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Sales Engineer: Invite and Monitor

You can send CloudShare invitations from an Opportunity page in Salesforce, provided the opportunity is at a stage that invitations are enabled for. Your Salesforce administer can change which stages invitations are enabled for.

When you want to send an invitation, you need an invitation-ready 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. 

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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