1. WorkSpan
  2. Co-Sell
  3. Co-Sell from Salesforce

WorkSpan Salesforce App (WS SFDC App) Installation Guide

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Prerana Gupta
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Table of Contents

1. Introduction

1.1. Why do you need to install this App?

1.2. What do you need to do?

2. Salesforce Package installation

2.1. Supported Salesforce versions

2.2. Installing Package

2.2.1. User Permissions

2.2.2. Install from Salesforce AppExchange

3. The Setup Checklist

3.1. Assign permission sets to your Salesforce Users

3.2. Setup in WorkSpan Admin tab

3.3. Verify Partner Records

4. Salesforce Client Setup in WorkSpan

1. Introduction

This document is a quick reference guide for administrators so that they can configure the WorkSpan application in Salesforce (WS SFDC App). 

The package is designed to work in Lightning Experience. It supports Enterprise, Performance, Unlimited (production or sandbox), and Developer Editions.

Refer to the detailed implementation guide for customizations and advanced setup options. 

Latest applicable versions of WS SFDC App - v 1.19.2, 1.24.1, 1.26, 1.28.1.   

1.1. Why do you need to install this App?

There are three main benefits of installing this app:

  1. It will help your Sales team receive and securely share the opportunities with partners from within your CRM without any manual work. 
  2. It will increase overall opportunities flow for your Sales team by 40% (based on our benchmarking across 50+ customers), which will help increase your co-sell pipeline and revenue. 
  3. It will automate all opportunity updates to and from your partners so that you can stay aligned with them each step of the way as you focus on closing more opportunities.

1.2. What do you need to do?

Install WorkSpan’s Co-Sell Salesforce App. It involves below steps for both test and production. The expected duration of installation is 15-30 mins.

  1. Install the WorkSpan app on Salesforce (3-5 mins)
  2. Assign users with the right roles (5-10 mins)
  3. Specify the credentials to connect to WorkSpan (2-5 mins)
  4. Authorize WorkSpan integration user to write and read into Salesforce (2-5 mins)

2. Salesforce Package installation

2.1. Supported Salesforce versions

The package is designed to work in Lightning Experience. It supports Enterprise, Performance, Unlimited (production or sandbox), and Developer Editions.

2.2. Installing Package

2.2.1. User Permissions

Users installing the package require the following system permissions in SFDC to install the package: 

  1. Customize Application
  2. Download AppExchange Packages

2.2.2. Install from Salesforce AppExchange

Install the package by searching for ‘WorkSpan’ on the Salesforce AppExchange or by using this link:

WorkSpan Co-Sell Platform for Salesforce - WorkSpan 

If you are having problems installing via the AppExchange, go directly to the org where you want to install the package.

  1. Select “Setup.” 
  2. Choose “AppExchange Marketplace.”
  3. Select “APP STORE” from the dropdown menu.
  4. Type “WorkSpan” in the search bar and press “Enter.”
  5. Select “WorkSpan Co-Sell Platform” from the results and proceed with the UI prompts.

Select the ‘Install for Admins Only’ option. Also, grant access to WorkSpan URLs. 

The WorkSpan Salesforce package contains five custom objects, 3 of which are for the business (Referral, Partner, Partner Referral), 1 for the admins (Log), and the last one is 100% technical.

You also have to grant access to WorkSpan URLs:

 

2.3. The new installation checklist

These are the configuration steps that you absolutely have to take in order to start using the app:

  1. Assign permission sets.
  2. Make sure you have the “Customize Application” system permission.
  3. Create a connection to a WorkSpan environment.
  4. Enable the integration.
  5. Create Partner records (if you are going to work with partners other than AWS and Microsoft Partner Center). 
  6. Create Microsoft Solution records (if you are going to utilize the Microsoft Partner Center flows.
  7. Disable the custom setting if you don’t want your AEs to be able to create new Opportunities from Referrals.
  8. Configure the purge job for logs.

3. The Setup Checklist

3.1. Assign permission sets to your Salesforce Users. 

This is a required step for a new installation. Assign appropriate permission sets to your Salesforce users.

  1. WorkSpan Account Executive (AE)—The primary App user. This persona is responsible for running direct-sell motions leveraging Salesforce and also running co-sell motions to win deals through collaboration with partners.
  2. WorkSpan Sales Ops Manager (SOM)—This persona is in charge of operational excellence. It manages Partner and Microsoft Solution records in Salesforce and distributes Incoming Referrals among AEs.
  3. WorkSpan Admin (WSA)—This persona is responsible for setting up the integration and maintaining the App. The permission set does NOT provide access to any business objects. Assign an additional permission set if you want your WSA to access Referral or Partner data.
  4. WorkSpan Read-Only User—This is a supplementary permission set for WSAs that provides read-only access to Referral and Partner data. Assign it if you want your WSA to be able to read sales data, but not edit any of it. If you want them to be able to edit as well, then assign WorkSpan Account Executive or WorkSpan Sales Ops Manager instead.
  5. WorkSpan Integration User—This is an artificial persona. All inbound requests are executed in this user’s context. Assign this permission set to the user whose credentials will be used to set up the integration in your WorkSpan environment. No human user (including admins) should be assigned this permission set: it is not required to use the App in any way, but it will allow users to break the integration unintentionally.
  6. WorkSpan Auto-create Referral from Opportunity—This persona allows to create and update Referrals from the Opportunity, i.e., triggering the dedicated flows, without any access to objects user within the package.

