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This topic provides step-by-step instructions to configure a Salesforce Report or Salesforce Query Data Source in ProntoForms. Once you create the Data Source, you can link it to forms to populate Dropdown, Multiselect, and Radio Button questions.
You must be either
a ProntoForms Admin user or
a member of a FormSpace group with Can Create permissions.
Either a Salesforce Connection already exists in your ProntoForms FormSpace, or you are a ProntoForms Admin user and can create a Salesforce Connection.
Make sure that the team has a Problem Contact Email Address. If the scheduled data fetch fails, the system sends an email with an error message and details to the Problem Contact Email Address.
To configure a Salesforce Report Data Source, set up a Salesforce Report that has
a tabular format
no grouped data, and
no more than 2000 rows.
To use a Salesforce Query Data Source, test your query in the Developer Console Query Editor before you use the query in ProntoForms.
Steps to set up a Salesforce Data Source
Select the type of Data Source
In the ProntoForms Web Portal, go to Manage Forms > Data Sources.
Select Create Data Source.
From the Cloud Service Integration list, select Salesforce Report or Salesforce Query.
If you want to… Then…
Reference records from any reportable Salesforce Object using a report that
has a tabular format
does not have grouped data, and
has up to 2000 rows.
Set up a Salesforce Report Data Source
Note:The data fetched by a Salesforce Report Data Source is truncated after 2000 rows.
Use Salesforce Object Query Language (SOQL) to reference Salesforce records
from any Salesforce Standard, Custom, or Big Objects, and
with any number of rows.
Set up a Salesforce Query Data Source
Result: The system displays the page on which you configure the Data Source.
The following image shows how to configure the Name settings.
Enter the Data Source Name.
You might have multiple Data Sources in your ProntoForms Web Portal. Follow best practices for easy identification:
Identify the Salesforce org.
Identify the Object.
Identify the Fields you intend to reference.
For example, you might name your Data Source:
Provide a Description (optional).
Add a description that will help you identify the Data Source later, if you need to modify or delete it.
Note:The system displays Cells Allowed and Rows Allowed. based on your ProntoForms tier. These values represent ProntoForms size limits that optimize performance. The actual number of cells or rows that the system fetches from your Salesforce org also depends on the limits imposed by Salesforce.
The following image shows how to configure the Data Retrieval and Format settings.
Do you want to notify ProntoForms mobile app users after a data fetch?
If yes, select the Push updates... option. This ensures that your users have the most current data.
Note:The ProntoForms app users must enable notifications on their devices to receive updates.
If no, clear the Push updates... option.
Do you want to fetch data automatically?
If yes, select the Automatically fetch... option, and then set up the frequency and time zone. The system fetches the data at midnight in the selected timezone for all frequencies except hourly.
Tip:Consider the fetch frequency and users’ experience when you decide whether to enable push notifications. For example, hourly notifications might distract users.
If no, clear the Automatically fetch... option. Remember that you must fetch the data manually when you want to update it.
Select Activate this schedule… to start the automatic fetches. When you want to pause the Fetch Schedule and switch to a manual fetch, edit the Data Source and clear the check box.
Once you’ve created the Data Source, you can manually fetch new data at any time:
Manage Forms > Data Sources > Data Source Name > Fetch New Data.
Keep the Trim whitespace… option selected to remove spaces, tabs, or other “whitespace” characters from all elements in the source data. This prevents formatting errors.
The configuration options depend on whether you selected a Salesforce Report or Salesforce Query Data Source.
The following image shows how to configure the Connection settings for a Salesforce Report Data Source.
The next image shows how to configure the Connection settings for a Salesforce Query Data Source.
Do you have a ProntoForms Admin user role?
If yes, you can either select an existing Salesforce Connection or create a new one.
If no, you can only select an existing Salesforce Connection that’s configured for your current FormSpace. If the system displays No available connections, contact your company’s ProntoForms administrator for help.
The configuration options depend on the type of Salesforce Data Source.
If you want to configure a... Then... Salesforce Report Data Source
Enter the Report ID.
To find the Report ID, open your Salesforce Report. The URL in the browser's address bar includes the Report ID.
For example, the last part of this address, after the domain, is the Report ID.
Salesforce Query Data Source
In the Query box, enter a SOQL expression.
For example, to retrieve IDs and Names from your Contact Object, enter the following expression:
SELECT Id, Name FROM Contact
Result: The query fetches the following data.
ID Name 4321 John Smith 1234 Jane Doe 2341 John Doe
Tip:Test your query in the Developer Console Query Editor before you use the query in ProntoForms. Your Salesforce org’s data model is inaccessible to external integrations, and ProntoForms cannot troubleshoot SOQL issues.
Select the type of Salesforce API based on the number of records.
Do you have 10,000 or fewer data records in the Object?
If yes, select Query.
If no, select Bulk.Note:The Bulk API improves speed and efficiency but doesn’t support the following SOQL functions:
GROUP BY CUBE
Nested SOQL queries
Do you want to fetch data as soon as you create the Data Source?
If yes, select the Fill the Source Data immediately option.
If no, clear this option to fetch data as scheduled.
Select Create to save the Data Source.
Result: The system creates your Salesforce Data Source in ProntoForms. You can reference the Data Source in any form within the same FormSpace.
For example, you might have a Salesforce Report Data Source that includes case number and preferred technician Fields. If a Salesforce user removes the preferred technician Field from the Report in Salesforce, ProntoForms can no longer populate the related question.