Implementation
  • 22 Jun 2022
  • 12 Minutes to read
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Implementation

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This page details every step you need to take to implement the G2 CRM Connector for Salesforce. For a first-time installation, each step should be completed in order by a Salesforce admin.

Refer to the Basics of the G2 CRM Connector for Salesforce documentation for a general understanding of where G2 data lives within Salesforce by default, and where data can potentially flow throughout Salesforce.

1. Install the managed package

The G2 CRM Connector is a Salesforce managed package, which means that certain components are locked from editing. This enables G2 to provide upgrades to the managed package in the future.

To install the managed package in a Salesforce environment:

  1. Contact G2 directly and request the installation packages for the G2 CRM Connector. A G2 representative will provide links to installation packages for both Salesforce production and Salesforce sandbox environments.
    • The sandbox link can be used to test the integration in a non-production Salesforce environment.
  2. Open the link for the desired installation package.
  3. Select the appropriate option for which users in the Salesforce organization will have the G2 CRM Connector installed for them, and then select Install. Select View Component to review every component included in the managed package.
    • Install for All Users (Recommended): This option installs the managed package for all Salesforce users in an organization.
    • Install for Admins Only: This option installs the managed package only for Salesforce admins in an organization, which means that the admins will have to install the managed package for other Salesforce users later.
    • Install for Specific Profiles (not recommended): This option should only be considered by experienced Salesforce admins. It enables users to assign either No Access or Full Access permission sets according to specific Salesforce profiles (for example, marketing or sales roles) across an organization. The Full Access permission set gives those Salesforce profiles access to all functionality in the G2 CRM Connector.

salesforce-installpackage2dot9.png

  1. On the Approve Third-Party Access pop-up, select the Yes, grant access to these third-party web sites checkbox, and then select Continue. This enables the connection between G2 servers and Salesforce that will be established later in the installation process.

The G2 CRM Connector can take up to an hour to install, depending on the Salesforce environment and any other processes in the Salesforce queue. If the app takes longer to install, the Salesforce user should be notified via email when the managed package has been installed successfully.

To more effectively manage Salesforce integrations, including the G2 CRM Connector for Salesforce, both G2 and Salesforce recommend that Salesforce organizations create a dedicated Integration User. Refer to this Salesforce blog post to understand why having a dedicated Integration User can be beneficial.

A dedicated Integration User is particularly useful when considering the post-implementation management of the G2 CRM Connector and avoiding a Salesforce admin being attached to the integration.

If your organization chooses to create a dedicated Integration User (or utilize an existing one), that Integration User is then used to complete the user authentication process only.

Creating a Integration User in this way does require that a Salesforce user license be assigned to the Integration User. You should understand the cost in assigning that Salesforce license before proceeding.

To create a dedicated G2 Integration User:

  1. At the top-right portion of any Salesforce page, select Setup.
  2. On the left-side of the setup page, go to the Administer section and select Manage Users > Users.
  3. At the top of the Salesforce users list, select New User.
  4. In the New User page, enter information for at least all of the required fields (designated by a red line) and then select Save:
    • Last Name: This should be a generic name (for example, G2 Integration User), not a real person’s name.
    • Alias: Enter an eight-character alias name for the Integration User.
    • Email: Enter the email address of the user or group that will be managing the Integration User (for example, sysadmins@g2.com).
    • Username and Nickname: These fields will auto-populate based on the Email field entry. You can choose to change them.
    • User License: Select a Salesforce user license in the dropdown (for example, Salesforce). This is the user license that will be applied to the Integration User. This choice will impact the options available in the Role and Profile dropdowns.
    • Role: Select a role in the dropdown.
    • Profile: Select a non-system admin profile in the dropdown (for example, Standard User).
    • Email Encoding, Time Zone, Locale, and Language: These options should be selected based on the user organization’s preferences.
    • Receive Approval Request Emails: G2 recommends keeping the default selection Only if I am an approver.

The G2 Integration User should now be created.

Using an existing Integration User

If your organization already has a dedicated Integration User, consider using that Integration User profile to complete the rest of the implementation process.

G2 recommends the Integration User not be a Salesforce admin though. If possible, either change the existing Integration User to a non-admin profile or create a dedicated G2 Integration User.

