Overview

SafeBase's Salesforce (SFDC) Managed Application is a tool (optional) that allows users to create accounts, invite Contacts, and upload Questionnaires from within the Salesforce platform. It enables a proactive instead of reactive approach that can fit in existing sales pipeline workflows.

The Managed App is not available on the Salesforce AppExchange, installation requires using a direct link.

This package can only be installed on Salesforce Enterprise & Unlimited Editions.

This app only works with the Salesforce Lightning environment and is not compatible with Salesforce Classic.

If the steps are followed correctly, this installation process should take less than 20 minutes. If you encounter issues, please message our support chat or email us at support@safebase.io.

App Install

Before installing the Managed App, you must have completed an OAuth connection in SafeBase as described here.

Step 1: Package Installation

Note: The steps below are the same for both Production and Sandbox environments. This should match the same environment configured in the SafeBase app using the OAuth connection.

Log into the appropriate environment, and in the same browser profile, navigate to the following link:

Select Install For All Users, then click Install.
A popup will appear. Ensure that Yes, grant access to third-party websites is checked, and click Continue.
Once the installation is complete, click Done. You will be redirected to the Installed Packages Page.
Verify that the package is listed in Installed Packages.

Step 2: API Key Configuration

We are now going to configure the App with a SafeBase API Key.

In the top right corner, click the gear icon and enter Setup.
On the top left screen, find the QuickFind search box, type, then click Custom Metadata Types.
Find the line SafebaseHostToken, then click on Manage Records.
Click Edit on the default record.
Insert your SafeBase API Key in the Token field. See step 6 for instructions on how to create one.
Go to your SafeBase Security Portal. Under Settings, then API Keys, click the Add button to create a new one or click here to go to this section. You must be a SafeBase Admin to generate this key. If you are not a SafeBase Admin, ask one of your SafeBase Admins to generate this.
1. Note: API Keys can only be viewed when created. Make sure you copy your API to a secure location, such as a password manager.
In Salesforce, click Save.

Step 3: Remote Site Configuration

Now that the API has been added, we will verify that the App is configured to reach the SafeBase API properly.

On the top left screen, find the QuickFind search box type, then click: Remote Site Settings.
Click Edit for the GetSafebaseAccount record.
Make sure the Active checkbox is checked.
Click Save.

Step 4: Adding Fields to Account & Contact Page Layouts

We will now modify the Account Page Layout to add the appropriate custom fields that the app requires.

Account Page Layout

At the top of the page, click the tab Object Manager.
Find and click Account.
In the left side column, click Page Layouts.
Click your org’s default Account Layout to open it in edit mode.
1. Note: If your Sales team uses multiple layouts, you will have to repeat the following steps for each layout.
From the Fields box, click and drag a Section onto the page. Name the section SafeBase.
Click OK.
1. Note: This step is only required to have a separate SafeBase section. You may optionally drag these fields to an existing section, but we recommend putting them in a separate section to avoid clutter.
From the Fields box, drag and drop the following fields into the newly created SafeBase section:
1. SafeBase: Account Share Link
2. SafeBase: Number of Invited Contacts
3. SafeBase: NDA Provider
4. SafeBase: NDA Done
5. SafeBase: ID
Once the fields are added, hover over each one, select the wrench icon, and set it to Read-Only. Do this for each field.
Click Mobile & Lightning Actions, use quick find to search for Add to SafeBase button.
Drag and drop the Add to SafeBase button into the Salesforce Mobile and Lightning Experience Actions section.
Click Save.

Contact Page Layout

The steps for this are similar to what we just did for the Account Page Layout.

At the top of the page, Click Object Manager, Contact, Page Layouts, then select your organization’s default Contact Layout.
In the Fields box, drag and drop the SafeBase: Invited into one of the existing sections or create a new section for it.
Once the field is added, hover over the field, click the wrench icon, set the field to Read-Only, and click OK.
In the Mobile & Lightning Actions section, Drag the Add to SafeBase button to the Salesforce Mobile and Lightning Experience Actions section.
In the Mobile & Lightning Actions section, Drag the Resend SafeBase Invite Email button to the Salesforce Mobile and Lightning Experience Actions section.
Click Save.

Step 5: Add Buttons to Account & Contact Record Pages

Account Record Page

We will now modify the Account Record Page to make the Add to SafeBase button visible.

Return to the Salesforce default Sales page.
Open any Account, click the Gear icon, then Edit Page.
Click on the highlighted panel at the top where the buttons will live, and click Upgrade Now in Upgrade to Dynamic Actions on the right.
1. Note: Steps 3-6 may not be applicable if ‘Dynamic Actions’ have been previously enabled.
Click on Migrate and Next.
Select the layout record page you want to migrate to Dynamic Actions and click Finish.
Click Add Action, then find Add to SafeBase and click on it.
Search for the term SafeBase in the Components search box in the upper left, and drag the getSafeBaseAcccount function somewhere on the page. This is just a function and is not visible, so you can drag it anywhere you see fit.
Click on Save, then Activate in the pop-up. If you do not see a popup, click Activation…
1. Note: These steps are not necessary if the layout is already the default one.
When you activate the page, you can make the page layout with the SafeBase functionality the App default, or depending on the App, record type, and profile assignments.

Contact Record Page

These steps are similar to those we just completed for the Account Record Page, but we will also add filters to the 2 buttons.

