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Integrations

How to integrate with Autotask PSA?

Zomentum is a platform designed to accelerate the sales process for MSPs through sales funnel management, product catalog management, document/proposals builder, and more. The Autotask-Zomentum integration is intended to provide sync between both Autotask and Zomentum ecosystems so you can use both products in tandem.

Entity Mapping between Zomentum & Autotask

Zomentum	Autotask
Client	Account
Client Contact	Contact
Opportunities	Opportunities
Products	Products
Quote Line Items	Quote Line Items including the setup price for each product

How to set up Autotask integration with Zomentum?

Create API User in Autotask

Login to your Autotask AccountGo to Admin and choose Resources (Users).
Create a new API User, enter the title and other necessary fields
Set the username and password. Make a note of these as you will use them while connecting with Zomentum.
For the API Tracking Identifier, select Integration Vendor and choose Zomentum.
Save your settings.

Set up your Autotask integration in Zomentum.

Navigate to Settings > Integrations tab.
Go to 3rd party integrations > Autotask > Click on Connect.
Enter the Autotask API user credentials in the Connect Screen and click on Save and Proceed.
Configure the settings for the Autotask sync.

Zomentum as your CRM is recommended for users who would like to utilize Zomentum to manage their entire sales process and activities including Opportunity management and Document creation.

How do you want the data to sync?

Pull new entities from Autotask and push WON Opportunity to Autotask:

a. Sync Time: Pulls information from Autotask every 15-mins and pushes data from Zomentum in real-time.

b. Condition: Pulls data from Autotask and pushes back data to Autotask whenever you mark the Opportunity as WON in Zomentum.

For all of the above modes of integration, we sync entities between the systems only when they are created the first time. Any updates made to the entities would not be pulled or pushed.

Example: If a new client has been created in Autotask, we pull that information into Zomentum as it is a newly created entity. However, if you update the client’s telephone number on a later day/time, that information would not be synced.

Real-Time Sync:

As the name suggests, selecting this mode allows users to sync information between the systems regardless of the status of the Opportunity and the document. It also allows real-time sync for any ‘updates’ made to entities across the product modules.

Sync Time: Pulls information from Autotask every 15-mins and pushes data from Zomentum in real-time.

What is the data you want to sync?

Zomentum facilitates you with the choice of data you want to sync with Autotask. The following options are available:

Sync Filters
Autotask Companies, Contacts, and Opportunity (Select this to sync Autotask Accounts, Contacts, and Opportunities)	Advance Filters Only Sync where the Account Type is: Use this filter to sync only certain types of Account types from Autotask to Zomentum. Only Sync where Opportunity Owner is: Apply this filter to sync opportunities only from certain Autotask users. This is applicable only for Opportunities. Only Sync where Opportunity Status is: Use this filter to sync opportunities of a particular status. Only sync Opportunity created after Sync opportunities that were created after a particular date.
Pull Autotask Products	Check this option if you would like to sync products from Autotask.
Only Push Documents to Autotask that are either in Won and Signed status.	Selecting this option ensures that documents that are in the draft, sent, or viewed status will not be pushed to Autotask.

The users have an additional option in integration settings to enable Company type syncing. You can enable the Sync Account type in Autotask with Company Type under Settings during integration. It will sync the type of account in Autotask with the type of company in Zomentum.

Field Mapping

Field mapping is used to map persistent fields between Zomentum and Autotask.

Opportunity Field Mapping

The following section describes the mapping process for various opportunity fields.

Stage Mapping

The stage mapping is designed to map one stage in Zomentum to a particular stage in Autotask. The system will not populate the option to map a stage in Autotask to a stage in Zomentum if the former has already been selected in any of the other stages.

It is optional to map the ‘Won’ and ‘Lost’ stages in Zomentum to stages in Autotask as these are considered as ‘terminal stages’. Instead, you can select a stage against the default stage mapping to initiate the sync. If you do not have an adequate number of stages created in Autotask to be mapped against stages in Zomentum, we recommend that you create additional stages in Autotask and reinitiate the setup.

Status Mapping

Map the default Autotask status with Zomentum stages.

Additional Settings

Enable this setting if you would like to Pull opportunities from Autotask with the statuses as 'Closed' and/or 'Lost'.

Tax Mapping

Select this mapping to sync tax information between Zomentum and Autotask.

Note Mapping

Select this mapping to sync notes on your Autotask Opportunities and Clients to Zomentum.

Once you are done with field mapping, click on Save and Proceed to start the Sync.

Fields synced between Autotask and Zomentum

Module	Zomentum fields	Autotask
		Pull from Autotask	Push - Updating existing in Autotask	Push - Creating new in Autotask
Opportunity	Title	Name	Name	Name
	Client	Account	Account	Account
	Stage (D)	Stage
	Owner	Autotask_bot		Owner
	Primary Contact	Contact	Contact	Contact
	Expected Close Date	Projected Close Date	Projected Close Date	Projected Close Date
	Close Probability	Probability	Probability	Probability
	Source	Lead Source
Client	Company Name	Account Name	Account Name	Account Name
	Phone	Phone	Phone	Phone
	Company Type			Account Type
	Billing Country	Country		Country
	Billing State	State		State
	Billing City	City		City
	Billing Street	Address 1 + Address 2		Address 1
	Billing Zip Code	Zip Code		Zip Code
Client Contact	First Name	First Name	First Name	First Name
	Last Name	Last Name	Last Name	Last Name
	Email	Email Address	Email Address	Email Address
	Phone	Phone	Phone	Phone
	Job Title	Title	Title	Title
	Mobile	Mobile	Mobile	Mobile
Quote Line Item	Title		Item Name	Item Name
	Description		Item Description	Item Description
	Type (D)		Type	Type
	Cost Price		Unit Cost	Unit Cost
	Billing Period (D)		Period Type	Period Type
	Quantity		Quantity	Quantity
	Sell Price		Unit Price	Unit Price
	Mfg. Number		Manufacturer Product Number	Manufacturer Product Number

Autotask does not yet support weekly billing periods. Therefore, the sync will cause an abnormal workflow in the process if the Partner creates or already has a weekly product in Zomentum.

Accessing Audit Logs

Audit logs can be used to get a glimpse of the sync status of the entities that have been synced between the systems. Entities that are successfully synced into Zomentum will have a link to Go to [[entity]] which takes you to the details page view of that particular entity. The ones with an Error status will have a short description on the right of the page with the error reason. Head over to Settings > Integrations > hover over Autotask > click on Audit Logs to view the audit logs.

View Opportunity in Autotask

Every opportunity that is successfully synced to/from Autotask will have a View Opportunity option available in the Opportunity Details page view.

View Client in Autotask

Every Client that is successfully synced to/from Autotask will have a View Client in Autotask option available both in the Opportunity Details page and the Client Details page view.

The History tab of the Opportunity Details page will showcase the trail of the sync information between Autotask & Zomentum.

When a document in Zomentum is updated to ‘Won’ status, the PDF of the document is synced with Autotask as an attachment. This can be viewed in the Activity tab of the opportunity in Autotask.