 
• Under the Import X rows of data select "No, Skip Import". The field preview in screen above can be used to assist in updating the field Type
• Update any field type that is not "string" to the appropriate SF field type in the picklist
• Select Next

• Add the Name to your object " Rollick Survey Question" and update the API name to be AimbaseSurveyQuestionResponseObject__c 

• Update the following fields to be an external ID
  • Foreign Key
  • Survey Key ID
• Please Note there is an additional step once all objects are created to connect the Question to a specific response. This is covered in additional set up.

        Survey Response Object

• Follow the same steps above to create the Survey Response object Please use csv file RollickSurveyResponseObject_SFfields.csv
• Add the Name to your object " Rollick Survey Response" and update the API name to be AimbaseSurveyResponseObject__c 

• Create an additional field called Rollick Survey Response (Lookup). This can be populated via a process builder upon creation. See additional set up.

Additional Set Up 

• Connect the question to the Survey. When the question is created it references the Response id in a text field and that can be used to populate the lookup field we created in the earlier step. In order to connect the two, you can add a simple process builder to do so. The process below outlines those steps: 
  • Go to set up  >  process builder
  • New Process Builder
  • Starting object = Rollick Survey Question (create/edit)
  • Enter criteria step - ID is Present?  Criteria is the response id is not blank (image 1.1)
  • Create Action to populate the lookup with the 15 digit ID (image 1.2). This takes the 18 digit id passed in the text field and populates the lookup field with the 15 digit id.
  • Activate process builder. When the records are created, they can be connected to each other

               Image 1.1

               Image 1.2

Deliverables

The instance name, client id, client secret need to be sent over to the DAE at Rollick in order to configure the integration with Salesforce.

Objects to be created in the Salesforce sandbox for testing, and then  production.  

Testing

Once the custom app configuration is complete and the integration is enabled with Rollick, sample data should be sent through the integration.  Coordination between teams is necessary to confirm that all fields were transferred through the integration and the fields were mapped correctly.