Upgrade your Calendly Salesforce package from version 1 to version 2

Overview

This article will outline how to upgrade your Calendly Salesforce package from version 1 to version 2. It will also address how to preserve any customizations you made to version 1.

If you’re downloading the Salesforce package for the first time, you can skip this article and follow the steps in How to install the Calendly package in Salesforce to download version 2 by default.

Version 2 improvements

Managed package

Whereas version 1 (v1) is an unmanaged package, version 2 (v2) is a managed package. Managed packages can be updated without an uninstall and reinstall process.

Calendly’s Salesforce package Type
Version 2 (2.0, 2.1, and above) Managed
Version 1 (1.0, 1.1, 1.11, and above) Unmanaged

If you’re unsure which version you currently use, visit your Salesforce integration page to confirm your version.

More data in Salesforce

Version 2 captures more information about your Calendly events. With an updated Salesforce package, you can view:

  • meeting location

  • rescheduled meetings

  • all 10 custom questions and answers

Removed process

Version 2 does not contain the process, OnCalendlyActionCreated. Accordingly, you will no longer need to use the Process Builder. To build in conditional logic, you can edit the Calendly flows directly. 

Keeping customizations you made to version 1

Changes you made to version 1 of the default Calendly package will not automatically transfer over to version 2. Before upgrading versions, check for customized flows and processes in your Salesforce instance. You can see if you have any customizations by following steps in How to check for customizations you made in Salesforce.

If you have any existing customizations, make a list or take screenshots of these customizations before uninstalling so you can implement them again. You’ll want to rebuild these in your v2 sandbox environment before adding them in production. How to upgrade to version 2 (with customizations) will outline how to do so.

If you don’t have any existing customizations, proceed to section How to upgrade to version 2 (with no customizations).

How to check for customizations you made to version 1

  1. Log in to Salesforce.

  2. To check if you have customized any flows, go to Flows.

  3. For the CreateEvent flow, select View Details and Versions. Compare your existing version to the default package version. See the table below for default version numbers. If your active version is a number that is not the default version number, then you have customized your flows.

    Note: If you have custom flows, view them on production and take screenshots. You will add these customizations when completing How to upgrade to version 2 (with customizations).
  4. To check if you have customized any processes, go to the Process Builder. For the OnCalendlyActionCreated process, select the arrow next to it to expand details. If you have an active version other than version 3, this means you have customized the process. See the table below for default version numbers.

    Note: If you have a custom process, view the active process’s details on production to understand the conditional logic that triggers when a flow runs. Take a screenshot of any customizations. As there is no process builder in v2, you will add these customizations directly to the v2 flows when completing How to upgrade to version 2 (with customizations).
v1 Package components Default version
CreateEvent flow Version 14
CancelEvent flow

Version 1

OnCalendlyActionCreated process Version 3

How to upgrade to version 2 (with no customizations)

Follow these steps if…

  • you already use version 1 of the Salesforce package

  • you have access to version 2 (you’ll see an upgrade banner on your Salesforce integration page)

  • and you have not made customizations to your Salesforce package

  1. From your Salesforce integration page, select disconnect. Note: it’s best to disconnect during an ‘off-hour' to limit any interruptions in Salesforce.

  2. In Salesforce, uninstall the v1 package.

    Search for Installed Packages, and select Uninstall next to the Calendly package. If you are prompted to deactivate any flows or processes, do so.

    • More details and best practices from Salesforce on uninstalling a package.

    • Once you uninstall v1, your current flows, customizations, and processes will be removed.