3. Authenticate a primary user

A single Salesforce user is effectively tied to the G2 CRM Connector for Salesforce. This user should be chosen carefully as this Salesforce user needs to be managed long-term to ensure the integration continues to work.

For example, if Salesforce user X is authenticated but later leaves the company, the integration will not work until a different Salesforce user is authenticated via the same implementation process.

Your organization’s Salesforce admin still completes the implementation process, including this step, and manages the integration.

If possible, G2 recommends that the authenticated user be the G2 Integration User created in the (Recommended) Create a Salesforce Integration User section.

To authenticate the Salesforce user via the OAuth standard:

  1. Access the link provided by your G2 representative.
  2. Select either Connect to Salesforce or Connect to Salesforce Sandbox, depending on the installation package and Salesforce environment that is going to be configured.
  3. You should be redirected to a Salesforce login page. Enter the Salesforce credentials for the Salesforce user that is going to be authenticated. This Salesforce user is effectively tied to the integration.
    • If the dedicated G2 Integration User is going to be used, enter the G2 Integration User’s credentials.
  4. You should be prompted to confirm permissions for G2. Select Allow to complete the user authentication process.

4. Assign the G2 Full Access permission set to Salesforce sys admin

To complete the implementation process, you need to access the G2 Configuration Assistant. The Configuration Assistant is only available to a Salesforce sys admin that has been assigned the G2 Full Access permission set.

To assign the G2 Full Access permission set to yourself:

  1. At the top-right portion of any Salesforce page, select Setup.
    • For Salesforce Lightning users, at the top-right portion of any Salesforce page, select the lightning bolt/nut icon and then select Setup.
  2. On the left-side of the setup page, go to the Administer section and select Manage Users > Users.
    • For Salesforce Lightning users, on the left-side of the setup page, go to the Administration section and select Users > Users.
  3. In the Full Name column of the All Users list, select your Salesforce name.
  4. Scroll down to the Permission Set Assignments object and select Edit Assignments.
  5. Find and select the G2 Full Access permission set in the Available Permission Sets section, and then select Add to move it to the Enabled Permissions Sets section.
  6. Select Save to assign the permission set.

5. Run the Configuration Assistant

The Configuration Assistant helps you complete several critical steps to ensure the implementation process is successful.

Only Salesforce sys admins with the G2 Full Access permission set assigned to their profile can access the Configuration Assistant.

If you are a Salesforce sys admin that cannot find the Configuration Assistant, refer to the Assign the G2 Full Access permission set to Salesforce sys admin section.

The Configuration Assistant walks you through the following steps in Salesforce:

  • Ensures a Salesforce user has been authenticated
  • Assigns an integration license to the authenticated Salesforce user
  • Assigns the correct G2 permission set to the authenticated Salesforce user
  • Validates your organization’s G2-provided API tokens
  • Ensures that your organization has the necessary Salesforce record-level access

To use the Configuration Assistant, open the G2 Config Assistant tab in your Salesforce environment. Then, complete the steps using the information in the Configuration Assistant.

If you encounter issues at any step in the Configuration Assistant, select Contact G2 Support and send complete details about the issue to G2. The G2 Support team will contact your organization to assist with the issue.

salesforce-configassistant

6. Assign G2 licenses to Salesforce users

To use the Salesforce integration and G2 data throughout the Salesforce environment, a license must be assigned to each Salesforce user in an organization that will be using the integration.

The integration includes up to 5,000 licenses initially. If more licenses are required, contact G2 Support for assistance.

To assign licenses to Salesforce users:

  1. At the top-right portion of any Salesforce page, select Setup.
    • For Salesforce Lightning users, at the top-right portion of any Salesforce page, select the lightning bolt/nut icon and then select Setup.
  2. On the left-side of the setup page, go to the Build section and select Installed Packages.
    • For Salesforce Lightning users, on the left-side of the setup page, go to the Platform Tools section and select Apps > Packaging > Installed Packages.
  3. Find the G2 CRM Connector package and select Manage Licenses.

