Setting Up InsideView Refresh for Salesforce CRM

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This article outlines the procedure to complete your account setup after your InsideView Refresh account is authorized by an InsideView Customer Success Manager (CSM). 

Only Administrators can configure the InsideView Refresh for Salesforce CRM account.

Note: If your organization restricts network access to third party applications, please ask your IT administrator to add the following IP address ranges to allow updates from InsideView:

  • 52.4.63.192 to 52.4.63.223

Caution: The InsideView Refresh managed package will add an active workflow rule when installed.  By default, Salesforce has a limit of 50 active workflow rules in a production environment and 10 in a Sandbox instance, we recommend you to check the number of active workflow rules in your Salesforce instance. If that number is already 50 in Production or 10 in Sandbox,  one of the rules must be set to ‘inactive’ (or deleted), or the following error message is displayed:

Exceeded maximum number (50)/(10) of active workflow rules or approval processes for Account records.

However, you can increase the number of active workflow rules in your Salesforce CRM. For more information, refer to the Salesforce documentation.

Supported Web Browsers

The Web browsers which support Transport Layer Security (TLS) 1.1 and 1.2 protocols to install InsideView Refresh are:

Web Browsers Versions
Google Chrome  v49 and above
Internet Explorer  v11 and above
Mozilla Firefox  v45 and above
Apple Safari  v7 and above

Configuring InsideView Refresh for Salesforce CRM consists of the following tasks:

Prerequisites 

Make sure you have required roles, created a backup of your data and enabled field auditing before your proceed with InsideView Refresh Installation.

Roles Required to Authenticate Access

To install InsideView Refresh, you must have the Salesforce administrator role with CRUD permissions on the Accounts object in the CRM.

Create a Backup of Your Salesforce Account Data

Before installing InsideView Refresh, backup your Salesforce CRM account records.

  1. Log in to your Salesforce CRM.
  2. Go to Setup > Data Management > Data Export and click Export Now.

    Note: The Export Now option is only available if you not exported files manually in the past six weeks.

  3. In the Exported Data section, select the Account check box and then click Start Export.

    Salesforce creates a .zip archive of .csv files and then emails you when files are ready. If you export a large account file it is split into multiples files.

  4. Click the link in the email notification or click Data Export  to download .zip file(s).

    Note: The steps to create a backup of account records might be different for the Salesforce Enterprise and Unlimited Editions. InsideView recommends you to refer the Salesforce documentation for more recent instructions on their website.

Enable Field History Tracking for Accounts in Salesforce CRM

Before installing InsideView Refresh, you must enable field history tracking for users in the Salesforce CRM accounts to restore previous information when automated cleaning processed is used to update Salesforce records. Field tracking is optional for some fields.

  1. Log in to your Salesforce account.
  2. Go to Your Name > Setup > Customize > Object and select Fields.
  3. Click Set History Tracking and enable history tracking for Accounts object.

    select Enable Account History

  4. Set history tracking for these Account fields, as a minimum. You can also track custom fields that you have mapped:
    • Account Name
    • Account Owner
    • Annual Revenue
    • Billing Address 
    • Employees
    • Graveyard (optional)
    • Industry
    • Last Checked Backend (optional)
    • Ownership
    • Phone
    • Ticker Symbol
    • Website
  5. Click Save.

For the latest information on how to enable history tracking for Salesforce accounts, refer to their online documentation.

Install the InsideView Refresh package in your Salesforce CRM

You can install InsideView Refresh in your Salesforce CRM either in the sandbox or production instance.

Install the InsideView Refresh package in your Salesforce CRM Sandbox first.
It is a best practice to install InsideView Refresh in your Salesforce CRM in the Sandbox first and then move to a production environment.

Note: When a Salesforce CRM instance is refreshed, the field mappings and filters associated with the existing ORG ID˟˟ are lost. To access InsideView Refresh again, the new CRM instance has to be provisioned before the InsideView Refresh package is re-installed. To do this, contact your CSM.

˟˟

The reason the field mappings and filters of the Sandbox are lost is because the ORG ID and URL of the Sandbox instance in question, changes after a Sandbox Refresh. For example, ORG URL changes from cs45 to cs25 or cs30. Since both, the ORG ID and the URL change, it is not possible to treat this as the older Org ID. This will be, from InsideView Refresh's standpoint treated as a New Org ID, which explains why you do not see the filters.

˟˟

Step Description Details
1 Go to the InsideView Refresh page Click here to go to InsideView Refresh home page and select the login option.

2 Log in and allow OAuth access Log in to InsideView Refresh with your Salesforce account credentials.

 

  • hoose Sandbox and enter your Salesforce login credentials.

