Contact & Project Objects in Salesforce

Linking Events to People and Things

DayBack respects the relationships you've established between events (or custom objects) and other entities in your Salesforce org, such as Contacts, Leads, Opportunities, and Accounts to which events are attached. This article describes how to configure DayBack to display these related entities and allow you to select which ones an event is linked to.

or a step-by-step guide on setting this up, watch the video: Adding a New Calendar to DayBack for Salesforce - Part 3, Related Records.

Configuring the "Who's" and "What's" Related to Your Calendar items.

Just below DayBack's field mapping settings, you'll find sections for "Contact Objects" and "Project Objects." These sections allow you to define the people (contacts, leads, etc.) and entities (campaigns, cases, etc.) that can be linked to calendar events.

Adding Multiple Contact and Project Objects

You can create multiple contact and project objects for each source. For example, if you have a custom object called "Goal" and want users to associate it with both a Contact and a Lead, you would create two contact objects: one for contacts and one for leads.

Relating Custom Objects to Events or Tasks

If you are relating Events or Tasks to a Custom Object, ensure the Custom Object is set to "Allow Activities." This creates a special Salesforce relationship between the Custom Object and the Activity's WhatId (Related To). To enable users to look up and modify this relationship, add the Custom Object as a Project Object in DayBack's field mapping for the source (remember to include the __c in the Object Name).

Creating Master-Detail Relationships

If you want to relate a Custom Object to another object, create a Master-Detail Relationship in Salesforce. The Reference Id will then be available in the field mapping choices for ProjectId . Add a Project Object for this relationship to enable users to look up and modify the relationship.

How Users Select From Multiple Related Objects

The multiple objects you configure in the mapping section will appear when you edit an item in DayBack. For example, the image below shows two objects (Contact and Lead) available for a Task

First, select which "Who" object contains the individual you'll like to assign to this Task:

Once you select the relevant "Who" object, you can search for the specific individual to link to the task:

Setting Up Contacts and Projects

To set up contacts and projects, you need to configure four key attributes for each object:

• Object Name
  • This is the name of your Salesforce object, usually in singular form. Refer to the Object Reference for Salesforce if you're unsure of the exact name.
• Display Object As
  • This is the name that will appear in the drawer when you're choosing an object while editing an event.
• Search Field
  • Specify the field to be searched when users are looking for this object. For standard Salesforce objects, this is typically "Name". For example, in the screenshot above, when a user types "a" in the search field, DayBack returns contacts with an "a" in their name.
• Display Field
  • Indicate which field(s) should be displayed in the search results. This is usually "Name", but you can use concatenated fields separated by commas. For instance, for the Project Object "Case", you might want to display "CaseNumber, Subject" (specify this field without quotes).

Multiple Contacts per Event

Salesforce can be configured to support multiple contacts for a single event, and DayBack partially accommodates this feature:

1. Viewing Multiple Contacts: DayBack respects multiple contacts added on your event's Salesforce page. However, when creating an event directly in DayBack, you can only add a single contact. For existing events with multiple contacts, DayBack will display the contact marked as "primary".
2. Editing Events with Multiple Contacts: You can edit events in DayBack that have multiple contacts as long as you don't change the contact information. Editing other aspects of the event is fine, but attempting to edit the event's contact will result in an error. These contact edits must be made on the event's Salesforce page.
3. Navigating to the Event in Salesforce: Quickly jump to the event's page in Salesforce by clicking the "gear" icon at the bottom-right of the event in DayBack and selecting the "Go to Event" custom action.

If you require multiple contact editing support inside DayBack, you may edit multiple contact values using a custom Event Popover instead of navigating to the full Salesforce record.

Selecting from a Subset of Contacts or Projects

By default, when you configure DayBack to let you select Leads, Contacts, or Opportunities for an item in the calendar, it will display all Leads, Contacts, or Opportunities in your organization (this is true for any entity, not just these three). However, you may want to restrict users to only see specific subsets, such as active Opportunities or certain record types. Here's how you can achieve this:

Setting Up the Filtered Search Field:

When you configure your Opportunity in DayBack, you select a "search field" and a "display field". In some cases, we pre-select this for you. To filter the list of opportunities:

1. Creating a Formula Field
   • Go to Salesforce and create a new formula field in your Opportunities object.
   • Define the formula so it only returns the Opportunity name if the Opportunity is active or meets your desired criteria.
2. Configuring DayBack:
   • In DayBack's Administrator Settings, set this new formula field as your "search field".
   • This will ensure that only the Opportunities meeting your criteria appear in the DayBack list.

Creating a New Contact From within DayBack

By default, DayBack makes it easy to associate existing contacts, leads, or accounts with an event. However, you might sometimes need to create a new contact record while scheduling an appointment. This feature can be added to your DayBack as part of an implementation package. Additionally, we can include functionality to surface potential duplicates, ensuring your contacts list remains clean and organized.