Overview
The LinkSquares Analyze integration in Salesforce comprises three key features. LinkSquares users typically leverage a combination of these features.
Process
AutoPush
AutoPush pushes agreements from LinkSquares Analyze to Salesforce Analyze.
Users have the option to push the original file for the fully executed agreement and the tags associated with the agreement from Analyze into Salesforce. If the agreement file is pushed to Salesforce, it will be stored as a ContentDocument on the Related tab of the LinkSquares agreement record.
This functionality must be enabled by the LinkSquares team. The agreements that are pushed into Salesforce can be filtered based on tags or agreement type. Users must reach out to the LinkSquares team to specify the tags or agreement types they would like to use to include or exclude agreements from being pushed into Salesforce.
These agreements will reside on the LinkSquares Agreement object within Salesforce. Salesforce Administrators can determine who has access to this object.
Salesforce users can adjust their view of this object by using Salesforce list views to add columns or Salesforce reporting to create a custom view. The agreements in Salesforce will also be stored on the main Agreements page within Analyze.
Configuring Tags for Auto Push
1. Log in to Salesforce as an Administrator and create the field LS_Agreement_Tags in the LinkSquares__Agreement__c object in Salesforce. Type = Long Text Area (131072)
2. Set the 'Field-Level Security' of the LS_Agreement_Tags__c field to the Profiles you wish to utilize and make sure the field is set to Read-Only
Note: Remove the field LinkSquares__Agreement__Tags (multi-select) if it is on the page layout; this field is not used and disabled.
4. Optional: Push the original file from Analyze.
Contact LinkSquares Customer Support to enable Auto Push Tags and/or the Push Original File options.
Note:
Processing times can vary from 5 to 15 minutes before tags will appear on an Analyze agreement in Salesforce. Once the initial sync is complete, any new tags added will sync automatically.
When utilizing a Salesforce Service Account for the integration, ensure that Field-Level Security (FLS) for the
LS_Agreement_Tagsfield is set to “Edit” access within the assigned profile. This permission is required for tag updates to sync successfully.
To learn more about the main Agreements page within Analyze, reference our article on Analyze Agreements Page.
Users can select an agreement on the LinkSquares Agreement object to access the agreement’s record page.
This page contains key information from the Analyze individual agreement view, including the agreement name and type, a link to the agreement within Analyze, and the relevant Global Terms for the agreement.
To learn more about the Analyze individual agreement view, reference our article on Analyze Individual Agreement View.
Salesforce Administrators can control which Global Terms and custom Smart Values appear within Salesforce by editing the LinkSquares agreement record.
To learn more about including custom Smart Values in AutoPush, reference the Configuring Custom Smart Values Within Salesforce section of this article.
Note: The LinkSquares Agreement object is not a bidirectional sync. Any edits made on the individual agreement view within Analyze will be pushed into Salesforce. However, information that is edited within Salesforce will not push back into Analyze.
Autopush Filters
Inclusive Filtering:
Users have the option to use Tags or Agreement Type filters when pushing agreements to Salesforce. When enabled, only agreements with any one of the tags or types selected below will be pushed to Salesforce. When disabled, agreements with any one of the tags or types selected below will NOT be pushed to Salesforce.
Tag Filters:
If "Inclusive Filtering" is enabled, only agreements with any one of these tags will be pushed to Salesforce. If "Inclusive Filtering" is disabled, agreements with any one of these tags will NOT be pushed to Salesforce.
Agreement Type Filters:
If "Inclusive Filtering" is enabled, only agreements with any one of these types will be pushed to Salesforce. If "Inclusive Filtering" is disabled, agreements with any one of these types will NOT be pushed to Salesforce.
Note: Tag and type filters will not be applied retroactively. If filters are added after an agreement has already been pushed to Salesforce, the agreement will remain in Salesforce, but the filters will apply to subsequent updates to the agreement.
If a tag or type filter is added to an agreement after it has already been pushed, it will remain in Salesforce, but the filters will apply to subsequent updates to the agreement. To enable Auto Push filtering by Tags or Agreement Types, please get in touch with the LinkSquares Support team, who can enable these options.
AutoPush Configuration
AutoPush is enabled by the LinkSquares team. No user configuration is required unless you would like to push additional Smart Values from Analyze to Salesforce.
Configuring Custom Smart Values Within Salesforce
Any custom Smart Values, except for “Multiple Value List,” can be configured within Analyze and pushed over to Salesforce using the following process.
Note:
List field is supported, but the Salesforce field type must be configured as ‘Text’
1. Create a custom field on the LinkSquares agreement record for each custom Smart Value you would like to push from Analyze to Salesforce.
To learn more about creating custom fields in Salesforce, reference this webpage on Create Custom Fields.
