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Salesforce Integration with BidPal Connect Print Article

INTRODUCTION

BidPal has created BidPal Connect, a Salesforce Exchange application that helps you integrate your BidPal activity with Salesforce. You may use this app to import or export supporters/contacts and gifts (including item & monetary donations, ticket sales, fixed price purchases, and silent/live auction winnings) between BidPal events and Salesforce. 

Please use the following links to jump to sections:

Installing BidPal Connect
Getting Started with BidPal Connect
Import Field Mapping Defaults
Importing/Exporting Supporters
Importing BidPal Gifts

Security and Permissions


INSTALLING BIDPAL CONNECT

To get started, ensure you have installed version 3.0 or greater Salesforce's Nonprofit Starter Pack, provided by the Salesforce Foundation. For the most up to date installation instructions, please check the Nonprofit Starter Pack section of the Foundation’s website.

Next, simply download BidPal Connect on the Salesforce AppExchange. Select the "Get It Now" button and follow the Salesforce prompts to install the application directly onto your Salesforce.com account.


GETTING STARTED WITH BIDPAL CONNECT

Find the App. Once installed, you can navigate to the BidPal Integration app by logging in to Salesforce. From the application drop-down menu in the top right corner select "BidPal Integration."

Authorize your BidPal Connection. Authorize (or re-authorize) your connection to BidPal by going to the Settings tab, selecting the Authorize/Re-authorize button, and then signing in with your BidPal Planner credentials. You will be redirected back to Salesforce, where your BidPal authorization will be stored for 24 hours. Remember to refresh your BidPal Access Token if your authorization has expired!

Map Import/Export Fields. Under the Settings tab, find the desired BidPal field, select the pencil icon next to the corresponding Salesforce field, and select a field from the dropdown menu.

Tip! Each field can only be mapped once; if you cannot find the Salesforce field you are looking for in the mapping dropdown, double check that it is not already mapped to another BidPal field. To unmap a field, select the "None" option in the dropdown.


IMPORT FIELD MAPPING DEFAULTS

Supporter Fields

BidPal Field Data Type Description Default SF Field
Attendee tinyint(1)

0 = Attendee flag unchecked

1 = Attendee flag checked 

None
Bidder Number int(10) Bidder # field  None
Card Type set('VISA','MC', 'AMX','DSC') Merchant of the supporter's Express Checkout card  None
Checked In tinyint(1)

0 = Checked In flag unchecked

1 = Checked In flag checked 

None
City char(255) City portion of supporter's physical address  Mailing City - [MailingCity]
Client Name varchar(255) Combined name when multiple supporters share the same Bidder # (e.g. John & Jane Smith) None
Company Name char(255) Company Name field None
CRM Id   Supporter CRM ID Id (this mapping cannot be changed)
Donor Display Name varchar(255) Optional display name used to recognize item donor (Supporter Edit > Item Donations tab) None
Email char(255) Supporter Email field Email - [Email]
Event Id int(10) BPE Code for the event None
Event Name varchar(255) Event Name (Setup Preferences Event tab)  None
First Name char(255) Supporter First Name field  First Name - [FirstName]
Item Donor tinyint(1)

0 = Item Donor flag unchecked

1 = Item Donor flag checked 

None
Last Four Digits char(4) Last 4 digits of the supporter's Express Checkout card   None
Last Name char(255) Supporter Last Name field  Last Name - [LastName]
Phone char(45) Supporter Mobile Phone # field  Business Phone - [Phone]
Primary Contact tinyint(1)

0 = Supporter is a Secondary Contact for a Bidder #

1 = Supporter is the Primary Contact for a Bidder # 

None
RSVP char(255) Yes, No, or Tentative  None
State char(255) State portion of supporter's physical address  Mailing State/Province - [MailingState]
Street char(255) Street portion of supporter's physical address   Mailing Street - [MailingStreet]
Ticket Id int(10) Ticket # of supporter's assigned ticket  None
Ticket Package Name char(255) Ticket Package Name of supporter's assigned ticket  None
Type tinyint(1)

1 = Company supporter type

2 = Person supporter type 

None
VIP tinyint(1)

0 = VIP flag unchecked

1 = VIP flag checked

None
ZIP char(20) Zip code portion of supporter's physical address   Mailing Zip/Postal Code - [MailingPostalCode]

Gift Fields

BidPal Field Data Type Description Default SF Field
Auction Mode char(255) Type of gift: Silent Auction, Live Auction, Donation, Fixed Price, Ticket Purchase, Misc Charge, or Item Donation None 
Category char(255) Category (only applies to won/purchased silent auction items) None
Item/Package # int(10) Package # None
Item/Package Description text

Package Name (for Silent Auction, Live Auction, Donation, or Fixed Price)

