How to Link & Import Deals from CRM

• Introduction
• Enabled Element Definitions
• Linking Deals to Existing Elements
• Importing Deal as a New Element
• Unlinking an Element from a Deal
• Updating Deal Stage in CRM from Flex
• Next Steps

Introduction

This article covers connecting Deal information from your CRM to elements in Flex, either by linking existing objects or importing information to create a new element. Be sure to check out CRM | Overview and Key Concepts for more general information. 

Note: Currently, this is a one-way sync where Flex pulls in information from your CRM. Pushing Flex Elements to create a CRM Deal is not available at this time. 

Enabled Element Definitions

List of Element Definitions that can be created from Deals: 

• Financial Documents
• Standard Project Elements

Only Element Definitions that you have enabled in your Flex instance will display in the dropdown. 

Linking Deals to Existing Elements

To connect a Deal to a previously created Flex element, navigate to   Main Menu >  Integrations > CRM.

1. On the Deals tab, locate the Deal you want to link.
2. Click on the three-dot menu to the left of the Name column.

3. Click Link Existing Element

   

4. In the Search Project Element popup, type in the name of the Flex element, and results matching that search will appear

   

   If you are looking for the parent element, you can click the checkbox in the bottom left to Show Root Elements Only.

5. Click the Element row so it is highlighted, then click OK.

   

6. The Name field will become hyperlinked to the Element, and the Element number will be included in parenthesis to the right of the name.

   

   Note: The Name column will always populate the name of the Deal in your CRM. If you make changes to the name of the Element in Flex, it will persist on the Element but will not change the name of the Deal in your CRM.

Importing Deal as a New Element

To import Deal information as a brand new element in Flex, navigate to   Main Menu >  Integrations > CRM.

1. On the Deals tab, locate the Deal you want to import.
2. Click on the three-dot menu to the left of the Name column.

3. Click Import as Element.
   
    

   

4. This will trigger a popup, auto-populating the Default Resource Type set in your CRM Settings.

   

   You can adjust to a different Element Definition by clicking the dropdown and selecting a different item.
    

5. Click OK to be brought to the Map CRM Fields to Flex Fields popup 

Date Field Mapping
 

Note: Timezone is based on the Deal information from your CRM, and is displayed under the From CRM header.

1. Any custom and standard date fields in your CRM will populate on the left as individual cards. Information included on the card is:
   1. Field Name
   2. Date & Time
2. Any date fields that are enabled on the Element Definition will populate in dropdowns on the right. 
3. To map CRM date fields to Flex date fields, simply choose a Flex date field from the dropdown corresponding to the CRM date field on the same row. 
   Any CRM date fields not assigned a Flex date field will be ignored on the import. 
   Note: You can only assign one CRM field to a Flex field (i.e. Event Start Date and Event End Date cannot both be mapped to the same Flex field. An error will populate to alert you if more than one CRM field is mapped to a single Flex field. 
4. Remember this mapping for future imports is a setting in the bottom left; leaving this checked will mean that changes made to this element import will persist for future imports. You can uncheck this box if you would like to make changes for a particular element, and previous mappings from before will persist for element creation after.
5. Once you've finished mapping your date fields, click Continue. If you do not want to map and date fields, click Skip.

Contact Field Mapping
 

1. Any associated contacts in your CRM will populate on the left as individual cards. Information included on the card is: 
   1. Name
   2. Email
   3. Match Status (learn more here)
2. Any Contact fields that are enabled on the Element Definition will populate in dropdowns on the right. 

3. To map CRM contacts to Flex fields, simply choose a contact field from the dropdown corresponding to the contact you wish to assign it to.
   Contacts that are New will be imported (as the Default Resource Type) if they are assigned to a Flex field. Contacts that have a Match Found will bring you to the match screen(s) once you click Continue.
   Any Contacts not assigned to a Flex field will be ignored (not imported or matched).

   

4. If there is an associated company to the contact that has not been matched, you can do so within the Deal Import flow by clicking the Match Found button next to the Company on the Link Contacts Confirmation screen, which will lead you to the Company match option. 

   

   

   Note: Only companies created as Companies in your CRM can be imported to Flex; a company name field on a contact can not be imported as a company.

5. After any contacts have been matched and imported, a New Element popup will appear with any information you assigned in the previous two popups. 

   

6. Click OK, and this new element will populate in a new tab.

7. On the CRM Deals page, the Flex element will be hyperlinked, the name will be updated to include the element number in parenthesis and the Status column will populate with the current Flex element status.

   

Unlinking an Element from a Deal

To disconnect a linked element from a Deal, navigate to   Main Menu >  Integrations > CRM.

1. Click on the three-dot menu to the left of the Name column.

2. Click Unlink Element.

   

3. This will trigger a confirmation popup.

   

4. To delete the Flex element in addition to unlinking it from the Deal, click the checkbox "Delete Flex element [Element Name]." This will mark the element as deleted the same as deleting the element from the Element's Workbench menu.

Updating Deal Stage in CRM from Flex

Once your Deal is ready to move to the next stage in your CRM, you can make that update manually from Flex. 

1. Navigate to the Flex Element that has already been connected to the CRM Deal. 

2. Open the Workbench menu, click on Workflow.

   

3. Under the divider line, click Update Deal Stage. This will trigger a popup. 

   

4. The dropdown will be automatically set to the stage your Deal is currently in. Open the dropdown and select the stage you want to move your deal to within the same pipeline.

   

5. Click OK.
6. You can confirm the Stage was adjusted three ways: 
   1. Open the Update Deal Stage popup again, see the new stage automatically populated. 
   2. Navigate to the Deals tab and check the Stage column on the grid.
   3. Navigate to your CRM and check the Deal stage on the Deal itself or within the Pipeline view.

You can update the Deal stage from Flex as many times as you need.

Next Steps

After reviewing all there is to know about how to navigate Deals from your CRM in Flex, check out How to Sync CRM Companies & Contacts into Flex, or Adjust CRM Settings.