2. Copy the unique API name for the custom Salesforce field.
3. Go to Settings from the app selector within the LinkSquares web app.
4. Select Analyze App.
5. Go to the Terms tab.
6. Click the ellipsis icon for the relevant custom term and select Edit.
7. Enter the API name for the custom Salesforce field into the SFDC Field Name field.
8. Click UPDATE once complete.
Note: Please notify support@linksquares.com of each new API Field you create so the LinkSquares team can validate the field on the backend.
DropZone
The LinkSquares Analyze Uploader, often referred to as 'Drop Zone' in the Salesforce integration, is a Visualforce component that allows Salesforce users to drag and drop agreements to be uploaded into Analyze.
DropZone provides a direct, highly controlled way to ingest fully executed or legacy agreements and associate them instantly with a specific Salesforce record.
DropZone is the ideal tool for scenarios where a single user needs to ensure a specific set of agreements is associated with a single record (Account, Opportunity, etc.) that the user is currently viewing in Salesforce, bypassing a manual upload process.
Acceptable file types for DropZone are DOCX and PDF.
These agreements will be ingested into the Pending tab within Analyze and tagged with the relevant parties and effective year.
Note:
If both AutoPush and DropZone are enabled in a Salesforce instance, any agreements uploaded to Analyze via DropZone will automatically be pushed back into the LinkSquares Agreements object within Salesforce via AutoPush.
DropZone will store all agreements that have previously been uploaded on a given Salesforce object. Each agreement stored within DropZone will be linked to the associated individual agreement view within Analyze.
DropZone Configuration
The DropZone component can be added to any object from which you would like to upload agreements to Analyze. The LinkSquares team recommends placing this component on either the Account or Opportunity object.
Note:
- This process will use the Account object as an example.
- Your Salesforce instance must be in Salesforce Lightning to use DropZone.
1. On the desired Salesforce object, click the Setup cog icon in the upper right-hand corner and select Edit Page.
2. Drag and drop the Visualforce component onto the page from the Components panel on the left.
The component will automatically be named according to the Salesforce object on which it has been placed. In this example, the component is automatically named “LinkSquares Analyze Account Uploader.”
This name can be edited by selecting an option from the Visualforce Page Name field or by entering a custom name in the Label field.
3. Optionally, click + Add Filter below the Set Component Visibility section to place restrictions upon the DropZone component.
4. Click Save in the upper right-hand corner once complete.
The DropZone component is now available on the relevant object. At this point, users can begin dragging and dropping files into DropZone to be uploaded to Analyze.
Note:
- Users without an Analyze license can use Dropzone; however, they will not be able to view the agreement without having an enabled User Role in LinkSquares Analyze.
Recommendations:
- Label the Visualforce component as 'Upload Only' or include wording to indicate this, so unlicensed users clearly understand its intended use.
- By using the AutoPush feature in Analyze, and relating the agreement back in Salesforce the unlicensed users will be able to access and view the agreement.
DropZone Use Cases
The most definitive use case for the Drop Zone feature is:
M&A Due Diligence
A company acquires another company and needs to rapidly centralize all key contracts related to the newly acquired Account or Customer.
Repository Cleanup
A Sales Rep discovers five signed legacy agreements for a major Opportunity that were mistakenly stored in a local network folder instead of Salesforce and uses the Drop Zone on the Opportunity record to ensure those five critical documents are uploaded to Analyze AND linked correctly to the Opportunity in one action, ensuring compliance and visibility.
Ad-Hoc Supplement
A user needs to upload a final amendment or critical attachment that was just signed and must be associated with the parent record immediately.
In short, the Drop Zone is the best choice when the primary context for the agreement is the Salesforce object itself, and a user needs to quickly add documents one-by-one or in small batches for immediate processing and association.
AutoPull
AutoPull is an API-based pull that draws documents from Salesforce and pulls them into Analyze based on one or more SOQL queries. This function can be configured as a one-time pull or as ongoing ingestion occurring daily at 10 PM EST.
AutoPull SOQL queries can be configured such that they pull documents from multiple Salesforce parent objects. Fields on the parent object can be mapped to global terms on the agreement within LinkSquares.
AutoPull is recommended for users with many DOCX or PDF files stored as attachments, URLs, or content documents on Salesforce objects that need to be bulk-ingested into Analyze.
AutoPull Configuration
AutoPull is configured by working with a LinkSquares Integration Specialist to configure SOQL queries based on how the files are stored in your Salesforce instance.
AutoPull SOQL queries may look like the following example.
Note: If AutoPush is enabled, any agreements that are ingested to Analyze via AutoPull will automatically be pushed back into Salesforce via AutoPush.