This guide walks you through the process of raising Project Requests directly from Salesforce Opportunities and delegating them to your bid/proposal teams in SiftHub.
Time to complete: 3-5 mins
Prerequisites
Before you can raise Project Requests from Salesforce, ensure that:
- The SiftHub managed package has been installed in your Salesforce organization
- The Salesforce connector has been enabled in the SiftHub web app
- The SiftHub components have been added to your Opportunity page layouts
- You have the appropriate Salesforce permissions to access Opportunities
Refer to the setup guide for SiftHub Projects managed package in Salesforce and follow the instructions to complete the above steps.
Accessing the SiftHub Projects Tab
1. Navigate to any Opportunity:
Open Salesforce and navigate to the Opportunity for which you need to create a proposal or RFP response.
2. Access the SiftHub Projects Tab:
Within the Opportunity view, locate and click on the "SiftHub Projects" tab to open the SiftHub integration panel.
3. Initial State (For New Opportunities):
For Opportunities that don't have any associated SiftHub Projects yet, you'll see a message indicating "No Projects associated" and an action button to "Raise Project Request".
Raising a Project Request
1. Click the "Raise Project Request" Button:
Click the "Raise Project Request" button in the SiftHub Projects tab of the Opportunity view to begin creating a new project request.
2. Add Files from the Opportunity (Step 1 of 2):
A modal window will appear with several options for providing documents:
3. Select Documents from Opportunity:
In the "Add Files from Opportunity" section, you'll see a list of all files from the Opportunity's Notes & Attachments section.
Note: If your organization uses Einstein Activity Capture, any attachments from emails exchanged with Contacts linked to the Opportunity or its Account will automatically appear in this list.
Select the checkbox next to any files you want to include with the Project Request.
4. Upload Additional Files:
You can also upload files directly from your computer:
- Click "Browse files" or drag and drop files into the designated area
- Maximum 20 files and 25MB per file allowed
5. Add Document Links (Optional):
You can paste a link to a supporting document in the provided field and click "Add".
6. Add Primary Document Link (Optional):
In the "Advanced" section, you can add a Google Drive or SharePoint link to the primary questionnaire that needs to be filled out by your team.
There are three ways to provide the primary document:
1. Download the document from the opportunity
2. Upload to your designated Drive and copy its link
3. Paste the link directly in the field
7. Proceed to Next Step:
Click the "Next" button to continue to the project details page.
Defining Project Details (Step 2 of 2)
1. Set Project Information:
Fill in the required project details:
- Project name (required): Enter a descriptive name for your project
- Assign to (required): Select a SiftHub user from the dropdown to assign as the Delivery Manager
2. Set Important Dates:
- Clarifying questions date (optional): The deadline for submitting questions to the prospect
- Submission due date (required): The deadline for the final submission (defaults to 2 weeks from current date)
3. Add Comments (Optional):
Provide any additional context, priority information, guidelines, or competitive details in the comment field.
4. Submit the Request:
Click the "Submit" button to create the Project Request and assign it to your selected team member.
Managing Project Requests
1. Refresh Project List:
After submitting a request, click the sync icon in the SiftHub Projects tab to refresh the list of associated Projects.
2. Revoking a Request (If Needed):
If you need to cancel a Project Request:
- Click the three dots (⋮) in the top right corner of the request card
- Select "Revoke Request" from the dropdown menu
- A confirmation toast message will appear when the request is successfully revoked
What Happens Next
After you submit a Project Request:
1. Notification to Assignee: The user you selected in the "Assign to" field will receive an email notification about the new Project Request.
2. Request Processing: The assignee will review your request in the SiftHub web application under the "Requests" tab.
3. Project Creation: The assignee can:
- View the Opportunity details and attached documents
- Accept the request to create a SiftHub Project based on your requirements
- Decline the request if more information is needed and provide a reason to give visibility to the wider team on bid / no-bid decisions.
4. Progress Tracking: Once the Project is created, you can track its progress in the SiftHub Projects tab within the Salesforce Opportunity.
Additional Information
For more information about how assignees process project requests in the SiftHub web application, please refer to our Creating Projects in SiftHub knowledge article.
Note: If you need to make changes to a submitted request, it's often easier to revoke the original request and submit a new one rather than asking the assignee to modify the details on their end.