SalesForce: Formulas

SalesForce formulas have many potential uses. Today’s post will cover one of my favorites:

Deploying SalesForce formulas as a simple mechanism to overcome potential system integration point hiccups without adding any additional data entry for users.

Imagine you would like to integrate SalesForce Opportunities with Intacct Sales Transactions. On the Intacct Sales Transaction, you would like to send from SalesForce to Intacct the Opportunity Owner field. Great! We know exactly what we need to sync.

SalesForce Opportunity Owner Field:

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Intacct Employee Field:

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Why might we want to do that?

  1. Visibility/Ease of Use: The finance team can simply look at a sales transaction from within Intacct to see who the owner of the opportunity is and reach out to them with questions (or even send a collaborate/chatter message).
  2. Reporting: There is added benefit of reporting. Being that Employee is a dimension in Intacct, you’ll have all the added financial reporting capabilities.

Herein lies the Problem:

The Employee field is on the Intacct Sales Transaction line item, while the Opportunity Owner field in SalesForce is on the SalesForce Opportunity (instead of associated Products). Why is that a problem for us? Well, the standard integration doesn’t allow for syncing fields located on the SalesForce Opportunity to Intacct Sales Transaction line items. In addition, the Employee ID that is passed through needs to match what is set up in Intacct – which is likely not what is set up in SalesForce.

Don’t give up yet! How do you solve these two issues? You probably guessed from the title of this post: Formulas!

Part 1: Add a field to the SalesForce User record to store the Intacct Employee ID #

Navigation: Go To: Setup (right hand corner) > Customize (Under the Build section) >Users >Fields

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Next: Under the User Custom Fields section click the “New” button

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Step 1: Choose a Data Type of Text

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Step 2: Fill out your Field Label, Length, and Field Name

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Step 3: Establish Field Level Security

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Step 4: Add to Page Layouts

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Part 2: Add a formula to the Opportunity Product to look up the Opportunity Owner’s Intacct Employee ID

Navigation: Go To: Setup (right hand corner) > Customize (Under the Build section) >Opportunities > Opportunity Products > Fields

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Next: Under the Opportunity Product Custom Fields & Relationships section click the “New” button

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Step 1: Choose a Data Type of Formula

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Step 2: Choose Output Type (Text) and enter a Field Label and Name

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Step 3: Enter the below formula

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While this is technically a formula field type, it is actually just a path to the custom field we created. How do you find yours? Click: Insert Field > Opportunity Product > Opportunity > Opportunity Owner > Intacct Employee ID

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There you have it! A simple solution that doesn’t interfere with your current SalesForce setup too much, facilitates the integration, and best of all adds no additional data entry or steps to the already busy sales and finance teams!

Bonus Tip! If you are planning to use this method for your integration, I would also recommend adding a smart event email in Intacct so that when a new Employee is added with a title of Sales Representative (or something similar), an email is sent to a SalesForce Admin who can then add the Employee ID to the user record in SalesForce.

Need an introduction to SalesForce Formulas? Check out SalesForce’s Trailhead on Formulas here!

Stay tuned for upcoming posts on additional SalesForce tips, tricks, and features as well as my thoughts on Lightning from the Workshop last week!

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