This article reviews the integration capabilities available in GovSpend today and how to use them.
Before using integration capabilities in GovSpend, make sure that your Organization has gone through the initial integration configuration. Refer here for details.
Integrate Data from an Individual Record in GovSpend
From within the GovSpend application, you can choose to integrate data from a single record details page to your CRM system based on the integration configuration you have set up.
- Navigate to a search module that supports integrations, or open up one of your saved searches. Modules that currently support integrations include:
- Navigate to a details page, for example a Bid Details page or a Contact Details page
- In the top right you will see an "Add to CRM" button
- Click to view your Source-->Destination Object integration options for that particular GovSpend module. The available options are dynamic based on what you set up in Step 4 of the configuration process.
- Example: In the integration configuration I've set up Bids to map to Opportunities in my Salesforce. Therefore, I see the following as an option to select from a Bid Details page in GovSpend: "Salesforce: Bid to Opportunity".
- Example: In the integration configuration I've set up Contacts to map to Contacts AND Leads in my Salesforce. Therefore, I see the following options to select from a Contact Details page in GovSpend: "Salesforce: Contact to Contact" and "Salesforce: Contact to Lead".
- Select the integration you want to perform for that particular record
- This will trigger the record to move to your CRM based on the object mapping you have set up.
- You will see an initial "toast" message in the top right of your screen to indicate that the workflow was triggered successfully.
- Once your integration successfully runs, go into your CRM, view the applicable object type, and refresh to see the record from GovSpend created in your CRM.
Integrate Records in Batch from a Saved Search
When on a search page or a saved search, you can multi-select records and integrate them in batch to your CRM system based on the integration configuration you have set up.
- Navigate to a search module that supports integrations, or open up an applicable saved search. Modules that currently support integrations include:
- Use the checkboxes to the left of each result in your results table to select the records you want to move to your CRM.
- Once you've made a selection, you'll see the "Add to CRM" button to the top right of your search results table become available.
- Click and select how you want to integrate your data. Similar to integrating from individual records, the available options are dynamic based on what you set up in Step 4 of the configuration process.
- You will see the toast message to indicate your workflow was triggered successfully.
- Once your integration successfully runs, go into your CRM, view the applicable object type, and refresh to see the records from GovSpend created in your CRM.
Note: You can select up to 25 records to integrate at once in batch from your search results.
Integration Use Case: Saved Search Alerts
If you have alerts set up for your Saved Searches, you can integrate records from that alert with just a few steps.
- Find a recently saved search alert email in your inbox
- Click a search link in the email to open up that search in GovSpend
- Note that your search results will be filtered for the time frame of your alerts, so the results you see in GovSpend will be specific to that alert
- Multi-select each record in your results and use the "Add to CRM" button to seamlessly move records you were alerted on to your CRM system.
Integrate Records on a Schedule from a Saved Search
Set up automated integrations from a saved search to push new or updated records flowing into that saved search into your CRM on a schedule.
General Notes:
- BEFORE setting up scheduled integrations, it's recommended to make sure that you have very refined searches set up to ensure the data pushed to your CRM is meaningful for your teams. Please reach out to your support team for help refining your searches if needed!
- Scheduled integrations for a search are set at the Organization level. This ensures that individual users in GovSpend can't turn on scheduled integrations for the same saved search multiple times. This is different than Saved Search Alerts, which can be turned on and customized for each individual user.
- Schedules available to select:
- Daily (sent every morning around 6-7am EST) - Available for all modules
- Weekly (sent once a week on Friday morning around 8am EST) - Available for all modules
- Immediate (sent every 4 hours throughout the day) - Available for BIDS ONLY
- Number of Records Integrated per Search
- We currently send up to 200 records per search per scheduled run. So if you have a saved search set up to integrate data daily, we'll send up to 200 new records for that search each day.
How to Set Up Scheduled Integrations
- Prior to setting up scheduled integrations for saved searches, make sure you've completed the configuration and activation of your integration (click here for instructions).
- Once configuration is complete, navigate to the Saved Searches page
- Any user with integration permissions will see the "CRM Integration" column
- For a given saved search, click the toggle to turn on scheduled integrations for that search. If it's your first time setting up scheduled integrations for that search, the integration settings modal will automatically open up.
- Within the settings modal, review and configure the following:
- Frequency: Options are Daily, Weekly, and Immediate (for bids only). Default setting is "Daily".
- Alert Group: This allows you to indicate whether you want New, Update, or both New & Updated records to be sent to your CRM. Note that "Updated" records are currently only available for Bid Searches. Default setting is "New".
- Integration: Select what Record Type to Destination Object mapping you want for the records being sent from this search. This is based off of the configuration mapping you set up for that module during the configuration set up.
- Once you've reviewed and selected your settings, click "Submit"
- During the next scheduled run after clicking "submit" any new/updated records (depending on your selection) will be sent to your CRM system for that search.
Note: The current limit of records sent per search per scheduled run is 200. If there are more than 200 records available for that search, we'll only send the first 200.
- To change the integration settings for a search, simply click the gear icon to open up the integration settings modal again.
- If you attempt to turn on scheduled integrations for a search from a GovSpend module for which you haven't configured any mappings, you'll get the below message:
- Click "Setup Integration" to navigate to the Integrations Page where you can reconfigure your integration and set up mappings for that module.
