How To

How To: Setup Your PractiFI Web Enquiry Form

Does copy & paste drive you mad? Do you hate typing? Have you ever wished a client enquiry could go directly into PractiFI?

Ask and ye shall receive! With a little bit of jiggery-pokery, and a whole lot of PractiFI magic, you can now capture enquiries from your website, straight into your PractiFI. Follow the steps below (don’t worry, they look a lot scarier than they really are) to start living the dream.

NOTE:
  • PractiFI Web Enquiry Form is a separate product. You’ll need a PractiFI Web licence to use it. Need to buy? Just get in touch.
  • There are portions of this setup that cannot be undone or altered. Other parts of this tutorial involve modifying data access permissions. These instructions are for system administrator users ONLY and need to be carried out with great care.
Step 1: Install  and Configure PractiFI Web Package

1. Get the PractiFI Web license and  install PractiFI Web package in your org with  a url provided to you.

2. Click on Salesforce Setup from the PractiFI Settings menu.

salesforcesetup1

3. Navigate to the Custom Settings configuration area by going to Develop, then Custom Settings.

CustomSettings

4. Click  Manage next to PractiFI Web Settings.

Manage PractiFI Web Settings

5. Click   New on PractiFI Web Settings page .

PractiFI Web Settings new btn

6. Click Save.

PractiFI Web Settings Save

7.  Click Installed Packages under Build.

InstalledPackages

 

8. Click Manage Licenses  next to PractiFI Web.

PractiFIWebLicence

 

 

 

 

 

9.  Remove  User from Licensed Users (license is to be assigned to users who visit enquiry form latter).

RemovePractiFI Web License

 

 

Step 2: Create a Force.com Site

If you do not already have a Force.com site configured, you will need to create one using these steps:

1. Click on Salesforce Setup from the PractiFI Settings menu.
PractiFI Salesforce Setup
2. Navigate to the Sites configuration area by going to Develop, then Sites.
salesforce sites
3. If you have not already registered a Force.com domain, you will need to do so. This will usually be your company name, for example: http://xyzadvice.force.com. NB: Once registered, this domain cannot be changed. If you already have a registered domain proceed to Step 4.
site domain
4. Once your domain registration is complete, click New.
site new
5. Fill in the following details:

Site Label: This can be anything you like. This is just a way for you to identify the site if you have more than one.
Site Name: This will automatically populate once you add a Site Label.
Site Description: A description of your site (optional).
Site Contact: This will automatically default to the name of the System Administrator creating the site (you).
Default Web Address:  This is a suffix for your domain URL. For example: http://xyzadvice.force.com/enquiries (optional)
Active: Leave this checked. If this is unchecked, your site will not be live.
Active Site Home Page:  WebEnquiryForm
Clickjack Proctection Level: select ‘Allow framing by any page (no protection)’
Leave all other fields as default

6. Click Save.

 

Step 3: Enable Skuid  and PractiFI access for your Site

You will need your site to have the appropriate level of access to Skuid functionality.

1. You should now be on the Site detail page. From here, click the Public Access Settings button.
Public access

2. From the Site Guest Profile page, click the View Users button.
public acess view users

3. You should only see a single user here, the Site Guest User.  Click on the user’s full name.
public acess  user4. On the user record, scroll down to the Managed Packages list and select Assign Licenses.
license assignment

5. From the Assign Licenses page, check the box for Skuid , PractiFI and PractiFI  Web (don’t check anything else), then click the Add button.

assignWebEnqLicenses

6. You should have been returned to the Site Guest User record. Scroll down to the Permission Set Assignments list and select the Edit Assignments button.
Permission assign

7. Select Skuid Page Viewer from the Available Permission Sets box and move to Enabled Permission Sets box. Then click Save.
Permission assign2

Step 4: Configure Guest User’s data access permissions

Because your site is configured to allow public (unauthenticated) access to your environment, it is critical that these steps are configured correctly to prevent unauthorised access to sensitive data.

1. Go back to your Site detail page (Develop > Sites > [Your site]) and click the Public Access Settings button.
Public access

2. On the Guest User Profile, click the Edit button.
Profile detail guest

3. Configure the following:

a. Custom App Settings: Uncheck every option except Platform.
b. Connected Apps: Uncheck everything.
app access guest
c. Tab Settings: Set all options to Tab Hidden.
tab settings guest

d. Administrative Permission and General User Permissions: Uncheck all boxes except Send Outbound Messages.

e. Standard Object Permission:  Uncheck everything except Read and Create on Accounts and Contacts ONLY.

admin permission guest

f. Custom Object Permissions: Set the following permissions. Leave everything else unchecked.