  • Click Log in to Salesforce.
  • To grant OAuth access to Salesforce CRM, click Allow as shown below:
  • The OAuth authentication will grant access to the following modules: 

    • Basic details
    • Manage data
    • View data via the Web
    • Manage your Chatter data
    • Custom applications
    • Unique identifier
    • Custom permission
    • Manage your Wave data
    • Perform requests on your behalf anytime
3 Review the installation components

InsideView Refresh will add and populate the following custom fields and workflow rule in your Salesforce CRM:

Important Note: You must not delete these custom fields and workflow rules under any circumstances. These custom fields and workflow rule components are required to push the matches and updates from InsideView Refresh into your CRM.

Custom Fields:

  • MatchedStatus
  • LastUpdatedDateByIV

Workflow components:

  • Account Outbound Rule 
  • Account Outbound Message
  • Account Outbound Rule (for new accounts only)

 

Add an InsideView Refresh Filter

InsideView Refresh allows you receive updates and review matches for your Salesforce CRM account data based on filters you define. To control which accounts are managed by InsideView Refresh, create a filter by following the steps below: 

Step Description Details
1 Go to the InsideView Refresh page To add a new filter, click Create Filter.

2 Define filter details On the Create Filter pop-up window, enter the following filter details shown:

  • Filter Name – name of the filter
  • Record Type – the type of record. For example, Accounts.
  • Match Records – choose either to Include or Exclude only option to match data from the account.
  • Active – Select yes or no to make a filter active or not.
  • Priority – Set the priority value from 1 to 5.

Note: You can add five filters only. 

Click Next.

3 Map fields

On the Field Mapping tab, by default some InsideView Refresh fields are mapped to your Salesforce CRM fields as illustrated below:

     

To map custom fields, select the following options:

  • Overwrite – Always push field values automatically into your CRM, overwriting your existing values.
  • Overwrite if blank – Push field values automatically into your CRM only when the particular field is empty.
  • Flag only – Send email notifications based on the frequency settings. These updates will also be visible in the Review Updates section.

If you are mapping fields for the first time, enter the field names to select a field to which you want to map a field.

    

Click Next.

4 Set Frequency

You can configure the frequency at which you want to receive updates from InsideView Refresh.

On the Set Frequency tab, select the type as shown below:

Note: The Start Date and Start Time indicates that the updates will be sent to your CRM from that specified date and time onwards.

You can select the following frequency types:

  • Daily – To receive updates on a daily basis.
  • Weekly – To receive updates from InsideView Refresh on a weekly basis on a specific time as illustrated below:

  • Monthly – To receive updates on a monthly basis on specific time as shown below:

  • Click Next

5 Finish and run a filter Review the filter details and click Finish and Run to execute the filter.

Click Finish and Close to close the Filter page.

6 View the filter To view the filter that you have added, scroll down on the InsideView Refresh home page as shown below:

Select a filter and do any of the following actions:

  • Click the Run Filter icon to execute a filter. The Run Filter pop-up appears.

  • Click the Edit Filter icon to edit a filter.
  • Click the Delete Filter icon to delete a filter.

Upload Salesforce Account Data

InsideView Refresh allows you to upload your Salesforce CRM account data file and update it with the latest information.

Note: In this release, you can add five filters and upload one file. If you add both a filter and upload a file, the file takes the highest priority. The file that you upload will always work according to an “include only” rule. The include only rule will add all accounts from the file into InsideView Refresh and sync account updates into Salesforce CRM.

Any additional file which you upload will replace the existing set of records with the new accounts in the file.

Step Description Details
1 Go to the InsideView Refresh page To upload account data, click Upload File.

2 Select the data file On the Open pop-up window, select the file you want to upload, as shown below:

Note: The .csv file that you have exported from your Salesforce CRM must include only the Account IDs. The header of the column containing the data you wish to import into InsideView Refresh should be ‘CRM Account ID’.

3 Review upload status

Once you select a .csv file, the upload status tracker is appears.

4. Complete the setup

Once the file is uploaded, follow steps to in the Add an InsideView Refresh Filter section above to add a filter for the accounts data from the file.

 

Review Matches

Once you add a filter or upload an account file, complete the steps described above and then click Finish and Run to execute the filter. 

The Managed Records results is displayed with the Total Records and Total Updates that available to sync from InsideView Refresh into your Salesforce CRM as illustrated below:

To review matches and updates from InsideView Refresh:

  1. Click the Total Records pie chart region to open the Review Matches page. 
  2. Click the Matched, Suggested Match, and Unmatched items to open the Review Matches page. 
  3. Click on any field in the Total Updates region to view the updates based on the field mapping.

For more information, read the articles Review Matches from InsideView Refresh and Reviewing Updates from InsideView Refresh on our Knowledge Base.

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