Guide: Using Freshsales with Databox (Custom API Integration)

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Freshsales Integration Details

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Overview

Freshsales is a cloud-based CRM for sales and marketing teams.

The Freshsales integration is designed for more tech-savvy users, as it syncs data through a Custom API integration. In order to create Freshsales metrics in Databox, you’ll need to use the Metric Builder. Learn more about the basics of Metric Builder for Custom API Integrations here. 

    If you’d like us to help you get set up with Freshsales in Databox, please fill out this request form or book a call with one of our product experts:
    - Free Databox Users (or potential users) book a call here. 
    - Paying Databox Customers book a call here.

Integration basics

Integration status Beta
Type of Account access needed Admin in order to create API Key or receive API Key from a colleague
Authorization type Basic
Available endpoints All GET endpoints
Available requests GET requests
Needed permissions (scopes) /
Allowed API versions All currently active API versions.
Example: You can use a v1 of an API or v4, as long as they are both still supported. Deprecated APIs normally stop returning data.
Timezone UTC
Dynamic date range support No
Pagination support Yes
Type of Pagination supported Page
Rate Limits This status code appears when the user has exceeded the API limit set per hour per account. In Freshsales, this limit is 1000 API requests per hour per account.
Official documentation
Follow the status of the API on the official changelog  Changes are marked inside the documentation as warning cards. There is no single article.

How to connect Freshsales to Databox

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How to connect Freshsales to Databox

To connect a Freshsales Account in Databox, go to  Data Manager > + New connection. Type Freshsales in the search bar and click on the Connect button. Next, click the green Connect now button.

This will open the  Authorization window, which is where you will be prompted to enter your Name, Subdomain, API Key, and Timezone to authorize the Databox app. Learn how to access your Name, Subdomain, API Key, and Timezone here. 

How to access your API key, access token / API key secret?

To successfully connect your Freshsales with Databox, you will need to use your Name, Subdomain, API Key, and Timezone in the connect process. 

Follow the steps below:

1
  Enter the  Name of your Data Source in Databox's Activate Freshsales window.

2
 To find your Subdomain, login to Freshsales Account. Click on your Profile Picture > Profile Settings > API Settings tab, the Alias field will include your subdomain. Example: {subdomain}.myfreshworks.com. Copy only the “ subdomain” part. Paste the subdomain in Databox's  Activate Freshsales window.
3
 To find and access your API Key, click on your Profile picture > Profile Settings > API Settings tab, you will find your API Key in the Your API Key field. Copy your API key and paste it in Databox's  Activate Freshsales window.
Pro Tip: You can have multiple CRM accounts in your Freshworks organization. To specify the CRM Account to be used in the API, you will need to know your bundle alias of the CRM account. To find the Bundle Alias, click your Profile Picture > Profile Settings > API Settings tab, your Bundle Alias will be located below your API Key.
4
 Find your Freshsales timezone here. Select your Timezone by clicking on the drop-down arrow in Databox's  Activate Freshsales window. Not selecting the right timezone could potentially lead to data discrepancies.
5
 Once you have entered your  Name, Subdomain, API Key and Timezone click the green  Activate button  to authorize the Databox app.

What's the maximum amount of historical data initially available when you use a new Freshsales Data Source Metric in Databox?

The amount of historical data available in Databox is dependent on the custom metric setup, API limitations, pagination limitations, and the user’s Databox plan:
  • Custom Metric Setup: When a user creates a metric using an endpoint that supports date time parameters in the API request, those date time parameters determine the amount of historical data that will be pulled for the given metric. You can learn more about the date time parameters here.
  •  API Limitations: APIs may have limits set by the system itself on the amount of historical data that is stored/ can be accessed.
  •  Pagination Limitations: The pagination limit is set to 100 pages, which means that pagination will stop when the 100th page is reached. In cases where the metric is using pagination, of course, the interplay of date time parameters and pagination can have an impact on how much of the historical data the user can pull for a given metric. Learn more here.
  •  Databox Plan: The amount of historical data you're able to access in Databox is dependent on your Databox plan. Learn more here.
Pro Tip: In order to start syncing data for a Metric, you can add it to your Metrics screen, use it in a Scorecard, set a Goal around it, create an Alert for it, or add it to a Databoard. Learn more here.    

