Before You Begin
- Get the FieldKo package install link from your FieldKo contact.
- Make sure you can create an API key in Google Cloud. You need it to replace the shared Google Maps key.
- Plan about one session to work through steps 1 to 11. Most of them are one-time tasks.
Setup at a Glance
- Install the FieldKo package.
- Install the FieldKo Native package.
- Assign permission sets, starting with yourself.
- Review the connected app.
- Add remote site settings.
- Complete the FieldKo Configuration tab, including your Google Maps key.
- Run the Metadata Collector.
- Create call cycles for reps.
- Set up tasks, surveys, and visit templates.
- Schedule background jobs.
- Send reps the app, and check that a test visit reaches a rep.
Install the FieldKo Package
- Open the FieldKo package install link from your FieldKo contact.
- Select Admins only or Specific profiles. You grant access to everyone else through permission sets in step 3.
- Click Install, and wait for the installation to finish.
Installed Packages, and then select Installed Packages. The FieldKo package is in the list.
Install the FieldKo Native Package
Install the FieldKo Native package the same way. Install it after the FieldKo package, because it depends on it. The FieldKo Native package turns on the default mobile visit actions and sets sync to fetch 999 records per request. To confirm: On the Installed Packages page, both the FieldKo package and the FieldKo Native package are listed.Permission Sets
FieldKo checks permission set assignments to decide whether someone is a rep or a manager. Every FieldKo user needs one of the FieldKo permission sets from the FieldKo package. Without one, sync fails with “Insufficient Privilege: User does not have access to FieldKo”. Start with yourself. To complete the FieldKo Configuration tab and run the Metadata Collector in the next steps, assign yourself the FieldKo Manager Permission Set and the FieldKo Native Permission Set. Then assign permission sets to each manager and rep, using this table.The FieldKo Native Permission Set grants access to the mobile services, settings, sync logs, and FieldKo Native objects. It doesn’t make someone a FieldKo user by itself. Always pair it with the Representative or Manager permission set.
If you sync any of your own objects, also give reps object and field access to them. See Control What Syncs to the App.
To confirm: On each user’s record, the Permission Set Assignments related list shows the permission sets from the first table. For your own user, check that you can find FieldKo Configuration in the App Launcher.
Connected App
The FieldKo Native package includes the FieldKo Native App connected app, which the FieldKo Atlas app uses to log in. The package installs it with these defaults:- Lets all users self-authorize
- Requires PKCE and rotates refresh tokens
- Keeps refresh tokens until they’re revoked
- Relaxes IP restrictions
- From Setup, in the Quick Find box, enter
Connected Apps, and then select Manage Connected Apps. - Click FieldKo Native App.
- Update these policies as needed:
- Permitted Users: Select Admin approved users are pre-authorized, and then add your FieldKo profiles or permission sets.
- IP Relaxation: Enforce IP restrictions if reps always connect from known networks.
- Refresh Token Policy: Set an expiry to make reps log in again periodically.
- Save your changes.
Remote Site Settings
FieldKo needs these remote sites. Add any that aren’t already there.
Add each remote site in Setup:
- To find your Visualforce domain, from the App Launcher, find and select Metadata Collector. Copy the domain from your browser’s address bar.
- From Setup, in the Quick Find box, enter
Remote Site Settings, and then select Remote Site Settings. - Click New Remote Site.
- Enter a name and the URL from the table.
- Save your changes.
- Repeat steps 3 to 5 for each remote site you need.
Complete the FieldKo Configuration Tab
The FieldKo Configuration tab holds the main settings for visits, maps, and surveys. Set your record types and Google Maps key first:- From the App Launcher, find and select FieldKo Configuration.
- Click Basic, and then select the Account Record Types for Visit Planning that match your record types.
- After install, this is set to
Store.
- After install, this is set to
- Click Calendar and Map, and then enter your own Google Map API Key. See Google Maps Key.
- Work through the remaining settings on Basic, Calendar and Map, Visit, and Survey. See FieldKo Configuration Tab.
- Save your changes.
Google Maps Key
The package includes a shared default Google Maps key. Replace it with your own.- In Google Cloud, create an API key with the Maps JavaScript, Geocoding, Directions, and Distance Matrix APIs enabled.
- On the FieldKo Configuration tab, click Calendar and Map.
- Paste your key into Google Map API Key.
- Click Save.
Custom Settings, and then select Custom Settings. Next to Map Configurations, click Manage, and then enter your key in the Key field at the default organization level.
