Alaris User Setup for Traction Rec/Salesforce

Overview:

To integrate Alaris to your Traction Rec/Salesforce instance, you will need to create a User account for Alaris in Salesforce.

Step-by-Step instructions

1. Log into your Salesforce instance, select the Gear icon in the top right, then select Setup.

2. On the left side, click the Users Menu, then Users below that, then on the right side, select the New User button.

**Note, before proceeding, you need to decide which User License type you'd like to set up. Once you decide which option that you'd like, follow the respective instructions below. The User License options are:

• Option 1: Regular Salesforce License
  • Pros
    • Simple User Setup (set up in 1 step)
    • Gives Alaris Technical Support team access to login into Salesforce website for troubleshooting (as opposed API only view)
  • Cons
    • Regular license fee cost
• Option 2: API Only License
  • Pros
    • Minimal or no cost license fee
  • Cons
    • More complex User Setup (set up in 12 steps)
    • Alaris Technical Support team will not have Salesforce website login access and will only being able to troubleshoot via the API

Option 1: Regular Salesforce License User Setup

1. In the New User setup window, please set the following:
   1. First Name: you can set whatever you'd like, but we'd recommend using Alaris
   2. Last Name: you can set whatever you'd like, but we'd recommend using API User
   3. Email: api@alaris-us.com
   4. Username: api@alaris-us.com.xxx (for the "xxx" part, please use a 3-digit code that is a reference to your organization, i.e. for Atlanta YMCA you might use atl)
   5. Role: This is optional, but if you want to set something, we'd suggest using Staff
   6. User License: Salesforce
   7. Profile: you can set whatever you'd like but should at least be a Standard User, some of our customers create a special Admin type Profile for us
   8. Lastly, click the Save button at the top middle of the screen and you are all done 🙂

Option 2: API Only License User Setup

1. In the New User setup window, please set the following:
   1. First Name: you can set whatever you'd like, but we'd recommend using Alaris
   2. Last Name: you can set whatever you'd like, but we'd recommend using API User
   3. Email: api@alaris-us.com
   4. Username: api@alaris-us.com.xxx (for the "xxx" part, please use a 3-digit code that is a reference to your organization, i.e. for Atlanta YMCA you might use atl)
   5. Role: This is optional, but if you want to set something, we'd suggest using Staff
   6. User License: Salesforce Integration
   7. Profile: Minimum Access - API Only Integrations
   8. Click the Save button at the top middle of the screen

2. Return to the Alaris API user that you just created, and on the User Profile screen, click the Permission Set Assignments shortcut link

3. In the Permission Set License Assignments section, click the Edit Assignments button

4. Scroll down to the Salesforce API Integration section, check the box, then scroll to the very bottom and click Save.

5. On the left under the Users Menu, select Permission Sets, then on the right, select the New button

6. In the Label section, input Alaris API Integration then click Save

7. On the next page, select Object Settings

8. Next click into the Accounts Object Name
   1. Click Edit
   2. Set Read Permission in the Object Permissions section
   3. Set Read Access in the Field Permissions section
   4. Click Save, then click back to the Object Settings

9. Repeat Step 8 above for each of the Object Names listed below:
   1. Answered Questions
   2. Authorized Pickups
   3. Contacts
   4. Course Option Enrollments
   5. Course Options
   6. Courses
   7. Course Session Options
   8. Course Sessions
   9. Custom Questions
   10. Custom Questions Forms
   11. Membership Categories
   12. Membership Groups
   13. Memberships
   14. Membership Types
   15. Owned Add-Ons
   16. Products
   17. Products and Discounts
   18. Program Categories
   19. Program Category Tags
   20. Programs
   21. Program Checkouts (add both Read and Edit permission)
   22. Question Groups
   23. Registrations
   24. Sessions

10. Return to the Alaris API user that you created, and on the User Profile screen, click the Permission Set Assignments shortcut link

11. In the Permission Set Assignments section, click the Edit Assignments button

12. Lastly, in the Available Permission Sets, click on the Alaris API Integration permission, Add to the Enabled Permission Sets section, then click Save