Project Recipe: Calendar Contact Auto-loader for Salesforce

The following is a guideline to follow when using the recipe "Calendar Contact Auto-loader for Salesforce". Please read these guidelines before cloning the recipe.

Overview

This recipe provides the following:

• A job that processes Google calendar events and:
  • checks if a invitee exists in Salesforce as a Contact or Lead
  • if the invitee does not exist in your CRM, looks for a matching account using the invitee's email domain
  • if a matching account is found, looks for an open opportunity
  • builds the invitee's name from the calendar event information
  • defines the new lead or contact source
  • labels the new invitee as a lead (no matched account) or contact (has a matched account)
• An analytic chart showing the new leads and contacts found during the most recent run
• A search app to view the lead and contact records that can be added to your CRM

This project does not provide jobs to create the new leads or contacts, nor does it add new contacts to the open opportunity, if found. Those jobs should be added after deploying this recipe. Please contact your Customer Success team if you have any questions on how to build those jobs.

Preparation

1. Establish data sources:  A data source must be created for all the following Salesforce objects: Accounts, Opportunities, Users, Contacts and Leads. If you already have these data sources, you do not need to create new ones. The data sources need to contain the following attributes:
   1. Accounts: all standard fields
   2. Opportunities: all standard fields
   3. Users: all standard fields
   4. Contacts: all standard fields
   5. Leads: all standard fields
2. Establish a Data Source for Google Calendar. For details on how to do this, please refer to the document Connecting to Google Calendar
   1. The Google Calendar connector requires a list of email addresses to import. When configuring the connector, we suggest you use the Salesforce User table and filter the users by Role to focus calendar imports to your sales and customer success team members. As an alternative, you can create a separate data source with a list of email addresses to import.
   2. In the advanced configuration, you can specify the date range of calendar entries to import. We suggest starting with a window of about 30 days for testing. This value can be changed after the testing period.

Clone

To clone the project recipe, navigate to Projects Recipes and select the project recipe to clone.

You will need to provide:

• Project name
• Prefix and/or suffix for all objects in the project
• Data sources to be used in the project

Examine the cloned project

We recommend you look through all the newly created project elements to familiarize yourself with what has been created.

Look for:

1. Any job that is marked with errors. These errors must be manually corrected.
2. Any task marked with [EDIT]. These tasks may need customization to match your company's best practices and data values.

Review the job logic and make changes as needed

These recipes may need modification to reflect the contact and lead creation practices in your organization. Below is a list of questions to help you customize the job:

1. If a calendar invitee has a matched account, do you want to create a new lead or a new contact? As published, the job creates a new contact.
2. Are there email domains you always want to exclude?
3. Are there key words in event descriptions you want to exclude?

Finalize the project

When you are happy with the job outputs, complete the project by:

1. Building export jobs to create leads, contacts, and optionally updating the Opportunity Contact Role
2. Creating a bot to import the Google Calendar object, and any other objects not already being imported, and to run the job.
3. Setting the Bot schedule and enable automation.