What time zone does Freshsales data sync in? 

Freshsales data is synced in UTC.

What type of pagination is supported by Freshsales Integration

We support page pagination. Where we increase page number up to the maximum limit. Pagination limit is set to 100 pages which means the pagination will stop when the 100th page is reached. The default amount of items that the API returns is 100.

Learn more about pagination here.

How to use and create Freshsales Metrics

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How to create custom Freshsales Metrics

Let’s walk through how to create a Custom Metric for Freshsales.

In order to prepare API requests, you should reference API-specific documentation that can be found in the Databox app through the API Docs link in the top right of the Prepare API Request page. Or, use this direct link .

1
  Navigate to Metrics > Custom Metrics to access the Metric Builder for Freshsales.
2
 Click the green + New Custom Metric button and select your connected Freshsales Account from the Data Source drop-down list.
3
  Open the API documentation for Freshsales to find the endpoint that will return the data needed for the given custom metric you wish to create.  
4
  Click the drop-down to select GET or POST as the HTTP Method. This is dependent on the information you found in the API documentation. 
5
 The Base URL is already predefined, you will need to copy the missing part of your chosen endpoint to sync the appropriate data. 
6
 Add Parameters based on your HTTP Method. Parameters limit the records returned for the API request.
  • If you’re creating a GET request, define the Key and Value pair(s). The API documentation provides information on endpoints for a field/ argument, which will be the Key. The condition (i.e., an ID, true/ false, etc.) will be the Value. 
    • If the API documentation for Freshsales states that the Integration supports dynamic date ranges, you will be able to click the calendar icon to add datetime parameters. 
  • If you’re creating a POST request, define the relevant JSON body.
    • Click on the calendar icon to add datetime parameters. 
    Pro Tip: You can choose multiple Keys and Values for one Custom Metric. You can add an additional Key and Value by clicking on “+”. 
7
  You can add Headers that include Key and Value pairs if the API needs this to successfully return data.
8
 If the endpoint supports pagination, we recommend you select the appropriate method using the Pagination Method dropdown. 
9
  Once you have the basic setup, click on the green Continue button. You will be directed to the Select value step.
10
  In the Select value step, select a property that includes the metric value you'd like to track in your Custom Metric. A metric value must be purely numeric. 
11
 Once you have selected the value, click on the green Continue button.
12
 The Segment by dimension step is optional. This step will be taken into account only when you are trying to create a dimensional metric. If you'd like to segment your metric by multiple dimensions, choose one to complete during this set up, then begin again and select a different dimension until each desired metric is created.

  • To skip this step, select None. 

13
 The Select date step is optional as well. 
  • Use current time of storing data (Dynamic): Select this option if you don’t want to select a date field
  • Use a field from response (optional): Select this if you want to select a date in order to see your data in predefined intervals. 
14
  In the Preview & Customize step, you can see the JSONata expression that has been created based on your selection of properties. 

  • You can customize the JSONata expression (optional) in the right editor panel. 

15
 To continue, click on the Preview data button to validate the expression and returned data. 
16
  Once you have previewed your data, click on the green Continue button to proceed to the last step of setting up your Custom Metric.
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 In the Describe metric step, you can set up the following:
  • Name your metric: Enter a name for your custom metric.
  • Data Aggregation: These selections determine how your data is handled. This especially impacts the way data is grouped and displayed for longer Date Ranges. Learn more here.
  • Favourable trend: You can select when "Trending UP is positive" or "Trending DOWN is positive," since some metrics are better (positive) when the value is lower (like Bounce rate, Churn rate, etc.). This will affect how comparison values and goal comparisons are calculated and calculated.
18
 Once you completed the Describe metric step, click the green Continue button to finish the Custom metric setup.

Additional Information

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Integration Limitations

  • Databox limits the use of its integrations to GET requests. This is because our integration only reads your data.
  • Rate limits The Freshsales API usage is limited to 1000 API requests per hour per account, learn more about it here (under code 429).
      • WARNING: If specific scopes of an integration allow you to create, change, delete or manipulate data in any other way, using such API calls can result in unexpected behavior. Databox is in no way liable for such API calls. 
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