Managing Salesforce and Dynamics Entities

Salesforce and Microsoft Dynamics entities are imported into Magentrix and synchronize bidirectionally with the external system. Field management must be performed in Salesforce or Dynamics with periodic schema refreshes in Magentrix. However, page layouts, validation rules, buttons, and list layouts are all configured and managed within Magentrix.

Before You Begin

Requirements

To manage Salesforce and Dynamics entities, users must be assigned a security role with the following permissions:

• Administrator System Role

Understanding Integrated Entities

Integrated entities bridge Magentrix with external CRM systems, providing seamless data synchronization while allowing administrators to customize the user experience within Magentrix.

What Are Integrated Entities?

Integrated entities are Salesforce objects or Microsoft Dynamics entities that have been imported into Magentrix. They maintain a connection to the source system and synchronize data bidirectionally.

Key Characteristics

Bidirectional Synchronization: Data changes in either system are reflected in the other External Field Management: Fields must be managed in the source system (Salesforce or Dynamics) Magentrix Configuration Management: Page layouts, buttons, validation rules, and list layouts are managed in Magentrix Real-time Updates: Changes synchronize based on configured intervals Maintains Relationships: Lookups and Master-Detail relationships are preserved

Differences Between Native and Integrated Entities

Understanding the differences between native Magentrix entities and integrated entities is crucial for effective management.

Field Management

Configuration Management

Record Type Management

Accessing Salesforce Entities

Salesforce entities are accessed and managed through the Salesforce integration section.

Navigation

1. In the Setup Home page, click Extend > Salesforce.

2. The Force.Com Connector page displays all Salesforce objects imported into Magentrix.

3. Click on a Salesforce entity to view and configure it.

Salesforce Entity List

The Force.Com Connector displays:

• Label: The display name of the Salesforce object
• Entity Name: The API name (e.g., Force__Account, Force__Contact)
• Standard Entity: Checkbox indicating if it's a standard Salesforce object or custom
• Modified By: User who last modified the entity configuration

Entity Naming Convention

Salesforce entities in Magentrix follow the naming pattern:

• Standard objects: Force__[ObjectName] (e.g., Force__Account)
• Custom objects: Force__CHANNEL_ORDERS__[CustomObjectName]__c

Accessing Dynamics CRM Entities

Microsoft Dynamics entities are accessed through the Dynamics CRM integration section.

Navigation

1. In the Setup Home page, click Extend > Dynamics CRM.

2. The Dynamics CRM connector page displays all Dynamics entities imported into Magentrix.

3. Click on a Dynamics entity to view and configure it.

Dynamics Entity List

The Dynamics CRM connector displays:

• Label: The display name of the Dynamics entity
• Entity Name: The API name with DynamicsCrm schema
• Modified By: User who last modified the entity configuration

Entity Naming Convention

Dynamics entities in Magentrix follow the naming pattern:

• Standard entities: DynamicsCrm schema with entity name
• Custom entities: Include custom prefixes defined in Dynamics

Importing Salesforce Objects

To import Salesforce objects into Magentrix:

Import Process

1. Navigate to Extend > Salesforce.

2. Click New or Settings to access the import interface.

3. Select the Salesforce objects you want to import from the available list.

4. For each object, configure import options:

   • Select which fields to import
   • Configure any import-specific settings
   • Mark as Read Only if the object has required lookup dependencies to objects not in Magentrix

5. Click Import or Save.

6. The system imports the object schema and begins data synchronization.

7. The imported entity appears in the Force.Com Connector list.

Post-Import Configuration

After importing, configure in Magentrix:

• Page layouts for different roles
• List layouts for various views
• Custom buttons for entity-specific actions
• Validation rules for data quality
• Sharing filters for access control
• Field-level security per role

Importing Dynamics CRM Entities

To import Microsoft Dynamics entities into Magentrix:

Import Process

1. Navigate to Extend > Dynamics CRM.

2. Click New or Settings to access the import interface.

3. Select the Dynamics entities you want to import.

4. For each entity, configure import options:

   • Select which fields to import
   • Configure any import-specific settings
   • Mark as Read Only if necessary

5. Click Import or Save.

6. The system imports the entity schema and begins data synchronization.

7. The imported entity appears in the Dynamics CRM connector list.

Dynamics-Specific Considerations

• Microsoft Dynamics does not support Record Types
• Field types may map differently than Salesforce
• Some Dynamics-specific field types may not be fully supported

Refreshing Entity Schemas

When fields are added, modified, or deleted in Salesforce or Dynamics, the entity schema in Magentrix must be refreshed to reflect these changes.

