Connecting Salesforce

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Connecting Salesforceedit

Connector configuration instructions provided in this guide apply both to Salesforce and Salesforce Sandbox.

The Salesforce delete job is not yet supported. It will run, but not delete documents. However, documents may be deleted during full and incremental syncs.

Salesforce is a cloud-based customer relationship management (CRM) platform with a focus on customer service, marketing automation, analytics, and sales operation tooling. The Salesforce connector provided with Workplace Search automatically captures, syncs and indexes the following items:

Accounts

Including ID, name, address, owner information, and timestamps

Contacts

Including ID, name, title, address, and timestamps

Leads

Including ID, name, associated account, associated opportunity, and timestamps

Attachments

Including ID, owner information, extracted textual content, and timestamps

Campaigns

Including ID, name, type, description and timestamps

Opportunities

Including ID, name, type, description, owner information, status and timestamps

Cases

Including ID, name, case number, description, timestamps, associated comments, feeds, feed comments and emails

Known issuesedit

  • Syncs may fail with the error Unknown problem occurred when syncing.

    This occurs when trying to sync empty tables from Salesforce.

    Workarounds

    1. Create dummy records and filter them out.

      Ensure that the following tables are not empty before syncing: Accounts, Contacts, Opportunities, Users, Leads.

      Add dummy data to these tables if they are empty. Use content filtering rules to ensure that these records are not indexed and available for search.

    2. Use the framework provided in 8.3 to build your own Workplace Search Salesforce connector. Use our technical blog as guidance.
    3. If your search experience is not tied to Workplace Search, use our new async framework written in Python to build your own Salesforce connector client.

Configuring the Salesforce Connectoredit

Configuring the Salesforce connector is the first step prior to connecting the Salesforce service to Workplace Search, and requires that you create an OAuth App from the Salesforce platform. To get started, first log in to Salesforce (or Salesforce Sandbox) and access your administrative dashboard.

The procedures for Salesforce’s Classic UI and Lightning UI are very similar but the entry points are different.


Classic UIedit

Step 1. Click your account avatar in the top right and navigate to Settings:

Figure 73. Connecting Salesforce

Step 2. You’ll see a large list of menu items. Under Build, expand the Create dropdown, then click Apps:

Figure 74. Connecting Salesforce

Workplace Search needs an OAuth App with which to interface. There are two important things to understand before you create one:

  1. The app can stay in developer mode. You do not need to publish it.
  2. Make sure that you create this app with a trusted and stable Salesforce account.

We recommend creating a team-owned account for only this app. If access is lost, a new one must be created and the configuration updated in Workplace Search.


Step 3. Scroll to the Connected Apps section and click New:

Figure 75. Connecting Salesforce

From here, proceed to the Creating the OAuth Application step (see below).


Lightning UIedit

Step 1. From the Lightning experience, click Setup in the top right corner:

Figure 76. Connecting Salesforce

Step 2. Select App Manager on the left sidebar under Apps:

Figure 77. Connecting Salesforce

Step 3. Click the New Connected App button:

Figure 78. Connecting Salesforce

And then proceed to the Creating the OAuth Application step (see below).

Creating the OAuth Applicationedit

We must now create the OAuth application that Workplace Search will use to communicate with the Salesforce platform.


Step 1. Let’s start with the basic information:

  • Connected App Name: A name to help you identify the application. Workplace Search, or something like that.
  • API Name: A programmatic name which you can access via Salesforce API. Doesn’t impact Workplace Search – it’s for your benefit.
  • Contact Email: Use whichever you’d like.

You can also add a logo for visual identification.

Figure 79. Connecting Salesforce

Step 2. Click the Enable OAuth Settings checkbox: this will unveil many more options. Under Callback URL, we will add the appropriate redirect URL(s). The redirect URIs required vary by which user interface you are using to manage Enterprise Search. Enterprise Search in Kibana and standalone Enterprise Search use different redirect URIs. See user interfaces for details on each UI.

When using standalone Enterprise Search use the following two redirect URLs, substituting <WS_BASE_URL> with the base URL at which Workplace Search is hosted (scheme + host, no path).

