Sync Datarails with SalesForce

Datarails Integrations solution lets you consolidate all your data sources and seamlessly connect your external apps to the Datarails web app. For more information contact our integrations team here.

This article describes how to synchronize Salesforce data with Datarails.

What you need to get started:

  1. A user to log into Salesforce.
  2. Admin user for DataRails.
  3. Usernames and passwords for both accounts.
  4. Identify which Salesforce reports you want to sync.

Step 1: Create a New Data Source in Datarails

In Datarails login to your admin user account.

  1. From the left panel, select Admin > Data Sources
  2. From the top right of the screen, click the plus (+) icon to open the Add Data Source dialog box.

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  1. Complete the Add Data Source dialog box:
    • Organization: Your company
    • Type: Salesforce
    • Sync User: Your company's sync username
    • Name: Give the integration a name
    • User: Your Salesforce username
    • Password: Enter your Salesforce password along with the Salesforce Secret Token that Salesforce emailed to you. Make sure that there can be no spaces between the password and the security token.
  2. Click the green Connect to SalesforceNew button. This will open up a new browser tab asking for access to the Salesforce Account.
  3. Click Allow; and the tab will close and take you back to the Datarails Data Source. 
  4. The Data Source now should have your Salesforce instance URL. Click Test and if you see an "OK" the Salesforce connection is set. 

You will then see your integration in the Data Sources window.

Step 2: Create a New Filebox

  • Fileboxes are the main library and / or container type for your files.
    • It is important to note that you can upload many of the same format of Excel files into a single filebox.
  • The latest version of a file is stored in the Database and used to populate tables and reports.
  • Files can be tagged (date, text). Date tags are useful for filtering - see the article System Fields.
  • Datarails maintains comprehensive version control of files each time they change, so you can retrieve earlier versions as needed.

Create a Filebox

On the Datarails main page.

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  1. Navigate to Workspace > Main via the panel on the left.
  2. Click New + on the right and select New FileBox.
  3. In Create a new Filebox, only the following are mandatory:
    • Name - Give the Filebox a name
    • Date Tag - Toggle on and choose month
  4. Click Create & Close to be taken back to your workspace. 

Your Filebox has now been created in your Datarails environment. 

Step 3: Synchronize the Data

  1. From Workspace, select the Filebox you just created and navigate to the Settings tab.
  2. Scroll down to the Data Connection section, and choose "Salesforce" as the connection type - 

Check that the report you want to pull is shared with the service user (The user that was used for the connection).

  1. Copy the report ID from Salesforce - 

4. Paste the report ID in the "Object to query" in the settings of the filebox in datarails and click ENTER.

  1. Complete the screen:
    • Sort By - Choose by which field you want to sort the report - this is a mandatory field.
    • Dates : If you want to bring in data for a specific period, fill in also "Start Date", "End Date" and "Date Field" (The date field from the report by which you want to filter the data). Please notice - the Filebox needs to have a date tag; do not leave the Settings tab, but scroll up to the Version Tags section if you have not already set up the date tag. 

sync_settings_version_tags_month__3_.png

  1. Select Date and Month.
  2. Go back to the Data Connection section and now set some limits to the data you will sync using the date fields available.
  3. When you have finalized the optimization for syncing, select the Month for the synchronization.

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  1. When complete, click Save.
    • If the settings are accepted, you will see the message Query Saved at the bottom of the screen
  2. Click Sync Now.
    • If the settings are accepted, in the top right of the screen you will see the message, Command "Sync Now" sent successfully.

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Step 4: Review and Verify the Synchronization

  1. From the Review tab, you can see the file that was imported.

  2. To verify that the data is correct, click the ellipsis (3 dots ⋮ icon) and select Preview Version.

  3. Verify that the data is as expected; see example:

sync_sage_intacct_sample_data_preview.png



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