• Appointiv allows you to add an encrypted Token ID to any object in Salesforce
• You can then add this Token ID to any prefilled webform URL
• If the object token represents a Contact, Lead, or Person Account, then the webform will prefill their contact details so they don't need to manually enter them.
• If the object token represents any other Salesforce object, then the resulting Appointment Detail record will be related to that other object in Salesforce.
• Inserting those tokens into the URL is covered in another article.

This article focuses on the process of generating the tokens on your records.

 

Org Requirements

The Appointiv managed package includes an invocable class that generates these randomized tokens onto your objects and inserts them into the Token_Id field.   Since this requires using Apex, only Enterprise Edition or higher Salesforce Orgs can follow this process.

Professional and below Orgs can still do the same functionality using the actual Salesforce Record Id instead of the token Id. 

Some say using the Salesforce Record Id is just as secure and there are other apps using this method alone.  We haven't seen anything to indicate that having someone's Salesforce Record Id compromises security in any way but we thought it was cool to do the tokens and it would have to be super duper secure.

Summary of steps in this process

First, we need to add that field to your object.

Next, we need to create a Process Builder that will run whenever a new object is created and will insert the Token_Id value into the new field.

Finally, we need to use the Developer Console to run a batch that will create and insert the Token_Id onto all of the older objects that have already been created.

 

Step 1. Add the new field to your Object

Choose the object and add the field Token Id. Choose field data type as Text. The name has to match "Token Id" exactly - with the same capitalization of letters.  Note on the spelling: That’s TOKEN ID but capitalized as Token Id.  The second to the last letter is I as in India, not L as in Lima.  

Make it visible to your appropriate profiles...

And visible in your appropriate page layouts...

 

Step 2.  Create a new Process in Process Builder

This is the most complicated step so pay attention.

Go to Setup then Process Builder and Create New Process.

Name it something like Generate Token Id for Contact (or whatever other object you're using)

Set it so that it starts on "A record changes"

Click Save

 

Click the Add Object box on the left side. 

Then select your object in the dropdown on the right.  In this example, we're doing the Contact Object.

Select when a record is created and edited to start the process.  Click Save.

 

Next, click on the Add Criteria diamond box on the left side below the step you just completed.

Add Generate Token Id in the Criteria Name box.

Then select the Field box and locate the object you want to search.  Contact in this example-

 

In the new pop-up, select the Token Id field that we created on the object in Part 1 above.

 

After choosing that field, a set of criteria appears on the right side.

The radio button by "Conditions are met" should be selected.

In the row for the Conditions:

- Field =  [Contact].Token_Id field

- Operator = Equals

- Type = Global Constant

- Value = $GlobalConstant.Null

Select All of the conditions are met (AND)

Click "Save"

 

Under Immediate Actions, click on "Add Action"

Click the dropdown under Action Type and select "Apex"

 

Fill in Action Name with "Generate Token Id" (please match this spelling and capitalization)

Select "Generate Token Id for Sobject" in the Apex Class dropdown/search field

 

Next, "Set Apex Variables" will appear.

Select Type = Field Reference

Select Value and enter the object ID - so in this example, it is Contact ID

Click Save

 

Yours should look like this now:

Click "Save" to finish that step.

 

Ok.... still with me?  Great!  It's super easy from here on in so let's keep going...  

Click "Activate" on the top right of this page

You'll see this - click "Confirm" and we're done with Process Builder.  

 

Now, every time a Contact is updated (or whichever other object you want to swap into that process above) it will include the Token Id field.  

To check to see if it worked - go into a Contact record.  Notice the Token Id field is blank.  Edit and then save the Contact and now it should include a nice new token.

Here's one to see how that looks:

 

Step 3.  Run the batch to backfill the Token Id onto all of your older objects 

Ok so the end goal is to add tokens to your Contact, Opportunity, Case or whichever object you choose.  Going forward, the Process Builder covers all newly created entries into Salesforce for that object.  But what about all the ones that were created in the past?  For those, we need to run a batch that adds the Token Id to all the existing records all in one go. 

Here's how:

Now we can go and run the batch in the Developer Console.

WARNING:- We’re going to run a batch that adds data to all your historical records for this object.  It’s a very good idea to deactivate all the automation processes (Process Builder, Flow, Apex Triggers etc) related to this object that might fire on “update” because you don’t want to cause a cascade of triggers or automations just because you updated several thousand (or several hundred thousand) records.  

 

Open the Developer Console

Open Execute Anonymous Window by clicking the Debug dropdown or by clicking CRTL+E

Copy & Paste this into the resulting window:

Appointed.GenerateSobjectTokenIdBatch obj = new Appointed.GenerateSobjectTokenIdBatch( 'contact', ' where token_id__c = null' );

Database.executebatch(obj, 1000);

Click Execute on the bottom right side of the window

Give it a minute and you’ll see several confirmation messages appear with Status = Success

And that’s it.  

DON'T FORGET to turn on any automation you turned off earlier.

To double-check to make sure it worked:

Go and check a record that was already in your system and hasn’t been changed since the Process Builder was made.  You should now see that it has the token.

Note:- If you face any issues after running the batch.  Remember to deactivate all the automation processes related to the object which you have included in the token generation process builder.

Obvious - swap out Contact with another object like Opportunity or Lead if you want to do this for other objects. 

Less obvious - In this line of code, you can enter a parameter after the comma and between the ''    

Appointed.GenerateSobjectTokenIdBatch obj = new Appointed.GenerateSobjectTokenIdBatch( 'contact', ' where token_id__c = null' );

For example, you could add a parameter so that this only adds tokens to your existing open opportunities instead of all of your existing opportunities that might be closed.