Open any Contact, click the Setup icon and then click on Edit Page.
Click on the highlighted panel where the buttons will live, and find the Upgrade Now option in the Upgrade to Dynamic Actions box on the right.
1. Note: This may not be required if this was previously enabled.
Click on Migrate and click Next.
Select the layout record page you want to migrate to Dynamic Actions and click Finish.
Locate the top highlight panel and click on it.
Click Add Action, find the Add to SafeBase action and and click on it.
Now we will add 3 filters on this button so that it only appears as needed. Click Add Filter:
1. Click on Record Field as the Filter Type.
2. In Field search for and select SafeBase: Invited.
3. In Operator select Equal.
4. In Value select False.
5. Click Done.
We are now going to add the second filter. Click Add Filter:
1. Click on Record Field as the Filter Type.
2. In Field search for and select Email.
3. In Operator select Not Equal.
4. Leave Value blank.
5. Click Done.
Now we are going to add the third and final filter for this button. Click Add Filter:
1. Click on Advanced as the Filter Type.
2. In Field section click the Select button
3. In the popup, select Record in the first, Account Name in the second, and Account Name in the third select box.
4. Click Done.
5. In Operator select Not Equal.
6. Leave Value blank.
7. Click Done.
Select All filters are True radio button.
Click Done.
The steps for the next button are similar, but only one filter is needed. Click the Add Action, find the Resend SafeBase Invite Email and click on it.
Click Add Filter:
1. Click on Record Field as the Filter Type.
2. In Field search for and select SafeBase: Invited.
3. In Operator select Equal.
4. In Value select True.
5. Click Done.
Click Done again to save the new action.
In the upper left, search for SafeBase in the Components search box. Drag the getContactinSafebase component anywhere on the page. This is a function that is not visible to the user, so you may drag it anywhere you see fit.
Click on Save on the top right corner and click Activate in the next popup, or click on Activation…
1. Note: These steps are not necessary if the layout is already the default one.
When you activate the page, you can make the page layout with the SafeBase functionality the App default, or depending on the App, record type, and profile assignments.

This concludes the setup process for the SafeBase managed app.

App Usage

Add Contacts from an Account Page

Add one or more contacts from an Account Page using the Add to SafeBase button.

Scenario 1: The account has never been added to SafeBase

In this scenario, the Account has not been created in SafeBase yet, and no Contacts have been invited.

Users will see a modal popup that allows for an optional description, select a Permissions Profile, and an NDA Provider.

Click Next. One or more Contacts can be added, with an option to send an email notification and an optional message. Click Add to SafeBase to complete the process.

A success message will display at the top of the page:

No further action is required. If the Send Email Notification option is used, the Contact will receive an email with full instructions on how to proceed.

Scenario 2: Account exists in SafeBase, but adding additional Contacts

If the Account has already been added to SafeBase, users can add additional Contacts. Users will be taken directly to the list of Contacts. There is a column to indicate if a Contact has already been added.

Select the appropriate Contact(s) and click Add to SafeBase to complete the process.

A success message will display at the top of the page:

No further action is required. If the Send Email Notification option is used. The Contact will receive an email with full instructions on how to proceed.

Add a Contact from a Contact Page

Note: This process will also create the Account in SafeBase if it has not already been done.

Scenario 1: An account has not been created

For accounts not yet created in SafeBase, the user will be prompted to create one.

Click Next, and proceed to add the Contact:

A success message will display at the top of the page:

Scenario 2: The Account has already been created in SafeBase

If the Account exists in SafeBase, users will be directed to add the Contact:

You will see this success message at the top of the page:

Resending an Invite Email for a Contact

After a Contact has been added, refreshing the page will now show a Resend SafeBase Invite Email button in place of Add to SafeBase.

Use this button to send a new invite email with an optional message to the Contact:

Uploading a Questionnaire

When utilizing the Add to SafeBase workflow, users will be able to upload a questionnaire directly from the Managed App.

After creating an account, navigate to the Upload Questionnaire tab in the managed app and upload a questionnaire file.

If the organization is a multi-product organization, the user will be able to select a specific product.

Once the file is selected, click Add to SafeBase. The uploaded questionnaire will appear in the Questionnaires section of the Trust Center and the submitted questionnaires section of the respective Account.

Troubleshooting

The Add to SafeBase button is not visible.
- Verify with a Salesforce Admin that the Managed App has been configured properly.
- Contacts need to be associated with an Account and have a valid email before the button will be visible.
The Contact has been added, but they are saying they never received an email.
- Sometimes emails get caught in Spam filters. Contact SafeBase via live chat at support@safebase.io.
You see a "null reference error" or something similar.
- Verify that the following fields have field-level security set to visible so that the app can access them:

For the Account object:

Id
Name
Description
Contact_Required_for_Account_Creation__c (SafeBase custom field)

For the Contact object:

Id
email
Name
FirstName
LastName
AccountId
Account.SafeBaseId__c (SafeBase custom field)
Account.Name
Invited__c (SafeBase field)
Account.Description
- Null reference errors may also be due to unsupported characters in account names. At the moment, we will not be able to create an Account in SafeBase if the name contains characters other than:
  - Upper or lowercase letters
  - Numbers
  - Spaces
  - Special characters
    |
    ,
    .
    '
    "
    /
    \
    &
    (
    )
    +
    -