  3. In Calendly, select Integrate Now. Enter your Salesforce credentials, and select Log In.

  4. Select allow access.

  5. Select Install the Calendly package, and select Install for All Users. Select done.

  6. Once the package is installed, return to Calendly and select refresh to complete the connection between Calendly and Salesforce.
    refresh_page_SF.png

  7. Your Salesforce integration page should list version 2.x.

How to upgrade to version 2 (with customizations)

Follow these steps if…

  • you already use version 1 of the Salesforce package

  • you have access to version 2 (you’ll see an upgrade banner on your Salesforce integration page)

  • you have access to a Salesforce sandbox and production environment

  • you’ve made extensive customizations to your Salesforce package, and maintaining a Salesforce connection to Calendly while customizing version 2 is crucial

Step 1: Set up your Salesforce sandbox environment

To minimize downtime during the migration process, set up your sandbox environment before you disconnect your production instance from Calendly.

  1. In Salesforce, create a new sandbox environment, or use an existing one that does not have a Calendly package installed. If you’re using an existing sandbox, refresh your sandbox with the latest production data before proceeding.

Step 2: In Calendly, disconnect your Salesforce account and connect your sandbox environment

  1. In Calendly, go to the Salesforce integration page. Select disconnect.

  2. In Calendly, select Connect to Sandbox.

  3. Enter in your sandbox credentials and download the new Calendly package to your sandbox environment.

  4. Once connected, select refresh page. The page should list version 2.x.

If you need further assistance connecting your sandbox environment, see here for instructions.

Step 3: In Calendly, book test meetings to send to sandbox

  1. In Calendly, book one or two test meetings. The scheduled meetings will create reference records in sandbox. You can clone these records to test customizations to the flows.

  2. To confirm that the event data from your test meetings appears, create a tab for the CalendlyActions object in Salesforce. Visit the tab and view all records to confirm the meeting data is being sent correctly.

Step 4: In Calendly, reconnect your production environment

Reconnect your production environment to Calendly, so live meeting data is not lost while testing in sandbox.

  1. In Calendly, select disconnect to disconnect your sandbox instance.

  2. Select Integrate now and sign in with your Salesforce credentials.

Step 5: In sandbox, make copies of the Calendly flows and add your customizations

  1. In Salesforce, go to your sandbox environment and make a copy of the templates in the managed package, CreateEventTemplate and CancelEventTemplate. Make your customizations before activating the custom flows and deactivating the template flows. To facilitate this process, have sandbox and production open in separate windows.

    Note: If you have customized the OnCalendlyAction process to run conditionally, you’ll need to build that conditional logic into the beginning part of your flows.

Step 6: In sandbox, test your custom flows

  1. Clone existing CalendlyAction records, invitee.created and invitee.canceled, and modify parts of these records to trigger the flows for different situations.

    • For example, you can trigger the flow when an invitee schedules with an email that is new to Salesforce, or when an invitee schedules with an email that already exists in Salesforce.

    • Use the CalendlyActions tab you created in Step 3.2 to monitor meeting data.

Step 7: In Salesforce, uninstall the unmanaged Calendly package

In Salesforce, go to your production environment and uninstall the unmanaged Calendly package.

  1. Search for Installed Packages, and select Uninstall next to the unmanaged Calendly package. If you are prompted to deactivate any flows or processes, do so.Uninstall_package.png
  • More details and best practices from Salesforce on uninstalling a package.

  • Once you uninstall v1, your current flows, customizations, and processes will be removed.

  • Make sure the Uninstall Status is listed as Uninstall Complete before proceeding.

Step 8: In Calendly, connect your production environment

  1. In Calendly, select Integrate Now to install the new managed package. Enter your Salesforce credentials, and select Log In.

  2. Select allow access.

  3. Select Install the Calendly package, and select Install for All Users. Select done.

  4. Once the package is installed, return to Calendly and select refresh to complete the connection between Calendly and Salesforce.
    refresh_page_SF.png

  5. The page should list version 2.x.

Step 9: In Salesforce, migrate and turn on custom flows

  1. In Salesforce, migrate the custom flows from sandbox to production using change sets. Deactivate the template flows included in the package.

  2. Turn on your custom flows and automations on production, and keep the templates de-activated.

Step 10: Book a test meeting in Calendly

Verify your flows are working as desired on production by booking a test meeting.

 

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