SALESFORCE TO SALESFORCE

Salesforce to Salesforce enables easy and effective alliances both within and across Salesforce organizations. This new feature allows you to share lead, opportunity, account, contact, task, attachment, or custom object records with any authorized Salesforce users.

ESTABLISHING A CONNECTION

To begin using Salesforce to Salesforce access the Connections tab. If Connections is not listed on the tab bar you can add it by navigating to: Your Name >Setup > My Personal Information > Change my Display > Customize My Tabs > locate Connections tab > add to Selected Tab window > Save. On the Connections tab, click New to create a new connection with another organization.

Select an existing contact under the account you want to share records with and click "Save & Send Invite". The invitation email will be sent to the email address under the selected contact.

Please Note: The Connect to contact owner will act as the default user to send invitations and will be the recipient for all email notifications i.e. new records, updated record updates, error messages, etc. (To change your default owner, click Edit under the Connections tab and select another Salesforce user). When you click "Save & Send Invite" the system administrator for the selected Salesforce business contact will receive an email. Click the URL and login to initiate the Salesforce to Salesforce connection. Here's an example invite:

Click Accept to initiate record sharing.

Once the invitation is accepted, the connection is established, no objects (standard or custom) are shared yet.

PUBLISHING OBJECTS
Once the connection is established, the next step is to publish and subscribe to objects (ex. leads, accounts, reports, activities, etc.). Both you and your new connection can publish and subscribe to each other's objects and fields. To publish objects click on the Publish/Unpublish button in the Connection tab, and select the object(s) you want to publish. You can publish most standard objects and all custom objects.

Select Edit on each object to choose the fields that you want to publish to the other environment.

SUBSCRIBING TO PUBLISHED OBJECTS The receiving org must first subscribe to the objects you published. They will not automatically have access. You will need to login and subscribe to the published objects and map the fields. This is done by navigating to the Connections tab, selecting the new connection, and clicking "Subscribe/Unsubscribe". You'll now be presented with a list of the published objects to which you can subscribe:

The table declares the mapping between the objects from the incoming org, and the objects to which they'll map in the receiving org. An additional flag is sometimes displayed - Auto-Accept. If this option is selected, then records from the publishing org will be automatically accepted - the process will be entirely automatic. If you don't select the checkbox, then the system administrator will have to review incoming records before they are accepted. Now click Save. We have defined which object from the publishing environment maps to which object in the receiving environment. Now you need to map the fields. Do this by clicking on Edit next to each object.

Now map the published Account fields from the incoming environment to the Account fields in your environment:

To map fields on a subscribed object: 1. Map your connections published fields to your organization's fields by choosing the appropriate field in the drop-down list. Because fields can only be mapped to fields with the same data type, length (for text and numeric fields), and decimal places (for numeric fields), the drop-down list only shows fields with the correct data type. Select --None-- if you do not want to populate any of your fields with the data from a published field. Alternatively, select Automatically map fields to automatically map your business partner's fields to your fields. For any unmapped field, Salesforce checks if the field's API name matches that of any of your fields. If there are no matches,

Salesforce then checks for matching field labels. If Salesforce still cannot find a match, --None-- is selected. 2. If the field is a picklist, click Edit Value to map the published picklist values to your organization's picklist values. You can map each value in the published picklist to a value in your picklist. Note If a picklist value is mapped to --None--, and your business partner sets the field to that value, the field will be set to the same value in your record. For example, you subscribe to the Lead Status picklist, and your business partner has the value Internal in that picklist, your record will have a lead status of Internal. 3. Click Save.
FIELD MAPPINGS CONSIDERATIONS

If you are subscribed to a field, and your business partner no longer publishes that field, you are automatically unsubscribed from that field. If you delete a custom field that is mapped to a published field, you are automatically unsubscribed from that field. If the field type of a custom picklist or custom multi-select picklist is changed, for example, if a custom picklist is changed to a text field, you are automatically unsubscribed from that field. To convert a custom field to a picklist field, stop publishing the field, change the field type, then publish the field again. The following standard fields are automatically mapped: o Account: Account Name, and, if you are using person accounts, Last Name o Attachment: Body, Content Type, File Name o Contact: Last Name o Lead: Last Name and Company o Opportunity: Name, Closed Date, and Stage o Task: Subject You may have come across situations where certain fields are not available for publishing, or where you are not able to subscribe to map some fields onto other fields. Here's a little more about this field mapping and how to resolve these. o Data Type matching - Only matching data type fields can be mapped. In other words, the mapping enforces field type, dimension and precision. So for example, you can map a text field to any other text field of equal or greater size. Lookup or reference fields can be mapped to text fields (of size 80 or greater), and auto-number fields can also be mapped to text fields (of size 30 or greater). o Field visibility - Lookup IDs are not available for publishing. You can enable S2S for those fields by creating a formula field and then publishing

the formula field. In advanced section of formula field, select treat blank as blank. The Salesforce to Salesforce setup is complete when both the publishing and receiving orgs have followed the steps above.
USING THE SHARED CONNECTION

Now that you've got both environments set up on Salesforce to Salesforce, let's look at how the configuration can be used. A one-way share between two environments is achieved by having the source environment publish, and the target environment subscribe. Here the source environment acts as a master environment and would overwrite shared records in the target environment whenever there is a change to the record in the source environment. Any changes made to the shared record in the target environment are lost when the source environment record changes in this scenario. A two-way share between environments is achieved by having both environments publish and subscribe to each others objects. Now shared records between the two environments synchronize whenever there is a change on either side. In both cases, the Salesforce to Salesforce mapping determines which fields would flow from one org to the other.
MANUAL SHARING RECORDS

Account, Contacts and most standard and all custom objects can be shared externally using S2S, Go to a List view for the Lead, Account, etc and Select the records and click on "Forward to connection".

Select the connection and related objects if there are any, and save. Note that only users with the Manage Connections profile permission will see the "Forward to connection" option. Additionally, users can only forward records they own or those owned by their subordinates (role hierarchy). System admins can share any record.

When records are forwarded, records will be automatically created in the linked environment if auto-accept is enabled. If not, the records sent will need to be manually accepted. They will select the object (Leads in this example) tab, click on the Go button in "Leads from Connections":

Then click on "Accept" to accept the record.

After accepting the shared lead, your connection will see a similar screen below with only access to the fields you published.

CHANGING PAGE LAYOUT

It is a best practice to add the "External Sharing" related list to the page layout to see the status of external sharing. Go to details page for the record and click on "Edit layout"

Select "related list" from left side panel and drag and drop "external sharing" related list on the page, click save.

MANAGING YOUR CONNECTIONS

From the Connections tab, you can view connection details and manage connections. The connection details include information on the status of the connection, the owner of the connection, information about the company, published and subscribed fields, and a connection history. To view a connection: 1. Click the Connections tab. 2. Click the name of the connection that you want to view. From the connection detail page, you can: o o o o o Accept an Invitation Cancel an Invitation Deactivate Connections Edit Connections View Connection History

SHARING RECORDS

Once you have created a connection to another organization, you can share lead, opportunity, account, contact, and task objects with them. They do not have direct access to your record; they have a record in their organization that is connected, using Salesforce to Salesforce, to your record. Any updates to the shared information on either record is reflected on the other record. You can share records with one or more connections. Each connection has the opportunity to accept shared records, even if other connections have also accepted the same record.