Set Up a Salesforce Report Data Source

A Salesforce Report Data Source Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data. fetches data from an existing Salesforce report into your TrueContext forms. The report must use a tabular format, contain no grouped data, and have no more than 2,000 rows. This topic describes the steps you must take to set up a Salesforce Report Data Source.

Available as an add-on for the Intelligent and Elite tiers:

Contents

• Set Up a Salesforce Report Data Source
  • Prerequisites
  • Create the Data Source
  • Set up the fetch options
  • Set up the Salesforce Connection
  • Best practices

Prerequisites

• You must have the right permissions: Admin or Can Create in your FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace..

• Your team needs a Salesforce connection set up in TrueContext.

• You must have a Salesforce Report that has

  • a tabular format

  • no grouped data, and

  • no more than 2000 rows.

  Note:Check that any filters on your Report return the records you need. If your filters don’t return any records, the Data Source fetch results in an error.

Create the Data Source

1. In the TrueContext Web Portal, go to Forms & Integrations Integration refers to secure communication and data sharing between TrueContext and a third-party system, such as Salesforce or ServiceMax. Connections, Data Sources, Data Destinations, and App-to-App calls and callbacks can be used as part of an integration solution. > Data Sources Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data..

2. Select Create Data Source.

3. Choose Salesforce Report as the type.

4. Give the Data Source a clear name.

5. Add a description to help others know what this Data Source does.

Set up the fetch options

On the Data Retrieval and Format tab:

1. Select Push updates to devices after a fetch to notify Mobile App users when new data is fetched.

   Tip:Your Mobile App users must enable push notifications to receive them. Remember that too many push notifications might distract your field technicians.

2. Do you want to fetch data automatically?

   • If yes, select Automatically fetch new data…, and then choose the fetch frequency and time zone.

     Info:The topic Data Sources Overview: How the system schedules Data Source fetches describes these settings in more detail.

     If you need to fetch data more often than once per hour, you can use an API call to fetch Data Source contents.

   • If no, you can manually fetch new data when you need to. Go to step 4.

3. Do you want to start the schedule now?

   • If yes, select Activate this schedule.
   • If no, go to step 4.

4. To fetch the data as soon as you save the setup, select Fill the Source Data immediately.

Set up the Salesforce Connection

1. On the Connection tab, select an existing Salesforce connection or create a new one.

   If you need a new connection and you’re not an Admin user, ask your TrueContext team admin to create the connection.

2. Enter the Report ID.

   To find the Report ID, open your report in Salesforce. The ID is the last part of the URL, after the domain. For example:

   https://na7.salesforce.com/01OE0010002k1NJ
   

   In this URL, 01OE0010002k1NJ is the Report ID.

3. Select Create to save the new Data Source.

4. Use the Data Source in a form.

   Info:The topic Use Data Sources in Forms provides detailed steps to set up your form, including steps for using an On-Demand Data Source.

Warning:When you link a Salesforce Report Data Source to a form, you reference specific fields from that report. If a Salesforce user changes the report format—for example, by removing a field—TrueContext can no longer populate the related question in your form.

Best practices

• Use clear names and descriptions for your Data Sources.

• Verify that your report filters return the records you need before you create the Data Source.

• Keep your report in a tabular format with no grouped data.

• Coordinate with your Salesforce team to avoid unexpected changes to the report format.