Review the Salesforce installed package details

  1. At the top of the Licensed Users list, select Add Users.
  2. In the Available Users list, select the Salesforce users that will need access to the G2 CRM Connector app. Users should populate in the Selected Users list as they are selected, providing an opportunity to review which users are being granted access before proceeding.
    • If all users in the Available Users list should be granted access, select Add All Users. This option can be used in tandem with the options in the View drop-down to more easily add users by groups.
    • Select Create New View to manually create views that can be used with the Add All Users option. For example, views can be created based on Salesforce roles, so access can easily be granted to all users with a west coast account manager role.
  3. Select Add.
  4. Repeat these steps to assign individual Salesforce users or groups of users licenses as needed. Licenses for the G2 CRM Connector app are not automatically assigned by Salesforce role or profile, so new Salesforce users that require a license will need to have them assigned.

To check the number of integration licenses currently in use, visit the Installed Packages page and select the G2 CRM Connector name to open the Package Details page. You can review the Allowed Licenses and Used Licenses fields to determine how many licenses are still available.

7. Assign G2 permission sets to Salesforce users

In addition to being assigned a license, each Salesforce user needs to have a G2 permission set assigned to them. Permission sets define which aspects of the G2 CRM Connector a user can access and utilize.

For more information about permission sets, refer to Salesforce’s Permission Sets documentation.

The following G2 permission sets are available to assign to Salesforce users.

G2 permission sets Recommended user roles Permissions included with the set
G2 Full Access Salesforce admins; Roles that need more than one G2 permission set. This option provides access to all functionality in the G2 Salesforce Connector app.
G2 Read Only General roles This option provides:

* Access to view G2 data within Salesforce reports.

* Access to view G2 data in custom objects, including the Visualforce page included with the integration.

* The ability to create only personal folders in the G2 Folders tab, and read-only access to shared folders and Reference Pages.
G2 Buyer Intent Sales roles This option provides the same permissions as G2 Read Only, plus access to the G2 Buyer Intent tab.
G2 Reference Builder Marketing roles This option provides the same permissions as G2 Read Only, plus access to the G2 Reference Builder tab.
G2 Shared Folders Marketing roles This option provides the same permissions as G2 Read Only, plus the ability to create shared folders in the G2 Folders tab. Shared folders are accessible across Salesforce users with access to the Salesforce integration.

To assign G2 permission sets to Salesforce users:

  1. At the top-right portion of any Salesforce page, select Setup.
    • For Salesforce Lightning users, at the top-right portion of any Salesforce page, select the lightning bolt/nut icon and then select Setup.
  2. On the left-side of the setup page, go to the Administer section and select Manage Users > Permission Sets.
    • For Salesforce Lightning users, on the left-side of the setup page, go to the Administration section and select Users > Permission Sets.
  3. In the list of permission sets, find the G2 permission sets. Select the name of a G2 permission set (for example, G2 Read Only) in the Permission Set Label column to start the process of assigning it to Salesforce users.

salesforce-permissionsets

  1. At the top of the individual Permission Set page, select Manage Assignments.
  2. Select Add Assignments to go to the Assign Users page.
  3. To provide individual Salesforce users with the G2 permission set, select the Action column checkbox for each user.
    • To assign the G2 permission set to all users in the currently selected view, select the checkbox at the top of the Action column. This should check every box for every Salesforce user in the view.
    • Select Create New View to manually create views that can be used with the option to assign to all Salesforce users in a currently selected view. For example, views can be created based on Salesforce roles, so access can easily be granted to all users with a west coast account manager role.
  4. Select Assign.
  5. The Assignment Summary page confirms the G2 permission set has been assigned to the chosen users. Select Done.

Repeat these steps for each of the G2 permission sets that need to be assigned to Salesforce users, or to change the assigned permission sets.

Post-implementation Salesforce user management

You should be aware that the Salesforce integration needs to be managed even after a successful implementation.

For example, if the Salesforce user that completed the user authentication step leaves an organization, the implementation process needs to be completed again with a different Salesforce user in your organization being authenticated. The departing Salesforce user also cannot be deactivated as they are still attached to the integration.

Also, if a Salesforce user leaves an organization, the license for the G2 CRM Connector should either be reassigned or revoked for that user. Review Salesforce’s Things to check when a User leaves your organization or company community knowledge article to gain a better idea of the actions to take in such a scenario.

If you encounter any issues with the integration, you should first check the Configuration Assistant. The Configuration Assistant checks the integration status and provides the steps you might need to take to correct a problem.