Note: You need admin privileges in SalesScreen to carry out this process.
Having already initialized the integration with Dynamics CRM Online, it's time to set up a subintegration that will actively retrieve relevant data from Dynamics and visualize it as a KPI of your choosing.
We'll illustrate this process through an example, presented in the step-by-step guide below, but first, let's explain the subintegration approach.
The Technology behind Subintegrations
Subintegrations retrieve data from Dynamics CRM via the Dynamics 365 Web API.
The Web API is used to query Dynamics 365 for new or updated CRM data records, like Opportunities or Tasks, every 5 minutes.
Example: New Opportunity triggers new Offer report
In this example, we want the Opportunity entity in Dynamics CRM to correspond to an Offer object in SalesScreen.
This means that every time an Opportunity is created or updated in Dynamics CRM, a corresponding Offer report is created or updated in SalesScreen.
First, navigate to the Dynamics CRM Online integration management dashboard, as seen in the images below, where your integration with Dynamics should already be initialized. If not, find out how to set up the integration.
In SalesScreen, go to Manage > Settings.
Choose Integrations and click on Manage, next to Microsoft Dynamics CRM Online.
From the Dynamics CRM Online integration overview, click on New Subintegration.
You'll be presented with a view that asks you to choose a Dynamics CRM entity from the dropdown menu. Select the Opportunity entity.
Proceed to select the Offer object from the SalesScreen object dropdown menu.
To recap: Every time an Opportunity is created or updated, you want the same operation to be executed on the corresponding Offer object.
Proceed by clicking Continue.
The next view presents a selection of dropdown menus that provide you with the choice of mapping Opportunity attributes to Offer report fields.
The Offer fields are labeled above their corresponding dropdown menus - which contain selections of relevant Opportunity attributes.
The following image shows a typical mapping setup.
Note that Create individual reports based on products is disabled by default. This function allows the subintegration to generate a new report in SalesScreen whenever the Dynamics entity's product attribute is changed.
In this example we utilize the Opportunity's StepName as the product field. If we enable the function, a new report will be generated in SalesScreen for every step that the Opportunity goes through.
The Report Id is the unique identifier of an Offer report. We want it to map to the Opportunity OpportunityId attribute.
The Quantity is not relevant in this case, and the default quantity of an Offer report will therefore be set to 1.
The Amount holds the value of how big the offer was. We want it to mirror the Opportunity EstimatedValue attribute.
The Gross Margin is not relevant in this case, and the default gross margin of an Offer report will therefore be set to 0.
The Report Date shows when the report was created. We want it to mirror the Opportunity CreatedOn attribute.
The Main User Id points to the user responsible for creating the Offer report. We want it to mirror the Opportunity OwnerId attribute.
The Second User Id points to a potential second user that should also be credited with the report. This field does not apply in our example. If set, the second user in SalesScreen will receive the Opportunity Amount as the Gross Margin of his/her report.
The Product represents a product that the Offer report was made on . In this case we want the product to be presented as the Opportunity StepName attribute (e.g., Qualify, Develop, Close etc.).
The Customer represents the name of the client that received the Offer. In this case we want to display the name of the Account that is connected to the Opportunity. The Opportunity CustomerId attribute contains the Account identifier.
Optional Field Mapping Values
You'll notice that some of the Offer fields are without Opportunity attribute mappings and simply display 'Optional'.
You are free to define these fields as well when you're setting up your own subintegration.
Custom Field Mapping Values
You can choose to set your own custom value for the fields - except for Report Id and Main User Id. An example is shown in the following image.
In this case, all Opportunities will come in as Offer reports in SalesScreen, with the product always being "My Product Name".
When you are done with mapping the object fields, click Continue.
The final step of creating a subintegration is to set up filters - if needed. These filters, or conditions, help to make sure that only a subset of instances of the chosen Dynamics entity - in this case, Opportunities - makes it into SalesScreen, thus ensuring that the data is as relevant as possible.
You'll be presented with a dropdown menu containing all the attributes of the Dynamics entity that filtesr can be applied to. You can combine mutiple filters by clicking the AND button or OR buttons, thus enabling you to create more complex filters.
For instance, you might want to only retrieve Opportunities where the EstimatedValue is greater than 0 AND the CloseProbability is less than 100%, OR the StepName is equal to "Close".
The image below shows the Opportunity attributes and potential filtering choices you can apply to these attributes.
In our example, we've chosen to only retrieve Opportunities with EstimatedValue greater than 0 and CloseProbability value of less than 100 (%). In other words, only an Opportunity with EstimatedValue greater than 0 and CloseProbability less than 100 will be synced to SalesScreen as an Offer report.
You can create more filters/conditions, like for instance, the Name value needs to start with "My Opportunity".
Finally, click Submit and wait for the subintegration to be created based on the input you've provided.
Upon successfully creating the subintegration, you be presented with the integration overview, where your new subintegration is now visible, as seen in the image.
It neatly summarizes the function of the subintegration; Opportunities in Dynamics trigger Offer reports in SalesScreen.
Step 6 - Let's Test It
Now that our example Subintegration has been set up, it's time to test it out.
Sign in to your Dynamics organization with a user account that is already synchronized to SalesScreen (a corresponding user account exists in SalesScreen). If you haven't done this already, please see our user synchronization documentation.
When signed in, create a new Opportunity. Remember to set the Estimated value to be greater than 0 and the Probability value to be less than 100 (%). See following image for reference.
Click Save and navigate to SalesScreen in your browser. Within 5 minutes, you should see a report activity popup in the SalesScreen window, as seen below.
The company feed shows the Offer report in the following image.
Updating and Deleting Records
When updating the information of the Opportunity in Dynamics, the relevant information of the corresponding Offer report in SalesScreen will update as well - within 5 minutes.
If you want the SalesScreen report to automatically be deleted when deleting the corresponding record in Dynamics, you need to enable Auditing for the Dynamics entity - in this case the Opportunity entity. Auditing can be activated in the Dynamics settings, with the System Administrator user role.
You can Pause/Resume the subintegration, or terminate it all together by clicking Remove.