Ticket Package Name(s) (for Ticket Purchases)

Misc Charge Description (for Miscellaneous Charges)

Item Name (for Item Donations)

Description - [Description]
Item/Package Value int(10)

Package Value (for Silent Auction, Live Auction, or Fixed Price)

Ticket Package Value (for Ticket Purchases; total value of all ticket packages purchased in a single transaction)

Item Value (for Item Donations)

 None
Quantity Purchased int(10)

Quantity of a Fixed Price purchase

None
Transaction Amount decimal(10,2)

Amount of gift 

Amount - [Amount]

IMPORTING / EXPORTING SUPPORTERS

BEFORE the event: Export SF Contacts to BidPal. Get a head start on your event by using BidPal Connect to upload your Salesforce Contacts into BidPal as Supporters using the following steps:

Go to the Export Contacts to BidPal tab.

Select the BidPal Event to export Salesforce Contacts to under the "Select Event" section.

Select the desired Salesforce Contacts to export under the "Select Contacts" section. Create new or use existing Salesforce views to narrow down the list.

NOTE: You may export up to 2,000 Contacts in a single sync. If your number of Contacts to export exceeds this number, please use in multiple batches.

Select the data fields to map under the "Select Fields" section. Remember that you can change which BidPal and Salesforce fields map to each other under the Settings tab!

Select "Export" to move the selected Contacts to BidPal. You will be able to review a list of the results on a subsequent page.

NOTE: BidPal supporters that were exported from Salesforce will have the CRM ID field automatically populated, linking them to the corresponding Salesforce Contact.

 

AFTER the event: Import BidPal Supporters into SF. Ensure your Salesforce data is up to date by using BidPal Connect to transfer BidPal Supporters back into Salesforce as either new Contacts or updates to existing Contacts using the following steps:

Go to the Import Supporters from BidPal tab.

Under the "Select Event" section, select the BidPal Event from which to import supporters.

Select the "Preview" button at the top of the page to generate a list of supporters from the selected event under the "Select Supporters" section. Choose the desired supporters to import as Contacts.

Select the data fields to map under the "Select Fields" section. Remember that you can change which BidPal and Salesforce fields map to each other under the Settings tab!

Select "Convert" to sync. You will be able to review a list of the new/updated Contacts on a subsequent page.

NOTE: BidPal Connect will attempt to prevent duplicate records by identifying Salesforce contacts whose SF Contact ID matches a BidPal supporter's CRM ID. If no ID match is found, we will attempt to find matching records based on email address. If a single Salesforce contact and BidPal supporter can be identified as a match, we will update the existing record with any changed information; otherwise, a new Salesforce contact (if importing) or BidPal supporter (if exporting) will be created.

Tip! Remember to refresh your BidPal Access Token if your authorization has expired!


IMPORTING BIDPAL GIFTS

After the event, you may wish to sync BidPal gifts with your Salesforce account. BidPal gifts include item and monetary donations, ticket sales, fixed price purchases, miscellaneous charges, and silent/live auction winnings. You can accomplish this using the following steps: 

Go to the Import Gifts from BidPal tab.

Under the "Select Event" section, select the BidPal Event from which to import gifts.

Select any desired transaction types under the "Select Transaction Types" section. This includes: Money Donations, Item Donations, Fixed Price Purchases, Silent Auction Winnings, Live Auction Winnings, Ticket Purchases, and/or Miscellaneous Charges.

NOTE: For optimal results, please use separate batches for each Transaction Type (e.g. sync Silent Auction gifts first, then sync Money Donations, and so on).

Select the "Preview" button under the "Select Gifts" section to generate a list of gifts of the selected transaction type(s) from the selected BidPal event. Choose the desired gifts to import as Salesforce Opportunities.

Select the data fields to map under the "Select Fields" section. Remember that you can change which BidPal and Salesforce fields map to each other under the Settings tab!

Select "Convert" to sync. You will be able to review a list of the new/updated Opportunities on a subsequent page.


SECURITY & PERMISSIONS

Transferring Data

Please keep in mind that BidPal and Salesforce are independent systems. 

Once data is transferred from Salesforce into BidPal, Salesforce has no control over what happens to that data. Its security is dependent on BidPal’s walls. In the same manner, once data is transferred from BidPal into Salesforce, BidPal has no control over what happens to that data. It is subject to Salesforce’s security and policies.

Salesforce Permissions

Access to the BidPal Integration app inside Salesforce may be granted by your Salesforce Administrator. It is important to note that once access to BidPal is authorized, it persists for any Salesforce user with access to the app in Salesforce. Other Salesforce users with access to the app will not see your username, password, or session, but they will be permitted to perform data transfers with the authorization you initiated. Only give trusted Salesforce users access to the BidPal Integration app.

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