When to Refresh Schema

Refresh the entity schema when:

• New fields are added in the source system
• Field properties are modified (length, type, picklist values, etc.)
• Fields are deleted in the source system
• Picklist values are updated
• Field dependencies change
• Required field settings change

To Refresh Salesforce Entity Schema

1. Navigate to Extend > Salesforce.

2. Click on the Salesforce entity you want to refresh.

3. Click the Refresh button or navigate to More Actions > Refresh Schema.

4. The system retrieves the latest schema from Salesforce.

5. New fields are added to Magentrix.

6. Field properties are updated.

7. Deleted fields are marked as inactive or removed.

Note: Refreshing the schema does not affect page layouts, buttons, or validation rules configured in Magentrix.

To Refresh Dynamics Entity Schema

1. Navigate to Extend > Dynamics CRM.

2. Click on the Dynamics entity you want to refresh.

3. Click the Refresh button or navigate to the refresh option.

4. The system retrieves the latest schema from Dynamics CRM.

5. Field updates are applied in Magentrix.

Schema Refresh Impact

What Gets Updated:

• Field list (additions and removals)
• Field properties (data type, length, required status)
• Picklist values
• Field dependencies

What Doesn't Change:

• Page layouts
• List layouts
• Buttons
• Validation rules
• Sharing filters
• Field security settings
• Layout assignments

Managing Fields for Integrated Entities

Field management for Salesforce and Dynamics entities follows a different process than native entities.

Creating New Fields

For Salesforce Entities:

1. Log into Salesforce
2. Navigate to Object Manager
3. Select the object
4. Create the new field in Salesforce
5. Return to Magentrix
6. Refresh the entity schema
7. Configure field security in Magentrix
8. Add the field to page layouts as needed

For Dynamics Entities:

1. Log into Microsoft Dynamics CRM
2. Navigate to Customizations
3. Select the entity
4. Create the new field in Dynamics
5. Publish customizations in Dynamics
6. Return to Magentrix
7. Refresh the entity schema
8. Configure field security in Magentrix
9. Add the field to page layouts as needed

Modifying Existing Fields

For Salesforce Entities:

1. Make changes in Salesforce (field properties, picklist values, etc.)
2. Refresh the entity schema in Magentrix
3. Verify changes appear correctly
4. Update page layouts if needed

For Dynamics Entities:

1. Make changes in Dynamics CRM
2. Publish customizations in Dynamics
3. Refresh the entity schema in Magentrix
4. Verify changes appear correctly
5. Update page layouts if needed

Deleting Fields

Important: Deleting fields in the source system affects Magentrix:

• Refresh the schema to sync the deletion
• Fields are removed from Magentrix
• Historical data may be preserved depending on settings
• Page layouts and formulas referencing deleted fields may break

Field Property Management

All field properties are managed in the source system:

• Field label and API name
• Data type and length
• Required status
• Default values
• Picklist values
• Help text
• Field dependencies

Working with Read Only Entities

Read Only entities address specific scenarios where required lookup dependencies prevent record creation in Magentrix.

Understanding Read Only Entities

A Read Only entity:

• Can be viewed in Magentrix
• Cannot have records created in Magentrix
• Cannot have records edited in Magentrix
• Cannot have records deleted in Magentrix
• Can be used in lookups and related lists
• Can be included in reports

When to Use Read Only Entities

Use Read Only entities when:

• A Salesforce/Dynamics object has a required lookup to another object not imported into Magentrix
• You need to view and reference data but don't need to modify it in Magentrix
• Record creation would fail due to missing required fields or dependencies

Example Scenario

Problem:

• Quote Line Item has a required lookup to Asset
• Asset is not imported into Magentrix
• Users cannot create Quote Line Items in Magentrix (required field cannot be populated)

Solution:

• Import Quote Line Item as Read Only
• Users can view Quote Line Items synchronized from Salesforce
• Records must be created and managed in Salesforce
• Quote Line Items can be referenced in reports and related lists

Configuring Read Only Entities

1. When importing the Salesforce or Dynamics entity, check the Read Only checkbox in the Additional Information section.

2. Complete the import process.

3. The entity is imported but record creation/edit/delete is disabled in Magentrix.

4. Data synchronizes from the source system to Magentrix.

Importing Record Types from Salesforce

Salesforce Record Types can be imported into Magentrix to maintain business process consistency.

