Summary: With our Salesforce integration, users can extend their Ziflow online proofing operations to Salesforce. Users can automatically search and update records in Salesforce for new proofs, comments, decisions, and more to keep their team up to date with the tools they're already using.
Follow the instructions on how to:
Please note that before setting up the integration between Ziflow and any third-party tool, it is necessary to connect Ziflow with the external application first. The process of connecting Ziflow to external applications can be found below.
How to Connect with Salesforce
To integrate Salesforce with Ziflow, follow these steps:
Open your Ziflow account and navigate to the Connect tab.
Click on the Applications tab located on the left side of the screen.
Inside the Applications menu, click on the "Connect Application" button.
From the list of available applications, select Salesforce.
Enter your Salesforce account credentials.
Follow the authorization request to complete the process of connecting Ziflow and Salesforce.
Once this is done, you should see Salesforce integration on a connections list.
To enable Salesforce fields at the proof level, please go ahead and navigate to the connection settings and activate them by selecting the Show option.
Setting up Salesforce automated flows
Once Ziflow and Salesforce are connected, you can begin setting up automated flows to send information to Salesforce. Start by going to the Connect tab and then Flows To proceed, please locate and select the Create Flow button located at the upper right-hand corner of the screen.
Select Ziflow as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to trigger the integration.
You will be presented with the event details page, which will vary depending on your selected event. There are nine different types of events:
New proof/version
Triggered by - select the type of request that will trigger the Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Created by - select the user responsible for this flow activation.
Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.
Proof updated
Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.
Modified in - select the Ziflow folder that this flow will monitor.
Decision made
Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.
Type of decision - choose the type of decision that needs to be made to activate the flow.
Created in - select the Ziflow folder that this flow will monitor.
New comment/reply
Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.
Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
Created in - select the Ziflow folder that this flow will monitor.
Comment resolved
Created in - select the Ziflow folder that this flow will monitor.
Comment labeled
Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.
Comment is labeled as - select which label(s) should trigger a Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Stage updated
Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
Triggered by - select which type of the stage updated event should trigger the Zibot.
Modified in - choose the Ziflow folder that this flow will monitor.
Comment reaction
Triggered by - choose to start a flow based on reactions added to comments, replies, or both.
Comment reacted with - select what type of reaction should trigger a flow.
Created in - select the Ziflow folder that this flow will monitor.
Setting up Salesforce action
After saving the event flow triggers, choose a Salesforce Zibot action that will pass the information set in the previous step directly to Salesforce:
Use the following Zibots:
Find records - with this Zibot, you have the ability to search for various Salesforce objects within your account. All you need to do is choose the object and field you're interested in, then input the desired value. Once the matching record is found, you can proceed to make updates as necessary.
Update record field - this can be used for updating specific records in Salesforce. To update the record, you have the option of either locating it using the Find record Zibot (above) or manually entering the ID. Once you have made your decision, select the field that requires updating and choose the appropriate value.
Combining various actions with the events described earlier allows you to create flows capable of handling multiple integration use cases. Using events and actions (also known as Zibots) will facilitate the sending or updating of data within the designated Salesforce account. Also, at the end of this article, you can find a few examples of flows that can show how we use our flows functionality.
Connect Ziflow proofs with Salesforce records
Once you've connected Salesforce to Ziflow, you can start linking proofs with the Salesforce records from the Integrations tab while creating or editing proof details.
It's important to keep in mind that to use integration fields while configuring or editing proofs; you must enable them in the application settings.
Connecting proofs with integration items is very quick and straightforward. During the proof configuration, open an integrations tab and select the Salesforce record details (board and item).
Salesforce flow examples
Search for the Salesforce record and update some field values.
1. Create a new flow with Ziflow as an application. The Decision made event trigger should be selected. I've chosen the Approved decision on a proof level in configuration. You may use a different configuration that works for your use case.
2. Add the Find records Zibot. For the SF object field, I selected the Case object. I need to find a case that corresponds to the Ziflow proof (both objects have the same name). This is why I used a proof name token selected from a token selector.
3. In the next step, you must add the Update record field Zibot. Inside the Record ID field, please select a token containing Salesforce task ID from a previous Zibot. In the last field, I selected the Closed status as a new value.
4. Save the flow and check if the case status is updated after calculating the proof's final status.
