Setting Up a New Data Transfer Job (Forsta Plus Survey Data to Salesforce)

Transferring data from the survey data table to Salesforce differs slightly from the respondent table transfer. Key differences:

• Survey data only appears after a respondent starts a survey (completed or not).

• It includes responses, background variables, and hidden variables.

• Some system-level fields (e.g., limited survey URLs) are only accessible via the respondent table.

Creating the CRM Connector Job

1. Open Job List Menu

2. In the Job List, click the Create Job button.

3. Choose Forsta Plus to Salesforce as your job type.

4. Assign a clear and distinct name to identify this CRM Connector job.

5. Select the Data Source

6. Choose the Survey.

7. Select the Forsta Plus survey that will serve as your data source. After selection, the survey name and ID appear across the wizard header.

8. Click the Next button to continue.

Select Salesforce Target Object

This refers to the object (or database table) in Salesforce where the survey response data will be stored. You can choose to write the data to an existing custom object within Salesforce, or create a new custom survey object specifically for this purpose.

Creating a New Object

If you wish to create a new custom survey object within Salesforce, you’ll need to provide the following details:

• Label: Display name inside Salesforce.

• Name: API identifier used internally.

A warning will notify you that creating new objects affects the org-level setup.

Once you select the destination Salesforce object, that object’s API name will appear across the top of the wizard under the Forsta Plus Title Bar.

Click the Next button to continue.

Select Survey Questions

Choose the survey questions you want to export to Salesforce.

To do this, simply check the boxes next to the relevant questions. If your survey contains many questions, you can use the Select All option to quickly select or deselect all items.

The following question types and variables are supported for export to Salesforce:

• Single
• Multi
• Opentext
• Numeric
• Date
• Grid

If your survey includes any unsupported question types, they will still appear in the list but will be marked with a message indicating that they cannot be mapped for export.

Loops are not supported in the CRM Connector. If your survey includes loops and you encounter issues while setting up the data transfer, consider restructuring the survey to eliminate the use of loops.

(Optional) Filter records from Export to Salesforce.

You can optionally exclude specific records from being exported to Salesforce using a special Text question named NO_CRM_CONNECTOR_EXPORT.

If this question exists in your survey, set its response to '1' for any response you want to exclude.

This can be done:

• Programmatically (e.g., via in-survey scripting),

• Manually via the interactive survey response data editor.

The question can be hidden in the Survey Designer so that respondents do not see it.

No action is needed to enable the question if it is present. CRM Connector will automatically see it.

If any records have been excluded because of NO_CRM_CONNECTOR_EXPORT, then it is noted in the task log (go to Viewing the History of an Existing Job for more information).

Choose Answer Format for Export

Decide whether to export answer codes or answer labels for your survey responses.

For single and grid question types, you can select one of the following formats:

• Answer labels: Text descriptions that are easier for business users to read and interpret in Salesforce.

• Answer codes: Numeric or coded values that are better suited for data analysis and calculations within Salesforce.

This selection applies to all single and grid questions included in the export.

Configure Field Linking Between Forsta Plus and Salesforce

Set up how survey data fields from Forsta Plus will be linked to fields in your target Salesforce custom object.

If you're creating a new custom object in Salesforce:

• You can only create new fields on that object.

• You may either accept the default API names and labels provided by Salesforce or define your own custom names.

If you're using an existing custom object:

• You have the flexibility to map survey fields to existing Salesforce fields on the object.

• This allows you to reuse existing data structures and maintain consistency.

For details on editing field mappings in an existing job, (go to Modifying an Existing Job Field Mapping (Forsta Plus to Salesforce) for more information).

Task Setup

Define When the Job Runs

You can choose between two job modes:

• Off (Manual Execution): The job is saved and configured but will not run automatically. Use this option if you intend to manually start the job later.
• On (Scheduled Execution): Automates job execution. You can configure:
  • Start Date and Time
  • Frequency: Hourly, daily, weekly, monthly, or one-time
  • Interval: For example, every 1 hour
  • End Date: Specify when the schedule should stop

Example: The job runs every hour starting from 01 May 2024 at 18:52 until 16 Aug 2024.

Settings: Salesforce Bulk Upload Batch Size

This defines how many records are sent to Salesforce per batch:

• Adjust the batch size using a slider or input field
• Range: 1 to 10,000
• Default example value: 5000

This setting optimizes performance based on Salesforce API limits and data volume.

Error Handling Configuration

Define how to manage errors that occur on individual records:

• Always as warning: Errors are logged but do not interrupt the job
• Always as error: Any error halts the job
• Error if threshold is exceeded:
  • Set a maximum allowable percentage of error records
  • If errors exceed this limit, the job fails
  • Example threshold: 20%

This feature ensures a balance between robustness and reliability for data loads.

Reviewing and Completing the Setup

Before finalizing the job, it's important to carefully review all configuration settings to ensure everything is set up as intended. This includes:

• Scheduling: Confirm that the job will run at the correct time and frequency.

• Question Selection: Verify which survey questions have been selected for export.

• Field Actions: Review the actions associated with each survey field (e.g., whether a new Salesforce field will be created).

• Salesforce Mapping: Ensure that all survey questions are mapped to appropriate Salesforce fields.

For some complex or compound question types, multiple Salesforce fields may be automatically created to accommodate the structure of the data.

Click Complete setup to save your changes.