Using Access Keys

Generating Access Keys for Existing Contacts

Once you have the base package installed, you will need to generate access keys for contacts that already exist in the system. A visualforce page has been created to assist in this process. 

1. To access the visual force page, navigate to: https://naXX.salesforce.com/apex/targetx_base__generateaccesskeys

Note: Replace the "XX" in the above URL with the correct node for your instance of Salesforce

2. Once on the visualforce page, click the Generate Access Keys button to batch generate access keys for all existing contacts. Once the process executes, the button will disappear. You will receive an email confirming the job has completed. 

Note: Do not refresh the page and click the button again.

Generating Access Keys for New Contact Records

Triggers are installed as part of the base package to automatically generate access keys for all new contact records. Note: Do not modify the Acess Keys on Contact/Student records.

Access Key Update

The Access Key Update batch job, available in Base Custom Settings, creates Access Keys for the object you specify. Enter your Object API Name and choose Update Access Key.  Check the status of the job by navigating to Apex jobs and reviewing the item for the UpdateAccessKeys Apex job.

Defining Default Settings for Access Key Use

Once you've generated your access keys, you need define default baseline settings for the use of access keys in AppTracker, Events and Surveys:

1. Navigate to Setup and search for Custom Settings.
2. Click Manage next to Access Key Settings
3. Click Edit next to App Tracker, Events or Survey

The following settings are available for Access Keys

• Name: The setting must be named EXACTLY as follows for the packaged code to run:
  • default = used if a specific Access Key setting is not found.
  • App Tracker = App Tracker
  • Events = Events
  • Survey = Survey
  • Engage = Engage
• Require Access Key: If checked, an access key is required to access the appropriate site.
• Allow Email: If checked, applicants who arrive at the appropriate site without an access key, or an incorrect key, will be offered the opportunity to request an email with an updated link. The email will be sent to the address on record for the contact whose ID is in the URL.
• Contact Information: Help text that appears when applicants receive an "authorization error". Help text will read: "If you need assistance, please contact <<your text inserted here>>." 
• Access Key Request Email Template: The email template sent to applicants when a new app tracker link is requested. A system generated email sends by default, but the App Tracker email can be customized by entering the Template Unique Name in this field. 

Custom Email Templates are NOT available for Events or Survey.

• From Email this email address will be used to send Access Key requests. Note: This email address MUST be configured as an available Organization-Wide Email Address in Salesforce.

Note: Please see the instructions below when creating custom email templates for use with Access Keys.

Creating a Custom Access Key Email Template for use with Application Tracker

1. Determine your App Tracker Site URL

Navigate to Setup and search for Sites.
Record the App Tracker Site URL for use in your email template

2. Create the Custom Email Template using CRM Email, making sure to insert the following URL into the email:

<<Your App TrackerSite URL>>/AppTrackerLanding?id={!Application__c.Id}&k={!Contact.TargetX_Base__Access_Key__c}

Note: The k variable refers to the Access Key, with the key value merged in dynamically. 

For information on using Access Keys in email templates for Engage, please see the article Creating a Custom Access Key Email Template for Engage.