To Import Record Types

1. Navigate to Extend > Salesforce.

2. Click the Salesforce entity that has Record Types configured.

3. Select the Record Types tab.

4. Click Import.

5. The system retrieves all Record Types configured in Salesforce.

6. Select the Record Types you want to import.

7. Click Import or Save.

8. The Record Types are now available in Magentrix.

Post-Import Configuration

After importing Record Types:

• Configure picklist values per Record Type in Magentrix
• Assign page layouts based on Record Type and security role
• Set default Record Types for security roles
• The External ID field is automatically populated with the Salesforce Record Type ID

Synchronization Behavior

• Record Type names and properties are imported once
• Changes to Record Types in Salesforce are not automatically synchronized
• To update Record Types, re-import them from Salesforce
• Picklist values per Record Type are managed in Magentrix after import

Understanding Standard vs Custom Objects

The Standard Entity checkbox indicates whether a Salesforce object is a standard or custom object.

Standard Salesforce Objects

Characteristics:

• Provided by Salesforce out-of-the-box
• Examples: Account, Contact, Opportunity, Lead, Case
• Standard Entity checkbox is typically checked
• Available in all Salesforce organizations

Custom Salesforce Objects

Characteristics:

• Created by administrators or developers in Salesforce
• End with "__c" (e.g., Custom_Product__c)
• Standard Entity checkbox is typically unchecked
• Specific to each organization

Note: In Magentrix, the Standard Entity checkbox is primarily informational for native Magentrix entities. For Salesforce and Dynamics entities, it is typically unchecked.

Best Practices and Recommendations

• Plan imports carefully: Only import entities you actually need in your portal. Each imported entity adds complexity.
• Refresh schemas regularly: Schedule periodic schema refreshes to ensure Magentrix stays current with source system changes.
• Test after schema refresh: After refreshing, verify that page layouts, formulas, and buttons still work correctly.
• Document field changes: Maintain a log of field changes in the source system so you know when to refresh.
• Use Read Only sparingly: Only use Read Only entities when absolutely necessary for dependency resolution.
• Coordinate with Salesforce/Dynamics admins: Ensure changes in the source system don't break Magentrix configurations.
• Configure Magentrix-specific features: Take advantage of validation rules, sharing filters, and custom buttons in Magentrix.
• Test Record Type imports: After importing Record Types, verify they work correctly with existing data.
• Monitor synchronization: Regularly check that data is synchronizing correctly between systems.
• Consider performance: Too many imported entities with large data volumes can impact performance.
• Maintain consistent naming: Use clear, consistent entity names across both systems.
• Document integration points: Maintain clear documentation of which entities are integrated and how.

Troubleshooting Tips

Issue: Fields not appearing after schema refresh.

Solution: Verify the fields exist in Salesforce or Dynamics. Check that you have proper permissions to access them. Try refreshing the entity schema again.

Issue: Schema refresh failing.

Solution: Verify the Salesforce or Dynamics connection is active. Check for authentication issues. Ensure you have administrative access to the source system.

Issue: Cannot create records in integrated entity.

Solution: If the entity is marked as Read Only, records must be created in the source system. Otherwise, check required field settings and validation rules.

Issue: Picklist values not updating after refresh.

Solution: Verify picklist values were changed in the source system. For Salesforce, ensure changes were saved. Refresh the schema again and check the field configuration.

Issue: Record Type import not working.

Solution: Verify Record Types exist in Salesforce for this object. Check that you have permission to access Record Types in Salesforce. Ensure the Salesforce connection is active.

Issue: Data not synchronizing between systems.

Solution: Check the synchronization settings and schedule. Verify the integration connection is active. Check for field mapping issues. Review error logs.

Issue: Page layouts broken after field deletion.

Solution: When fields are deleted in the source system, update page layouts to remove references to the deleted fields. Check validation rules and button formulas as well.

Issue: Required field preventing record creation.

Solution: For integrated entities, required fields must be populated. If a required field references a non-imported entity, consider importing as Read Only or importing the related entity.

Issue: External ID missing for Record Type.

Solution: Re-import the Record Type from Salesforce to restore the External ID and mapping.

Issue: Dependent picklists not working.

Solution: For Salesforce entities, verify dependent picklists are properly configured in Salesforce. Refresh the entity schema to synchronize the latest configuration.

See Also

• About Entity Management
• Creating And Editing Entities
• Managing Entity Fields
• Configuring Record Types
• Designing Page Layouts
• Configuring List Layouts

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