WorkSpan Admin tab - Integration Setup

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Table of Contents
1. Integration Setup Page
    1.1. Create a connection to WorkSpan
    1.2. Test connection to WorkSpan
    1.3. Clear credentials for the connection to WorkSpan
    1.4. Edit connection to WorkSpan
    1.5. Enable/disable the integration
    1.6. View Connection Status
    1.7. Permission Sets Assignment


1. Integration Setup page

In order to perform any configuration on the WorkSpan Admin tab, the user will require the “Customize Application” system permission. Unless your WSA is a System Administrator—they probably don’t have it. Create a custom permission set with this system permission (it will automatically include some more permissions as well) and assign it to the WSA user.

Do not connect multiple Salesforce orgs to the same WorkSpan environment or multiple WorkSpan environments to the same Salesforce org. There should be only one-to-one connections.

1.1. Create a connection to WorkSpan

This is a required step for a new installation. Pull up the credentials for your WorkSpan environment, and follow the steps below:

  1. Go to the “WorkSpan Admin” tab in the WorkSpan App.
  2. On the “Integration Setup” subtab, populate the fields:
    1. (WorkSpan) Application User ID.
    2. (WorkSpan) Application User Secret.
    3. Select the type of WorkSpan Environment you are connecting with (Either “Sandbox” or “Production”).
    4. WorkSpan App Hostname (appears if you selected “Sandbox” environment).
  3. Once all the fields are populated, click Connect. If everything is alright—a green toast message will pop up. 
  4. A new field, Selected Integration, to upload data to WorkSpan will appear. It pulls a dynamic list of all Inbound API Integrations configured in the WorkSpan environment (the one defined by the four other fields). 
  5. Select integration that will be used in WorkSpan to ingest data from Salesforce.
  6. Click Save.

If you are setting up for the first time after the installation, don’t also forget to enable the integration.

1.2. Test connection to WorkSpan

After the integration is set up, you can Test Connection on the “Integration Setup” subtab without going into editing mode.

1.3. Clear credentials for the connection to WorkSpan

If you are facing unexpected issues when trying to edit the credentials (or if you just need to clear them without populating new values), the best course of action is to wipe the current credentials from the Integration Setup tab in the WorkSpan Admin tab. In order to do that:

  1. Open the Integration Setup tab in the WorkSpan Admin tab.
  2. Click on the dropdown button next to the Edit button.
  3. Click Clear Credentials and then click Yes in the modal window to confirm the operation.

    4. After that, you will be able to enter new credentials as described here.

1.4. Edit connection to WorkSpan

If you click Edit after the integration is set up, the subtab will switch to editing mode. From there, if you only want to change the Selected Integration to upload data to the WorkSpan field value or disable/enable the integration, then you can simply do that. However, if you change any of the four “main” fields, you will be forced to successfully Test the Connection again before being allowed to Save the new credentials.

1.5. Enable/disable the integration

This is a required step for a new installation. Go to the editing mode on the Integration Setup page, switch the toggle at the top to ‘Enabled’, and click Save

There is no need to retest the connection if the only change you’ve made is to enable/disable the integration. And even if it is disabled, you can still click Test Connection to check if your configuration is valid.
When the integration is disabled, no outbound requests are sent. On any Referral record that should have produced an outbound request, the Last Sync From Salesforce XXX fields are updated:

  1. Last Sync From Salesforce Status: Paused
  2. Last Sync From Salesforce On current date/time
  3. Last Sync From Salesforce Message: The referral was not sent to WorkSpan because the integration is disabled.

When the integration is disabled, all inbound requests only receive the same code (403 (Forbidden)) and error message in response, with no other processing: Integration is disabled by the administrator. The Last Sync From WorkSpan XXX fields are NOT updated. The integration status is displayed in the Integration Status LWC.

Records that have been updated when the integration was disabled will NOT be automatically repeated when it is enabled again. You can create a report or use the Data Loader to find those records and do a dummy update. Just make sure you include a field that is marked to be sent to WorkSpan (see Configure which fields to send to WorkSpan).

1.6. View connection status

Users can view the current connection status:

  • Green “Connection Active”
  • Red “Connection Unsuccessful” 
  • Red “Connection Disabled”

1.7. Permission Sets Assignment

Users can view all WorkSpan Permissions Sets and how many users are assigned to each. If mandatory permission sets do not have any users assigned then a warning will be shown.

Users can also follow the links to go directly to the Setup page to assign users to each permission set.

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