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CloudShare's invitations package for Salesforce lets sales engineers send end user invitations to CloudShare environments from within Salesforce. A CloudShare end user invitation lets a sales prospect sign up, view and conduct a POC with their own personal copy of your demo in their browser. You can create end user invitations from a Salesforce opportunity page, specifying the recipient of your choice. There is no need to leave Salesforce at all or to log into CloudShare, in order to send an invitation.

You can also track the status of the invitation and the demo/POC from the Salesforce opportunity page. You can see when the invitation is accepted, and when the prospect engages with the demo, for example.

The CloudShare Invitations package is installed and configured by a Salesforce administrator, using a CloudShare user's API details.

While the sending and monitoring process requires no CloudShare login, you do need to specify a CloudShare blueprint from which the recipient's personal environment will be created from. The blueprint needs to be prepared in CloudShare. This is typically done separately by your IT personnel on CloudShare. Therefore, synchronization between IT and sales roles will ensure that you invite prospects to try out the latest and greatest version of your company's product.

Getting Started with the CloudShare Invitations Package

  1. Salesforce administrator: Install the CloudShare Invitations package in Salesforce and then complete the setup. You can change the configuration whenever you need.

  2. Sales engineers: Send invitations and monitor them.

Install the Package

Important

This task requires Salesforce administrator credentials.

  1. Browse to the package installation link:

    You will need to log into your Salesforce administrator's account in order to access one of these links.

  2. Under This app is password protected, enter the password. The password is CloudInv!.

  3. Choose Install for Specific Profiles.

  4. Before you click Install, scroll down to the Select Specific Profiles area and do one of the following:

    • To install for all profiles, select CloudShare Invitation profile under Set access level for all profiles to and click SET.

    • To install for each profile individually, select CloudShare Invitation profile from the dropdown list for each profile.

  5. When you're done setting access levels for profiles, click Install.

  6. Check Yes, grant access to these third-party web sites and click Continue. 

  7. Click Done when the installation is complete.

Complete the Setup

Important

This task requires Salesforce administrator credentials.

  1. Make sure you are logged into a Salesforce administrator account.

  2. Enter the Setup area by clicking Setup at the top right of the page.

  3. Under the Build menu, expand Customize and then expand Opportunities and then select Page Layouts.

  4. Click the Edit button for the page layout in which you want to make the CloudShare invitation functionality available.

    You are now in the Enhanced Page Layout Editor.

  5. Drag the Section user interface element from the pallette in the upper portion of the screen onto the page layout in the lower portion of the screen, and drop it at the position where you want to place a new section for creating CloudShare invitations.

    The Section Properties dialog pops up.

  6. Enter CloudShare Invitations as the Section Name and choose 1-Column for the Layout.

  7. Click OK.

  8. From the menu on the left of the pallette in the upper portion of the screen, select Visualforce Pages

  9. Drag the Visualforce page called CloudShare Invitation and drop it onto the CloudShare Invitations section you created.

  10. Click the section's wrench icon to open the section properties, and set the page height to 250 pixels. Make sure not to check Show labels.

  11. Click OK.

  12. From the menu on the left of the pallette in the upper portion of the screen, select the Related Lists menu and add the Invitations list to the Related Lists part of the page.

  13. Click the wrench icon for the Invitations list to open the Related List Properties for the list. Leave the Invitation Name field in the Selected Fields list and add the following additional fields from the Available Fields list:

    • Invitation Status

    • Environment Status

    • Invitation Expires

    • Email

    • First Name

    • Last Name

    • Project

    • Region

    • Blueprint

    Altogether, you should have a total of ten fields selected. (This is the limit.) 

  14. Still in the Related List Properties - Invitations dialog, expand the Buttons area and deselect New.

  15. Click OK.

  16. Click Save to save your layout!

  17. Go to the Opportunities tab and open an opportunity.

  18. Find the CloudShare Invitations section that you created on the Opportunity page and complete the settings. (This is a one time task for the initial set up.) 

  19. Click Save

You're now done with the initial setup and your sales engineers can start sending invitations. You can change your configuration any time. 

Table 1. CloudShare Invitation Settings Fields

Field

Description

API Key

Your CloudShare API Key. You can obtain your API key from your details page on CloudShare.

API ID

Your CloudShare API ID. You can obtain your API ID from your details page on CloudShare.

Opportunity Stage Names

The stages for which you want CloudShare invitation creation to be enabled. Separate stage names with a semi colon (;).

Caution

Do not insert spaces between stage names. Spaces between stage names invalidate the configuration.


Change Package Configuration 

Important

This task requires Salesforce administrator credentials.

  1. Make sure you are logged into a Salesforce administrator account.

  2. Enter the Setup area by clicking Setup at the top right of the page.

  3. Under the Build menu, expand Develop and then select Custom Settings.

  4. Click the Manage link for CloudShare Settings.

  5. Click the Edit link next to your CloudShare settings set (by default this is called Default .) 

  6. Edit the settings.

  7. Click Save.

Uninstall the Package

Important

This task requires Salesforce administrator credentials.

