This tutorial will focus on creating a new Event in Salesforce each time a Task is created in Shortlist.

First, you will need to create an account on Zapier, allowing end-users like you to integrate with web applications you use every day. Shortlist leverages Zapier to connect with Salesforce and thousands of other apps. 


Once you create your account, click on this link to add the Shortlist app to your Zapier account:
https://zapier.com/developer/public-invite/4144/835a5c22b1e35fd56be5de2af2d5655b/


(Note: The Shortlist Zapier app is currently still in the beta phase, so you will need to click on the above link to access it.)


You should see the following screen. 


Click: Make a New Zap

Step 1. Configure Shortlist connection

From the app list, select Shortlist. While we are in the beta stage, you may see a lot of versions available. Make sure to select 1.1.0 as per the image below:


Next, select Choose Trigger Event. Since we are creating a new Event in Salesforce only when Task is created, we need to select "New Task"


Now, you should be prompted to Sign-In to your Shortlist account when you select the blue Continue button.


If you are using version 1.1.0, you will need to enter your Shortlist URL. Follow the pattern in the description, <customer>.shortlist.co where the customer is your account name.


(Note: Do not include "https://" or "http://")


If everything was successful, you should see the following screen. Click Continue and move to Step 2.


Step 2. Configure a trigger.

Next, you will get a chance to test your trigger. We encourage you to do that. 


Zapier will pull data from your Shortlist account. In this case, as long as you have some new Tasks in your account, it should work fine. 


Click Test & Review, and you will get 3 recent tasks pulled. 


Great, you are halfway there! Now, we need to tell Zapier what to do when it detects that a new task is created.

Step 3. Connect your Salesforce account

Type Salesforce and select it from the list:


Next, we need to tell Salesforce what to do. You will see that Salesforce has made a lot of action events possible. In this tutorial, we will use Create Event.


Click Continue and Sign-In to your Salesforce account.


Next, agree to connect Salesforce to Zapier. 


Step 4. Configure Your Action in Salesforce

You will see Customize Event.

This is not mandatory and can be skipped.


Click Continue.

Step 5. Pushing your Zap live.

When everything is fully configured, you should see the screen below: 

Finally, the last step is to turn your Zap ON. Now, with every new task created, there will be an Event created in Salesforce.


Additional Use Cases 

Use-case 1: Create Project & Task when a resource assignment is within Salesforce


1. Create your trigger using the Salesforce application. The trigger should be configured to begin when a New Resource is created.


2. Create an action step using the Shortlist app. Make sure to select build 1.1.0.

For this use case you need to "Find Project" that matches the resoure.opportunity _id. Choose "Find Project" as the Action event



3. Select an email that has admin rights to your Shortlist account. Zapier will initially ask you to authenticate the first time, again any account with admin rights will suffice


4. Now you will click on 'Set up action'. Here you will choose which field should be used to look up the project. You can look it up by Project ID or External_id. You can set the value to an attribute of the object passed from the Trigger step. In this case the Assignment.opporutnity_id




If the project matching the external_id or Shortlist_id is not found you can configure the step to create the project for you. You can also configure the projcet fields using the Salesforce object's attributes



5. You will add a Shortlist Action step to create a new task on the project found or created in the prior step. Configure this action with the 'Create Task' Action event




6. Set up action' to populate the 'New Task' with fields from the Project object from Step 2 and the Salesforce object from Step 1.



7. You have complete this configuration! On Salesforce resource created, look up project or create a new project, then create a task on the new project in Shortlist.



Use-case 2: Update a Task within Shortlist when a Salesforce resource assignment is updated


1. Begin this Zap with a Salesforce trigger event - Resource Assignment Updated. Like in use case #1, you will look for the project




2. Find the project by external_id == to Oportunity_id like you did in Use-case #1. In this case, you don't want to create the project if it doesn't exist because the task should be an existing task that should be part of an existing project.





3. We will look up the task by the project_id we found in step 2. If we don't find it we will create the task (optional)





4. You will update the task that we found created in Step 3 with the attributes from the resource triggered in Step 1.



 5. Set the fields to update on the task and you now have completed this configuration.



Use-case 3: Update a Salesforce resource assignment when a task in Shortlist is updated


Overview




1. Begin this Zap with a Shortlist trigger for on "Task Update"



2. Add a Salesforce step to "Find Resource" by task.external_id (simulated here by the Trello app)

3. Add a Salesforce action step to update the resource found in Step 2 with attributes from the update task in Step 1.
4. You have completed this configuration!



Use-case 4: Create a Resource in Salesforce when a Talent is created in Shortlist Project & Task when a resource assignment is within Salesforce


Overview




1. Create a Shortlist Trigger for on 'New Partner'






2. Create an Action event using the Salesforce app to create a new resource using the Partner objects passed from Step 1 as the attribute values




3. Create a Shortlist action event to 'Update Partner' external_id field using the resource ID from Step 2




 4. For the Setup action set the Partner_id to the attribute from the partner object from Step 1. In addition, set the external_id field to the attribute value from the Salesforce resource object id from Step 2





5. You have completed this configuration!



Learn more:

Links to related articles


Let us know if you have any questions or need additional support by emailing us at support@shortlist.co