License management integrated with SFDC

Background

ArkInfo, a wholesale trading distributor of technology products, is facing challenges in managing Corel software licenses and integrating them with their Salesforce CRM (SFDC). Currently, ArkInfo receives daily emails containing crucial information regarding Corel licenses, including customer details, PO numbers, license numbers, and validity periods. However, the process of manually extracting and updating this data into their CRM is labor-intensive, repetitive, and prone to errors. With an average of 20 to 30 emails received daily, ArkInfo's employees spend significant time on this task, impacting productivity and CRM accuracy.

The current process involves manual extraction of data from daily emails received from Corel. This data includes customer name, PO number, license number, license period (start and end dates), and other relevant details. After extracting the information, employees manually update ArkInfo's CRM to track and initiate future opportunities. However, this manual process is inefficient and fails to keep the CRM up-to-date. ArkInfo recognizes the need to automate this process to improve efficiency, accuracy, and employee productivity. To address these challenges, ArkInfo proposes implementing an automated solution using the IntelliBuddies RDA (Robotic Desktop Automation) platform. The solution aims to streamline the Corel license management and SFDC integration process, reducing manual efforts and ensuring real-time updates in the CRM.

Process Flow

The ArkInfo Corel license management flow encompasses several critical processes that synergize for efficient license tracking and integration. From initial license acquisition to renewal stages, each step is integral to maintaining a streamlined licensing workflow. Moreover, processes like license validation, compliance checks, and license utilization tracking contribute to the overall success of Corel license management.

Solution

The IntelliBuddies RDA platform automated the Corel license SFDC integration process, extracting license data from daily emails and updating it within ArkInfo's CRM. Here's a breakdown of the solution steps:

1. Email Processing:
   • The IntelliBuddies task automation will log into the email client during IST daytime and check for emails from a configured email account.
   • Upon detecting a relevant email, the buddy will extract key information such as license number, PO number, licensee name, address, license period (start and end dates), and product details.
2. Salesforce Integration:
   • After extracting the required data, the buddy will log into the Salesforce portal.
   • It will search for the corresponding opportunity within the CRM based on the extracted information.
3. Data Update:
   • Once the opportunity is identified, the task automation will update the following information: License number, PO number, and License end date.
   • Additionally, the task automation will upload the certificate (received as an email attachment) into the "Notes & Attachments" section of the same opportunity.
4. Processing Older Emails:
   • As a one-time process execution, the task automation will handle older emails and their corresponding opportunities.
   • It will extract opportunity details from SFDC in Excel format, excluding the certificate attachment.
   • Then, the task automation will upload the certificates based on the license number (PO number) to ensure the completeness of the data.

By implementing this automated solution, ArkInfo streamlined its Corel license management process, significantly reducing manual efforts and errors.