Connecting Hoopla with Salesforce is an easy way to automate management of Users and updates to Metrics. Follow these instructions if you’re configuring Hoopla with the Salesforce integration. At a high level, you’ll create Salesforce reports and then use those reports to populate data into Hoopla.
Part I: Use Salesforce Reports to Populate Hoopla Data
Before getting started in Hoopla, you will need to create three different types of reports in Salesforce: 1) A master User report, 2) any applicable Team reports & 3) Metric reports.
Set Up the "Hoopla Reports" Folder
- In the Salesforce Reports tab, create a new report folder called “Hoopla Reports” and save it.
Create a User Report
- In the Salesforce Report Builder, create a new report based on the User object.
- Ensure the format is set to “Tabular”. In Lightning, make sure there are no groupings by Row or Column.
- Add criteria that will return the set of users who should be added to Hoopla. Only one report can be used to provision users, so make sure it includes ALL the right people! This can usually be done by selecting the desired Roles. Other options include profile or manager. It's usually a good idea to only include active users as well.
- Add the “Email” field and the “User ID” field as columns in the report; add each field from the left menu to the report. (You should also have First Name, Last Name, and Username as columns, by default.) These five fields are required. You may include others if you wish.
- Run the report and save it to the “Hoopla Reports” folder.
Above is an example of what your report should look like while creating it.
Create Team Reports
You can manage Team membership through the Salesforce connector. Each Team in Hoopla can be populated and maintained with a single Salesforce report. Each time users are added or removed from the report, they are added or removed from the corresponding Hoopla Team. The beauty of using this feature is that it automates the assignment of players to Leaderboards and Newsflashes throughout your account.
- In the Salesforce Report Builder, create a new report based on the User object. You can also use your Master user report as a starting point and make a copy.
- Ensure the format is set to “Tabular” (no groupings by row or column).
- Add criteria that will return the set of users who should be added to a specific Team within Hoopla. For example, you may want to build a report that will populate your Account Manager Team.
- Add the “User ID” field as a column in the report; add the field from the left menu to the report.
- There is no need for additional fields, but you are welcome to leave first and last names in the report for your convenience.
Run the report and save it to the “Hoopla Reports” folder.
Repeat steps 1-4 for any additional Teams you want to populate in Hoopla.
Create Metric Reports
Follow the video to create metric reports in Salesforce Lightning or the steps below:
- In the Salesforce Report Builder, create a new report based on an object that you want to track. For example, select the Opportunity object if you want to build a report on Month-to-Date Sales.
- In Salesforce classic: change the format to “Summary”. This is the only format supported in Hoopla at this time. Group the report with a User Lookup field by dragging the desired field from the left to the drop zone. As an example, on an Opportunity report, you’ll likely want to group by Opportunity Owner.
- In Salesforce lightning: In the left bar, under Group Rows, add a grouping for the User Lookup field that you wish to track by. For instance, when tracking Tasks you may group by Created By or Assigned To. This should be the only grouping.
- Add Date Range criteria, such as Close Date = This Month
- Add any other applicable criteria that will narrow down the results to the right set of records.
- Summarize the fields that will feed your Hoopla Metrics. For instance, if you want to track Month-to-Date Sales, you’ll want to summarize the Amount field with the SUM for each Opportunity Owner.
Pictured above is a sample metric report. Note that the only necessary columns are Opportunity Owner and Amount. The others are included to improve readability in Salesforce.
- Run the report and save it to the “Hoopla Reports” folder.
- Repeat steps 1-6 for any other data you want to track. Note that you will have a separate report if you wish to track similar data over a different timeframe. For example, Total MRR MTD, QTD, YTD would be three separate reports.
Part II: Map your data to Hoopla
Now that you’ve built all the necessary reports in Salesforce, you can now map your Users, Teams & Metrics into Hoopla.
Connect Your Salesforce Reports to Hoopla
- In Hoopla, go to Configure/Integrations, and click the Add Integration menu in the upper right corner and select Salesforce.
- Click on the Salesforce tile that was just added to the page.
- Click Authenticate with OAuth to connect to your Salesforce org. See this article for recommendations on who should click this button.
- Click Allow to grant Hoopla access.
- For Reports to Map, select the second option, which will show you the reports you’ve saved to the “Hoopla Reports” folder in Salesforce.
- In the User Provisioning section, click Select Report. Choose the report you created earlier, which includes ALL the users who should be added to Hoopla. Click Save at the top of the page.
- In the Teams Provisioning section, click Add. Select one of the Team reports you created earlier. In the second box, select "Create a new Team." Enter a name for the team. Click OK, and repeat for the remaining Teams.
- In the Report Wizard section, click Create a Leaderboard. Choose a Metric report, and map the desired fields from the report to the Metric(s) you’ve defined in Hoopla. If you have not defined any applicable Metrics in Hoopla, you may do so here by selecting Create a new Metric and giving it a Name. Schedule how often you want that report to sync with Hoopla, and then click next. You will then be prompted to create a Leaderboard. Give your Leaderboard a name, choose which type of Leaderboard you want to build (User or Team) and then add any additional Metrics to that Leaderboard (you only need one Metric, but may select up to four). Choose Players & Watchers for the Leaderboard and then click next. Finally, you may select any Channels or Segments to add your new Leaderboard to (this is not required) and then click Create Leaderboard. If you do not have any channels created, go ahead and create one here.
- If you simply want to map a report to a Metric without creating a Leaderboard, go into the Metric Sources section, click Add. Choose a Metric report, and map the desired fields from the report to the Metric(s) you’ve defined in Hoopla. Schedule how often you want that report to sync with Hoopla, click OK, then repeat for the remaining Metric reports.
- Click Save at the top of the page. Your reports will run in the background, updating your Users, Teams, and Metrics. That process may take a couple minutes.
Now you’re ready to configure your Hoopla Channels!