Standalone Enterprise Search callback URLs For Salesforce (Production)

<WS_BASE_URL>/ws/org/sources/salesforce/create
<WS_BASE_URL>/ws/sources/salesforce/create

Examples:

# Deployment using a custom domain name
https://www.example.com/ws/org/sources/salesforce/create
https://www.example.com/ws/sources/salesforce/create

# Deployment using a default Elastic Cloud domain name
https://c3397e558e404195a982cb68e84fbb42.ent-search.us-east-1.aws.found.io:443/ws/org/sources/salesforce/create
https://c3397e558e404195a982cb68e84fbb42.ent-search.us-east-1.aws.found.io:443/ws/sources/salesforce/create

# Unsecured local development environment
http://localhost:3002/ws/org/sources/salesforce/create
http://localhost:3002/ws/sources/salesforce/create

Standalone Enterprise Search callback URLs for Salesforce Sandbox

<WS_BASE_URL>/ws/org/sources/salesforce_sandbox/create
<WS_BASE_URL>/ws/sources/salesforce_sandbox/create

Examples:

# Deployment using a custom domain name
https://www.example.com/ws/org/sources/salesforce_sandbox/create
https://www.example.com/ws/sources/salesforce_sandbox/create

# Deployment using a default Elastic Cloud domain name
https://c3397e558e404195a982cb68e84fbb42.ent-search.us-east-1.aws.found.io:443/ws/org/sources/salesforce_sandbox/create
https://c3397e558e404195a982cb68e84fbb42.ent-search.us-east-1.aws.found.io:443/ws/sources/salesforce_sandbox/create

# Unsecured local development environment
http://localhost:3002/ws/org/sources/salesforce_sandbox/create
http://localhost:3002/ws/sources/salesforce_sandbox/create

Enterprise Search in Kibana callback URLs for Salesforce or Salesforce Sandbox

When using Enterprise Search in Kibana, use the following redirect URI, substituting <KIBANA_BASE_URL> with the base URL of your Kibana instance. This should correspond with the value of kibana.external_url in your enterprise-search.yml, and is the same for both Salesforce and Salesforce Sandbox:

<KIBANA_BASE_URL>/app/enterprise_search/workplace_search/sources/added

Examples:

# Deployment using a custom domain name for Kibana
https://www.example.com/app/enterprise_search/workplace_search/sources/added

# Deployment using a default Elastic Cloud domain name for Kibana
https://c3397e558e404195a982cb68e84fbb42.kb.us-east-1.aws.found.io:443/app/enterprise_search/workplace_search/sources/added

# Unsecured local Kibana environment
http://localhost:5601/app/enterprise_search/workplace_search/sources/added

You’ll need to move two scopes from Available OAuth Scopes to Selected OAuth Scopes:

  1. Full access (Full)
  2. Perform requests on your behalf at any time

Step 3. At the top of the page, click Save. You will now be able to retrieve your Consumer Key and Consumer Secret.

Step 4. From the Workplace Search administrative dashboard’s Sources area, locate Salesforce and provide both the Client ID and Client Secret. Voilà! The Salesforce connector is now configured, and ready to be used to synchronize content. In order to capture data, you must now connect a Salesforce instance with the adequate authentication credentials.

Connecting Salesforce to Workplace Searchedit

Once the Salesforce connector has been configured, you may connect a Salesforce instance to your organization.


Step 1. Head to your organization’s Workplace Search administrative dashboard, and locate the Sources tab.


Step 2. Click Add a new source.


Step 3. Select Salesforce (or Salesforce Sandbox) in the Configured Sources list, and follow the Salesforce authentication flow as presented.

The account used to connect Salesforce must have the "View All Data" profile permission enabled. Learn more about View All Data profile permissions on the Salesforce Help Center.


Step 4. Upon the successful authentication flow, you will be redirected to Workplace Search, and your organization’s Salesforce content will now be captured and will be ready for search gradually as it is synced. Once successfully configured and connected, the Salesforce synchronization automatically occurs every 2 hours.

Limiting the content to be indexededit

If you don’t need to index all the content, you can specify the indexing rules via the API. This will help shorten indexing times and limit the size of the index. See Customizing indexing. For Salesforce or Salesforce Sandbox, an applicable rule type would be object_type. An example for limiting content by object_type can be found in the indexing rules guide. Salesforce object types that are available by default:

  • account
  • contact
  • lead
  • attachment
  • campaign
  • opportunity
  • case

Object type names are downcased from their Salesforce representation. The rules are case-sensitive, so if you specify a rule for Account instead, it will not match.

Synchronized fieldsedit

The following table lists the fields synchronized from the connected source to Workplace Search. The attributes in the table apply to the default search application, as follows:

  • Display name - The label used when displayed in the UI
  • Field name - The name of the underlying field attribute
  • Faceted filter - whether the field is a faceted filter by default, or can be enabled (see also: Customizing filters)
  • Automatic query refinement preceding phrases - The default list of phrases that must precede a value of this field in a search query in order to automatically trigger query refinement. If "None," a value from this field may trigger refinement regardless of where it is found in the query string. If '', a value from this field must be the first token(s) in the query string. If N.A., automatic query refinement is not available for this field by default. All fields that have a faceted filter (default or configurable) can also be configured for automatic query refinement; see also Update a content source, Get a content source’s automatic query refinement details and Customizing filters.
Display name Field name Faceted filter Automatic query refinement preceding phrases

Id

id

No

N.A.

