With Opportunity Gatekeeper it is now easier than ever to ensure data integrity by making sure opportunities are created off contacts and fields are pre-populated on the opportunity based on Contact and Account data. With Opportunity Gatekeeper you will optimize default Campaign attribution as well as ensuring at least one contact role on every Opportunity.
Please follow the instructions below to get up and running in no time at all.
Note: Opportunity Gatekeeper is not compatible with the Salesforce Lightning Experience.
Download and Begin Installation
After clicking the Get It Now! Link on the Salesforce AppExchange you will be prompted to login to Salesforce to install the application. AppExchange listing: https://appexchange.salesforce.com/l...000000B5OS6EAN
You will be presented with a list of package components. Click the Continue button.
This page lists the package version number and components. Click Continue.
Step 1: Begin Installation
This page indicates the level of access the package will have is based on the installing users access. The access shown here can later be edited in the package detail page. Click next once you have chosen your levels of access.
Step 2: Select Security Level
In step 2 you will be prompted to select a security level. Note that any user that will be using the application will need to be granted access.
We recommend granting access to all users and then, post-installation, adjust Opportunity Gatekeeper tab visibility.
Once you choose your security settings click Next.
Step 3: Install The Package
Click Install to continue. You will receive notification when the installation is complete
Post Installation Permissions
Step 1: Adjust Opportunity Gatekeeper Tab Permissions
Application configuration is managed on the Opportunity Gatekeeper Tab.
We recommend that you remove tab permission from all profiles except system administrators and open it up to specific users by creating a permission set with tab visibility and assigning it to specific users that you want to enable. Access for these users to the underlying Apex Classes and Visualforce pages will also be required.
More information on tab visibility and permission sets can be found here:
Step 2: Grant Access to the OppCreateGateway Visualforce page
If you did not grant access to all users in Step 3, you must grant access to the Visualforce page OppCreateGateway to users that are creating opportunities.
Access to Visualforce pages can be managed in 2 ways:
From the Profile – Add the Visualforce page on the Enabled Visualforce Page Access related list.
From the Visualforce page security settings (Setup > Develop > Pages> Security) – select the profiles that should have access to the page.
Step 3: Override New Opportunity Button
Navigate to Setup > Customize > Opportunities > Buttons, Links and Actions Click on Edit by the New Label
Select the Visualforce page OppCreateGateway [FCOG__OppCreateGateway] and save.
Step 1: Go to the Opportunity Gatekeeper Tab
If this tab is not visible, click the plus sign at the end of your tabs in Salesforce and add Opportunity Gatekeeper to your available tabs.
Step 2: Configure the User Experience
This section manages the user experience. You may either choose to have a Visualforce page with a custom header to notify users and direct them to create the opportunity off the contact record, or a custom window alert message. The user will be returned to their previous Salesforce page after confirming the notification.
Example: Window Popup Alert
Example: Visualforce Page Alert
The Set Opportunity Name checkbox will pre-populate the opportunity name with the Account name followed by a dash – the same syntax that lead conversion uses by default. This setting will help you standardize opportunity naming conventions as well as reducing steps for Sales.
Step 3: Configure User Profiles and Enforcement
If you wish to enforce creating opportunities off Contacts across your entire organization, check the Gate All Users checkbox. If you want to use more granular user permissions, you have the option to do so with profile and user level overrides.
The Profile and User overrides allow you to determine whether or not specific profiles or users are gated. If you select a profile it will apply to all users with that profile. A specific user setting will have priority over a profile setting.
A Gating Status of ‘On’ means that the user must create the opportunity off a contact record. You can update a user’s status to ‘Off’ without removing the override listing, or you can remove the whole override listing by clicking the Remove Override button.
In the example above everyone at the company is gated except for the defined overrides. In this organization everyone needs to create opportunities either through lead conversion or off Contact records, with the exception of all users with the Marketing user Profile, or if the user is Luke. Luke doesn’t have a Marketing User Profile – he has the Standard User 2 – Custom profile - but he’s still exempt he is defined in the overrides section and his Gating Status is Off.
In the example below gating is not enabled organization-wide. Only users with the profile of Standard User 2 – Custom are gated. Luke, who has that profile, however, is exempt because his Gating Status is Off – and the user level overrides trump profile and organization level settings.
Step 4: Mapping Fields that Automatically Sync to Opportunities
When you create an opportunity during lead conversion you have the advantage of mapping lead fields directly to the new opportunity. This section provides similar functionality when creating opportunities off Contact records by allowing you to map Contact and Account fields to Opportunity fields. This can save your sales team time and facilitate Opportunities with better data quality.
The configuration of field mapping is different for standard and custom Opportunity fields. Let’s review how to configure each type:
Mapping to Standard Opportunity Fields
If you want Pre-populate a standard Salesforce Opportunity field, all you have to do is pick one from the Opportunity Field Name dropdown menu under the New Mapping Field section. Once you select a standard field, Click Add New Mapping Field to add it to the list of field mapping.
Lets pick the Opportunity Lead Source as a standard field example: Select Lead Source and click Add new Mapping Field
The standard field will now appear as a selection in the Field Mapping section
Select the Contact or Account Field you want to pre-populate in the Opportunity Lead Source field. Each column (Contact Fields or Account Fields) will present you with choices off those objects to select. In this case we’ll select the Lead Source field on the Contact Record.
You will have to select either a Contact or Account field. You cannot map to the same field from both objects.
Mapping to Custom Opportunity Fields
Mapping custom Opportunity fields requires the additional step of entering the custom field ID by the field name before adding the field to the mapping table.
Select the custom field from the Opportunity Field Name picklist. In the example below Product interest is a custom Opportunity field. After selecting it a text field will appear into which you need to add the Opportunity Field ID.
Attempting to add the new custom field without the ID will generate the following error.
In order find the opportunity custom field Id navigate to Setup > Customize > Opportunities > Fields and click on the custom field you wish to map to, then select the unique field ID from the URL and paste it into Opportunity Gatekeeper Configuration in the box for Opportunity field ID.
The ID is the 15 characters after the / and before the ? in the URL:
Copy the ID from the URL and then paste it into the Opportunity Field ID text are. Click the Add New Mapping Field button.
Select the related Contact field you want to populate the Opportunity field with:
In the example above you’ll the custom Opportunity Product Interest field is mapped to the Contact Product Interest field. We also mapped a custom Opportunity field ‘Market Segment’ to the Account ‘Market Segment’ field.
When you are done with these settings, remember to save your configuration settings by clicking the Save Configuration button at the top of the page.
Now if you create an opportunity off a contact, you can see that the fields map over.
- Opportunity Name pre-populated with ‘Account Name –‘
- Lead Source from the Contact
- Product Interest from the Contact
- Account Market Segment from the Account
The user is presented with the opportunity edit page like they would normally. Field mapping is fully supported in cases where a user is presented with a choice of opportunity record types.
That’s it! You should be up and running now.
Field Type Mapping Support
Opportunity Gatekeeper can map both standard and custom fields, however, there are technical restrictions that prevent us from supporting the following types of fields.
Opportunity fields that cannot be pre-populated by Contact or Account fields:
- Formula Fields
- Multi-Select Picklist Fields
- Geolocation Fields
- Dependent Picklists
- Hidden Fields
- Managed Package Fields
- Read-Only Fields (On the page layout for users that cannot edit read-only fields)
Account and Contact fields that cannot be mapped to the Opportunity:
- Hidden Fields
- Managed Package Fields
If you need assistance from Support, please file a Case in the Full Circle Community Portal. You can login at https://fullcircle.force.com/success/login using your Salesforce credentials.