  1. Make sure you are logged into a Salesforce administrator account.

  2. Enter the Setup area by clicking Setup at the top right of the page.

  3. Under the Build menu, expand Customize and then expand Opportunities and then select Page Layouts.

  4. Click the Edit button for the page layout that contains the CloudShare Invitations section (which contains the CloudShare Invitations Visualforce page).

  5. Remove the section containing the CloudShare Invitations Visualforce page.

  6. Click Save to save the page layout.

  7. Under the Build menu, select Installed Packages.

  8. Click the Uninstall button next to the CloudShare Invitations package.

  9. Scroll down the page and select your preferred option for saving package data.

  10. Click Yes, I want to uninstall this package and permanently delete all associated components to confirm that you want to remove the package.

  11. Click Uninstall.

The uninstall process begins. When the process is complete, the package is removed from the list of installed packages and is displayed in the list of uninstalled packages. You may need to refresh the screen to see this status change.

Create an Invitation

You can create and send CloudShare invitations for an opportunity, provided the opportunity is at a stage that invitations are enabled for.

Your Salesforce administrator can change which stages invitations are enabled for. When you want to send an invitation, you need a blueprint on CloudShare for the environment you want to demonstrate or let your prospect try out. Typically, you'll need to consult with IT personnel regarding which CloudShare project, region and blueprint to select when you create your invitation.

  1. Open an existing opportunity from the Opportunities tab (by clicking an Opportunity Name) or create a new one.

  2. In the CloudShare invitation area, click New Invitation. If the New Invitation button is disabled, this is because CloudShare invitations are not enabled for the stage the opportunity is currently in.

  3. Complete the fields.

  4. Click Save. 

The invitation is sent to the recipient. Now track the invitation status from the Invitations area on the Opportunity page.

Table 3. Invitation Fields

Field

Description

First Name

The first name of the contact you want to invite. This does not need to be the same as the opportunity contact details.

Last Name

The contact's last name. This does not need to be the same as in the opportunity contact details.

Email address

The contact's email address. The invitation will be sent to this address.

Opportunity Name

This field is read only and displays the name of the opportunity. 

Invitation valid for (days)

Specify how long, in days, you would like the invitation to remain valid for. 

Project Name

From the dropdown, select the CloudShare project from which you are going to select a blueprint. 

Owning project member

Select the CloudShare project member to which the prospect should be assigned. The owning project member usually becomes the prospect’s point of contact for any questions about the POC or demo. 

Region Name

 Select which CloudShare region you want to use the blueprint from. If your project has access to more than one CloudShare region, you might want to select the region closest to the opportunity’s location. 

Blueprint Name

Select a blueprint from the Blueprint dropdown. The blueprint is the template from which a personal environment will be created for the invitation recipient. The blueprints available are all those that have snapshots saved to the region you selected in the previous step. 

Environment Policy

From the Environment Policy dropdown, select the policy that will govern the life cycle of the prospect’s demo environment.  


Monitor Invitations

  1. Open the opportunity and scroll down to the Invitations area. A summary of sent invitations is displayed here.

  2. To see more detail about an invitation, click the invitation's name. The Invitation Details page appears.

The following details may be displayed:

Table 4. Invitation Details

Detail

Description

Invitation Name

The unique name of the invitation. Invitations are named automatically.

Invitation Status

The status of the invitation. 

  • Invitation Pending - The invitation has been sent to the end user and is pending acceptance.

  • Invitation Accepted  - The invitation was accepted.

  • Invitation Expired  - The invitation expired without being accepted.

Invitation Last Update Date

The last date on which the invitation details were updated.

Invitation Expires

The date the invitation is due to expire.

Environment Status

The status of the environment to which the invitation recipient was invited. The status is updated hourly. It can be:

  • Preparing. The environment is being prepared for access. This could appear if the recipient has very recently accepted the invitation and the environment was being spun up in the browser. It could also mean the environment is being resumed after being suspended. This would happen if the owning project manager assists the end user by resuming the environment in CloudShare, on request. 

  • Ready. The environment is available for access.

  • Suspended. The environment is in a dormant state. This happens if the user left the environment open in the browser and idle for a time period defined in the policy.

  • Archived. The environment's runtime lease as ended but its storage lease has not yet ended.

Note

If the Environment Status is blank, the environment expired or was deleted.

Email

The email address to which the invitation was sent.

First Name

The first name of the recipient as specified when the invitation was created.

Last Name

The last name of the recipient as specified when the invitation was created in Salesforce..

Project

The CloudShare project to which the environment belongs.

Region

The CloudShare region to which the blueprint belongs.

Blueprint

The CloudShare blueprint from which the environment was created.

Policy

The CloudShare environment policy that governs the environment.

Owning Project Member

The CloudShare project member who owns the invitation in CloudShare.

Created By

The Salesforce user who created the invitation.

Last Modified By

The Salesforce user who last modified the invitation.


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