Billing and Key Restrictions
Google requires a billing account on the Google Cloud project that owns your key. For current prices and free usage, see Google Maps Platform pricing. To avoid unexpected charges, set a budget alert on the project. See Create, Edit, or Delete Budgets and Budget Alerts in the Google Cloud documentation. Restrict the key so that it works only with the APIs FieldKo uses:
Use API restrictions only. Don’t add a website (HTTP referrer) restriction: FieldKo uses the same key in browser pages and in server-side geocoding from Salesforce, and a referrer restriction blocks the server-side calls. For more about restricting keys, see Google Maps Platform security guidance.
To confirm: Reopen the FieldKo Configuration tab. Your account record types are selected under Basic, and your key is in Google Map API Key under Calendar and Map. Then open the Account Map tab and check that the map loads.
Run the Metadata Collector
The Metadata Collector stores your objects, fields, layouts, record types, and profile layout assignments for the app. The app can’t sync until you run it. Before you start, make sure you’ve completed step 3 (you need the FieldKo Native Permission Set) and step 5 (you need the Visualforce domain remote site).- Follow steps 1 to 3 in Collect Metadata to collect objects and layouts metadata, and then profiles metadata.
Create Call Cycles for Reps
Reps receive visits, tasks, and orders only when they have an active call cycle that covers today. Without one, no error appears, and the rep sees no visits. Create call cycles in either of these ways:- Create them for each rep. See Call Cycles.
- Schedule
CallCycleBatchscheduler, which creates call cycles for this year and next for reps who don’t have them. See Scheduled Jobs.
Set Up Tasks, Surveys, and Visit Templates
- Create task types, surveys, and visit templates. See Set Up Call Cycles, Tasks, and Visit Templates and Build Surveys.
- If your reps take orders or record ranging, set up products, price books, and ranging. See Set Up Products, Ordering, and Ranging.
Scheduled Jobs
The packages don’t schedule any jobs automatically. Schedule the jobs for the features you use, in either of these ways:- From Setup, in the Quick Find box, enter
Apex Classes, and then select Apex Classes. Click Schedule Apex, and then select the class. - In the Developer Console, open Execute Anonymous, and run the scheduling code shown in the table.
In Execute Anonymous, start each class name with the FieldKo package’s namespace prefix, shown on the Installed Packages page, followed by a period. For
CalculateActualTimeWorkedScheduler, use the FieldKo Native package’s prefix instead.For MeetingInviteScheduler and NextVisitToDoAssigneeSchedular, the built-in helper methods schedule a daily run. To run these jobs more often, schedule them with your own cron expression using System.schedule().Scheduled Jobs, and then select Scheduled Jobs. Each job you scheduled is listed with its next run time.
Send Reps the App
When setup is complete, give reps what they need to install the app and log in:- Share the FieldKo Atlas app links with reps: App Store for iPhone and iPad, and Google Play for Android. See Install the FieldKo Atlas App.
- If you use My Domain or SSO, also share your login URL.
- Plan a visit for today for the rep. See Plan Visits in Salesforce.
- Ask the rep to log in to the app and wait for the first sync to finish.
- Check that the visit appears on the rep’s My Visits screen, with its tasks.
- In Salesforce, click the Sync Details tab, and check that the rep’s sync is listed.
If you still can’t find the cause, see Diagnose Rep Issues.
Remove a Rep’s Access
When a rep leaves your company or no longer uses FieldKo, follow the checklist in Remove a Rep’s Access to deactivate them, revoke app access, and hand their accounts and visits to another rep.Defaults After Install
On a new install, the FieldKo package sets these defaults. Upgrades don’t change your settings.
The FieldKo Native package turns on these visit actions: Add Note, Add Task, Attach File, Core Ranging, Log an Incident, Next Visit To Do’s, Place Order, and View Account. Cancel Visit is off. The package also excludes the Chatter Only User profile from metadata collection.
Customer Portal (Optional)
FieldKo can share orders, price books, and products with retailers through an Experience Cloud site that you build. Setting up the portal takes 3 steps:1
Create the Site
Create an Experience Cloud site, and add the FieldKo Order, Place Order, Product, and Price Book tabs.
2
Assign Permission Sets
For full access, assign portal users Community Place/Edit FieldKo Order. For read-only access, assign Community View FieldKo Orders and Community View FieldKo Pricebooks and Products. Partner-licensed reps use FieldKo Community Permission Set.
3
Turn On Sharing
From Setup, in the Quick Find box, enter
Custom Settings, and then select Custom Settings. Next to Share Records with Community, click Manage. Select Enable Sharing and the matching options, and then save your changes.