- Captchas: Read and Create
Interactions: Read and Create
Relationships: Read and Create
Tasks (PractiFI): Read and Create

- Categories: Read
Pages: Read
Relationship Types: Read
Process: Read
Process Steps: Read
Steps: Read

CustomObjPermissions

 

4. Click Save.

5. From the Profile detail page (the same Profile page, only not in Edit mode), scroll down to the Field Level Security section.

Field Sec guest

6. Set the Account Field Level Security:

a. For Account, right click View and select Open Link in New Tab.
b. In the newly opened tab, click Edit.
c. Check the Visible checkbox for the following fields. Leave everything else unchecked.

- From Web
– Entity Type
– Orgn Type
– Source
– Stage

d. Click Save.
e. Close the tab.

7. Set the Contact Field Level Security:

a. For Contact, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Visible checkbox for the following fields. Leave everything else unchecked.

- Entity Name/Account Name
– Email
– Phone

d. Click Save.
e. Close the tab.

8. Set the Interaction Field Level Security:

a. For Interaction, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Visible checkbox for the following fields. Leave everything else unchecked.

- Client
– Details
– Method
– Person
– When

d. Click Save
e. Close the tab

9. Set the Relationship Field Level Security:

a. For Relationship, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Visible checkbox for the following fields. Leave everything else unchecked.

- From Person
– To Organisation
– Relationship Type
– Primary Contact

d. Click Save.
e. Close the tab.

10. Set the Task Field Level Security:

a. For Task, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Visible checkbox for the following fields. Leave everything else unchecked.

- Description
– Due Date
– Estimated Effort (Days)
– Estimated Effort (Hours)
– Estimated Effort (Minutes)
– Organisation
– Process Step
– Priority
– Stage

d. Click Save.
e. Close the tab.

11. Set the Category Field Level Security:

a. For Category, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Read Only checkbox for the following fields. Leave everything else unchecked.

- Active
– Depends On
– Group
– Group Code
– Icon Name
– Related To

d. Click Save.
e. Close the tab.

12. Set the Process Field Level Security:

a. For Process, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Read Only checkbox for ALL fields. Leave everything else unchecked.
d. Click Save.
e. Close the tab.

13. Set the Process Step Field Level Security:

a. For Process, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Read Only checkbox for ALL fields. Leave everything else unchecked.
d. Click Save.
e. Close the tab.

14. Set the Relationship Type Field Level Security:

a. For Process, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Read Only checkbox for ALL fields. Leave everything else unchecked.
d. Click Save.
e. Close the tab.

15. Set the Step Field Level Security

a. For Step, right click View]and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Read Only checkbox for ALL fields. Leave everything else unchecked.
d. Click Save.
e. Close the tab.

16. Set the Captcha Field Level Security:

a. For Captcha, right click View and select Open Link in New Tab.
b. In the newly opened window, click Edit.
c. Check the Visible checkbox for ALL fields. Leave everything else unchecked.
d. Click Save.
e. Close the tab.

 

Step 5. Manage PractiFI Settings Custom Settings

This step is to make sure default url for  web enquiry  stylesheet is populated .

Go to Setup > Develop > Custom Settings> PractiFI Settings > Manage>  Edit> Save.

Step 6. Include the Enquiry Form on your website.

This involves modifying HTML code and your website. You might want to use an experienced web designer to complete this step.

1. Copy the following HTML code and paste it in the desired place on your website.
Change the src value to correspond to your own Force.com Site URL.
Change height and width as required.

<iframe src=”your force.com site url” seamless=”seamless” width=”800px” height=”600px” frameborder=”0″ scrolling=”no”></iframe>

Congratulations! You’re all done.

If you’ve completed all the steps correctly, you should see something resembling this on your website.
web-enquiry-form-example

A submission of this form should result in a Client and a related Client Person record being created in PractiFI. It should also create an Interaction record and, optionally, a Task record.

Now all that’s left to do is congratulate yourself on a job well done, and maybe celebrate with a glass of something tasty.

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