URL

url

No

N.A.

Title

title

No

N.A.

Type

type

Default

None

Body

body

No

N.A.

Account type

account_type

Configurable

N.A.

Tags

tags

Default

[with tag, tagged, tagged with]

Website URL

website_url

No

N.A.

Rating

rating

No

N.A.

Address

address

No

N.A.

Owner

owner

Configurable

N.A.

Owner email

owner_email

Configurable

N.A.

Parent

parent

Configurable

N.A.

Parent URL

parent_url

No

N.A.

Opportunity name

opportunity_name

No

N.A.

Opportunity URL

opportunity_url

No

N.A.

Opportunity status

opportunity_status

Configurable

N.A.

Open activities

open_activities

No

N.A.

Open activities URLs

open_activities_urls

No

N.A.

Created at

created_at

No

N.A.

Updated at

updated_at

No

N.A.

Last updated

last_updated

No

N.A.

Email

email

No

N.A.

Phone

phone

No

N.A.

Job title

job_title

Configurable

N.A.

Thumbnail

thumbnail

No

N.A.

Lead source

lead_source

Configurable

N.A.

Account

account

Configurable

N.A.

Account URL

account_url

No

N.A.

Company

company

Configurable

N.A.

Converted account

converted_account

No

N.A.

Converted account URL

converted_account_url

No

N.A.

Converted contact

converted_contact

No

N.A.

Converted contact URL

converted_contact_url

No

N.A.

Converted opportunity

converted_opportunity

No

N.A.

Converted opportunity URL

converted_opportunity_url

No

N.A.

Converted at

converted_at

No

N.A.

Content type

content_type

Configurable

N.A.

Media type

mime_type

Configurable

None

Extension

extension

Configurable

None

Campaign type

campaign_type

Configurable

N.A.

State

state

Configurable

[with state, state is, in state, '']

Status

status

Default

[with status, status is, in state, '']

Start date

start_date

No

N.A.

End date

end_date

No

N.A.

Opportunity type

opportunity_type

Configurable

N.A.

Next step

next_step

Configurable

N.A.

Case number

case_number

No

N.A.

Is Closed

is_closed

Configurable

N.A.

Participant Ids

participant_ids

Configurable

N.A.

Participants

participants

Configurable

N.A.

Participant Emails

participant_emails

Configurable

N.A.

Customizing synchronized objects and fieldsedit

In addition to standard object types, there is also a way to index custom objects from Salesforce. You must specify the fields you need to index for those objects, as by default, only Id, CreatedDate and LastModifiedDate are indexed for a non-standard object type. It is done via fields property in object_type rules.

For example, if you wanted to index Idea objects, you might specify an indexing configuration that looks like this:

  "indexing": {
    "enabled": true,
    "default_action": "include",
    "rules": [
      {
        "include": "idea",
        "filter_type": "object_type",
        "fields": [
          {
            "remote": "Id",
            "target": "id"
          },
          {
            "remote": "CreatedById",
            "target": "created_by"
          },
          {
            "remote": "CreatedDate",
            "target": "created_at"
          },
          {
            "remote": "LastModifiedById",
            "target": "updated_by"
          },
          {
            "remote": "LastModifiedDate",
            "target": "updated_at"
          },
          {
            "remote": "IsDeleted",
            "target": "is_deleted"
          },
          {
            "remote": "IsMerged",
            "target": "is_merged"
          },
          {
            "remote": "Title",
            "target": "title"
          },
          {
            "remote": "Body",
            "target": "body"
          },
          {
            "remote": "VoteTotal",
            "target": "vote_total"
          },
          {
            "remote": "NumComments",
            "target": "num_comments"
          }
        ]
      }
    ],
    <...>
    "schema": [
      <...>
        "is_deleted": "text",
        "is_merged": "text",
        "vote_total": "number",
        "num_comments": "number"
    ],
    "display": [
      <...>
    ]

For these fields, you can also add corresponding definitions in schema and display properties of the content source. You should note that schema and display are set on the whole content source and not per object type, so the schema contains field mappings for all indexed types of objects, either standard or custom. If you add a new field to the list of synchronized fields but not to the schema mappings, the schema mapping will be inferred based on the data that you index and you will be able to change it afterwards.

See also: