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How to Integrate SlideRoom with Salesforce

Last Updated: Nov 15, 2016 04:12PM CST

Integrate SlideRoom with Salesforce

Moving data from SlideRoom into your Salesforce instance is easy. This step-by-step guide will show you how to set up manual and automated data transfers between systems.

Spreadsheet data (CSV, TSV, Excel, TXT), documents, and media files can be transferred from SlideRoom into Salesforce. However, because SlideRoom is optimized for media collection, we allow large file sizes that may exceed attachment size limits in some Salesforce plans. Keep this in mind as you are planning your data management process.   

Create an export template in SlideRoom

We will first show you how to run an export of spreadsheet data (CSV, TSV, Excel, or TXT files) from SlideRoom. To run a spreadsheet export, you will first need to set up an export template. You can do this through the Export Builder, a drag-and-drop interface that allows you to choose the data fields you want included in your export.

To access the Export Builder, click the gear icon in the top right corner of your Administrator Dashboard, then click Account Settings. In the left-hand menu, select Export Builder. You will then see a page with a list of pre-built export templates: 

 

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You can choose to modify any of these templates, or create a new one by clicking New Custom Export in the top right corner. When you click on that link, you will be asked which data type you want to export. Select your data type (this helps avoid layout conflicts in the system): 

 

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You will then be taken to the builder itself: 

 

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The sidebar of the builder represents all the data in the system, grouped by section. The content area represents the column headers that will be listed across the top of your spreadsheet once you complete an export. You can drag and drop the column order and even rename any column to match your database needs.

Run an export from SlideRoom 

Once you have built your export template, you can run your spreadsheet export. To do so, click on the Applicants tab at the top of your Administrator Dashboard. Select the applicants whose data you would like to export by clicking the checkboxes to the left of their applications, then click Export in the list of blue buttons that appears above the applicant grid. Select Spreadsheet: 

 

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Next, select the export format you want from the drop-down menu. (You may choose between CSV, TSV, Excel, or TXT.) Then choose the template you'd like to use for your export by clicking the Generate button beside it: 

 

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You will then be able to save your export to your chosen destination. 

Set up a data import in Salesforce

There are a number of different ways to import data into Salesforce. In this tutorial, we refer to Dataloader.io, the Salesforce cloud-based import/export tool. Dataloader.io has three service tiers: Free, Professional, and Enterprise. Because the Free plan is accessible to anyone with a Salesforce account, we have featured it here. However, if you use the Dataloader desktop application or the Import Wizard, you can find documentation about how to set up data imports through those tools here. Please note that the Salesforce Import Wizard only accepts CSV files (no documents or media). 

To set up a data import in Dataloader.io, follow their step-by-step instructions here. The guide includes a video tutorial as well as written instructions for creating, running, and saving an import task. If you need help setting up a Salesforce import, you may contact SlideRoom Client Support any time, and we will walk you through the process.

Run a media export from SlideRoom

To export PDF's of SlideRoom applications or media files that applicants have submitted, follow the steps in the "Run an export from SlideRoom" section above, but instead of selecting a Spreadsheet export type, select either a PDF or Files export type.

Selecting a PDF export will create individual PDF's of each SlideRoom application you have selected for export. You will have the opportunity to select which data types you want to include in the application PDF's before you run your export:

 

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Selecting a Files export will create a .zip folder for each individual application containing the documents and media items that applicants have submitted. All application forms will be delivered as TXT files. You also have the opportunity to select which types of files you want to include in this export: 

 

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Once you have selected the types of data you want to include in your export, you can save the export to your chosen destination.

Set up a media import in Salesforce

To attach documents and media items to Salesforce records, follow the instructions in the Dataloader.io step-by-step guide to importing attachments. Before you can add attachments, you will first need to create the records to which they will be attached through a CSV import, using the process described above.

Once you have done this, you can create a single .zip folder containing all the documents and media items you want to upload. To do this, you will need to combine the files you exported from SlideRoom into one folder and then zip it.

Next, create a CSV file with the following three columns: 

  1. File Name: The name of the media file as you want it to appear in Salesforce
  2. Parent ID: The ID of the parent element that each attachment will be linked to (the applicant contact record ID) 
  3. Body: The file path of the file as it exists in the .zip file you built in the previous step (the filename)

Once your media .zip folder and corresponding CSV file are both created, you can create an import task by following the instructions here

Automate data transfers

You can set up automated exports in SlideRoom with an Advanced Plan. The Scheduled Export feature allows you to set the frequency (daily, weekly, monthly) and exact time you want exports to run to your chosen destination. 

To set up Scheduled Exports, click on the gear icon in the top right corner of your dashboard, then click Account Settings. In the menu on the left side of your Account Settings page, click on Scheduled Exports. This will take you to a screen where you can configure your recurring export: 

 

Screen_Shot_2016-10-14_at_1.03.19_PM.png

 

If you've already set up scheduled exports, you will see a list of them on this page. To set up a new export, click New Scheduled Export. Choose the type of export you want to automate (Spreadsheet, PDF, or File). Once you make your selection, you will see a slide-in window where you can configure your export settings: 

 

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Give your scheduled export a name, then set its frequency and the time at which you want it to run. Next, select the data pool from which you want to draw your export data. Confirm your export type and format, then select the template or data types you want to include. Finally, set your delivery destination. When you click Save, your automated export will be scheduled. 

Now you can automate your data import into Salesforce by configuring the import task in Dataloader to check the destination drive for the file from SlideRoom and import it on a recurring basis. You would do this the same way you set up an individual import. See the instructions in the linked help page for how to schedule automated exports. 

Additional Resources

We hope this helps get you started, but there are plenty of additional resources available for you. These include: 

  1. SlideRoom Help Center
  2. Salesforce Dataloader.io Help Center
  3. SlideRoom Client Support

Want a copy of this guide as a PDF so you can take it anywhere? Download it here.

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