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Scan to Salesforce User Guide

Version: 1.19 Update Date: December 17, 2019

Contents

1. Setting up on Salesforce 1-1. Installation 1-2. Locate Scan to Salesforce tab 2. Installing and using the mobile app 2-1. Installation 2-2. Scanning and uploading 3. Managing contacts 3-1. Managing contacts on Salesforce 3-2. Managing contacts on mobile app 4. Troubleshooting 4-1. Scan to Salesforce tab is not on Salesforce App Launcher 4-2. Upload to Salesforce fails 5. Error codes 6. Support

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1. Setting up on Salesforce 1-1. Installation

*You need to have an administrator account. Step 1: Install Scan to Salesforce from Salesforce AppExchange. Currently our app supports Sales Cloud Professional Edition and above and it works with Lightning Experience (we don’t support Salesforce Classic).

Step 2: Choose ‘Install in This Org’ (production) or ‘Install in a Sandbox Org’.

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Step 3: Check Install for All Users (assuming you want all users in your organization to be able to use the app).

1-2. Locate Scan to Salesforce tab Open App Launcher and confirm that Scan to Salesforce is displayed. If you don’t see ScanToSalesforce, please go to 4-1 for solutions.

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2. Installing and using the mobile app 2-1. Installation Install iOS app from App Store and Android app from Google Play. Currently those apps are offered only in US app stores. 2-2. Scanning and uploading

Step 1: When you open the app, it goes straight to the scanning screen. Place up to 4 business cards over a contrasting background, and tap the blue shutter button to scan.

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Step 2: Check if the digitized data is correct. If not, you can tap on a card to edit it manually.

* By default, we automatically validate addresses and split them into applicable fields (Street, City, etc.) If you don’t want this function, please turn it off in Settings screen in the mobile app. Step 3: When uploading for the first time, you will be prompted to log in to your Salesforce account. Once you’ve done this the data will be uploaded.

* If you would like to test in a sandbox first, please designate “test.salesforce.com” here. ** If you log in to custom domain, please designate “[your domain].my.salesforce.com” here.

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3. Managing contacts 3-1. Managing contacts on Salesforce Uploaded contacts are displayed here. You can confirm the details and transfer your cards to either Lead or Contact. If you would like to add the contact to Campaign Members, you can do so by checking “Add to Campaign Members” and select a campaign.

* By default, you see the cards you uploaded. You can see the cards uploaded by your colleague by clicking “See my cards only” language. ** System administrator can disable “Transfer cards to Contacts” option in configuration screen. Click the tool button on right top to access the screen. 3-2. Managing contacts on mobile app To access past business cards you have scanned, click ‘History’ in the bottom left of the scanning screen. Besides viewing your contacts, you can edit, delete, re-upload to Salesforce or export to your device’s contact list.

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4. Troubleshooting 4-1. Scan to Salesforce tab is not on Salesforce App Launcher Step 1: Scan to Salesforce requires you to have a custom domain. If you don’t have it yet, go to [Setup > SETTINGS > Company Settings > My Domain] to register and deploy one.

Step 2: Go to [Setup > ADMINISTRATION > Users > Profiles] and set ScanToSalesforce Custom Tab Settings to ‘Default On’.

* If your organization has enabled the Enhanced Profile User Interface, click [Object Settings > Scan to Salesforce] and set Tab Settings to Default On

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4-2. Upload to Salesforce fails The users who cannot upload business cards to Salesforce may not have permissions for SSCard, a custom object built for Scan to Salesforce. In that case, you have two options. Option 1: Edit Custom Object Permissions for each profile If your users have custom profiles, you can edit Custom Object Permissions of the profiles and it will be applied to all users who have the profile. Make sure your users have permissions to upload business card data by checking permissions. Go to [Setup > ADMINISTRATION > Users > Profiles] and find SSCard in Custom Object Permissions section.

* If a user has Salesforce standard profiles, Custom Object Permissions cannot be changed. In that case, please clone the profile and assign it to the user. The new profile will be a customer profile and you can edit Custom Object Permissions. ** If your organization has enabled the Enhanced Profile User Interface, click [Object Settings > SSCard] and edit Object Permissions.

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Option 2: Assign Permission Set to users If your users are using standard profiles, you can assign Scan to Salesforce Permission Set to allow the users to upload business cards. Go to [Setup > ADMINISTRATION > Users > Permission Sets] and find Scan to Salesforce. You can assign the permission set to users by clicking Manage Assignments and choose intended users.

4-3. Transfer cards to Leads fails If your organization has requirement on custom Lead fields, transferring business card data to Lead may fail. In such case, you can set default value for the required custom fields. With System Administrator log in, please go to the configuration screen and designate sample Lead ID. It will copy the values from required Lead fields and apply them to transferred business cards thereafter.

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5. Error codes Error code Issue Solution

Wrong domain; please designate correct Salesforce domain

Salesforce domain you designated doesn’t exist

Disconnect Salesforce account and re-connect with correct domain (see 4-1)

Failed to obtain a token; please check the user guide

Failed to obtain access token from Salesforce

Review Salesforce permission (see 4-2)

Please check that the companion app is installed on Salesforce

Salesforce app is not installed

Install Salesforce app from AppExchange (see 1-1)

Timeout OCR server didn’t respond in certain period

Please scan business card again after a while

400: bad request - Email: invalid email address: xxx

Email address uploaded to Salesforce is invalid

Check if email address is correct

400: required fields are missing - [xxx]

Contact data uploaded to Salesforce is missing a field

Check if the contact data has all required fields

401: unauthorized - Session expired or invalid

Salesforce session ID or token is expired

Review Salesforce permission (see 4-2)

404: not found - Invalid cross reference id

Salesforce is rejecting duplicated contact data

Scan business card again and upload it

404: not found - Entity is deleted

Salesforce is rejecting duplicated contact data

Scan business card again and upload it

404: not found - The requested resource does not exist

Salesforce app is not installed

Install Salesforce app from AppExchange (see 1-1)

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6. Support If you wish to receive a support, please contact us at: Email: support@scantosalesforce.com Website: www.scantosalesforce.com