. There are two ways to assign users with permissions:

  1. By username 

Click on the username to ‘Edit’ permission. 

  1. By permission sets

To assign WS roles to a bunch of users, click on ‘Permission Sets’ under ‘Users’ in the left navigation panel.

Search for a desired role, and click on it to edit the permissions. For instance, select ‘WorkSpan Account Executive’ as shown in the above image.

You will be redirected to its details page. Now, click on ‘Manage Assignments.’

Here, you can view all the assigned users. To assign a new user, click on ‘Add Assignments’.

  Click on the checkbox to select all the users and click ‘Assign’. 

Note: You can select a specific number of users to assign the same.

3.2. Setup in WorkSpan Admin tab 

  1. Fill details in the Integration Setup page to create a connection to WorkSpan. Find the information required from the WorkSpan app. After the integration is set up, you can Test Connection.

Information when you are doing setup for UAT (i.e., in Salesforce Sandbox):  

  • Application User ID: This will be provided to you by WorkSpan or, simply login to WorkSpan -> Go to Companies -> Applications -> Get SFDC User ID.

  • Application User Secret:  This will be provided to you by WorkSpan or follow the above steps to get a “Secret Key” from WS. 
  • WorkSpan Environment: Select "Sandbox" from the picklist. 
  • WorkSpan App Host Name: Enter "uat.workspan.com" in the field.
  • Select Integration to upload data to WorkSpan: Select "Salesforce Inbound Opportunity Integration" from the picklist.

Information when you are doing setup for production (i.e., in Salesforce Production):  

  • Application User ID:  This will be provided to you by WorkSpan, or follow the steps here to get it from WS.
  • Application User Secret:  This will be provided to you by WorkSpan, or follow the steps here to get it from WS.
  • WorkSpan Environment: Select "Production" from the picklist. 
  • WorkSpan App Host Name: Enter "app.workspan.com" in the field.
  • Select Integration to upload data to WorkSpan: Select "Salesforce Inbound Opportunity Integration" from the picklist.
  1. Review details on the Field Mapping page. The App provides some configuration for the integration to work straight out-of-box (OOB), but you should review it. For each field (middle column), there are up to two configuration options: ‘Send to WorkSpan’ and ‘Source Opportunity field.’ For some fields one or both options are locked for editing because you shouldn’t alter their behavior since it will break the integration or the data flow.

3.3. Verify Partner Records

Go to the Partners tab and verify Partner Name (can be anything you want) and Partner ID for each partner you are going to co-sell with.

  1. If you are going to use the app to co-sell with AWS, then you need to have a Partner record with Partner ID = ‘Amazon.’ 
  2. If you are going to use the app to co-sell with Microsoft, then you need to have a Partner record with Partner ID = ‘Microsoft.’ 

4. Salesforce Client Setup in WorkSpan 

Perform following steps in WorkSpan to set up the Salesforce integration and authorize WorkSpan to access Salesforce. The person performing these steps in WorkSpan should have WorkSpan Integration User permission set in Salesforce to be able to authorize connection to Salesforce successfully. 

Note:

    There are two modes to connect to Salesforce App as listed below:
  1. SFDC Sandbox Mode - To set up Salesforce in the Sandbox environment, you need to reach out to the support team at WorkSpan to provide access credentials for WorkSpan’s UAT system.
  2. SFDC Production Mode - To set up Salesforce in the production environment, you can use your own credentials on WorkSpan Production. 

Step 1: Once logged in to the WorkSpan application, click on the Hamburger menu on the top left and click ‘Companies.’ Now, click ‘Applications’ and go to the ‘Salesforce Client’ tab.

Step 2: Click ‘Edit’ to add/edit ‘Salesforce User Name’ (assigned as ‘WorkSpan Integration User’ permission set in SFDC App) and ‘Production Org or Sandbox’ and then click ‘Save’.

Note:

  1. For SFDC Production, you need to select ‘Production’ mode since this will be connected to the ‘Salesforce’ application in the Production Org.
  2. For SFDC Sandbox, ‘Sandbox’ should be selected.

Step 3: Click ‘Authorize’ to authorize this username on the Salesforce application.

Note: You should open WorkSpan and Salesforce applications in two different windows. Before clicking on ‘Authorize,’ make sure to logout of the SFDC application, and close all the opened tabs of SFDC and the browser. 

Go back to the browser where the WorkSpan application is opened.

Step 4: You will be redirected to ‘Salesforce’ login page. Enter your ‘Username’ and ‘Password’ to login. 

After successful login, you need to allow access to share referrals from WorkSpan to Salesforce and vice-versa seamlessly.

Note: If it is not redirecting to the login page, try disabling web-browser pop-up blockers and then restart it. In case the situation persists, reach out to the WorkSpan support team.

Step 5: After successful authorization, refresh the page and you will be able to view the updated ‘Connection status as Active.’

Step 6: Click on ‘Test Connection.’

Note:

  1. If the connection test was successful, then it is configured properly. Now you are ready to send updates from WorkSpan to Salesforce App.
  2. In case the test fails, you can do the following: 
    1. Check for typos in your credentials.
    2. Retry after a few minutes.
    3. Reach out to WorkSpan support / Share the error message with WorkSpan.
    4. Continue to test until the connection is successful.

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