Map QuoteX Resource Requests To KLIENT PSA
Do not blindly map QuoteX Resource Requests directly into Klient's master Resource object. Instead, use an upsert-and-allocate pattern triggered exactly when the status of RR hits Ready to Staff.
| ⚠ | IMPORTANT Create a new custom field on the QuoteX PSC Resource Request object and name it Proposed Employee (Lookup - User object) |
Phase 1: Master Pool Verification (Krow__Project_Resource__c)
When the automation triggers, query Krow__Project_Resource__c using the User lookup linked via QuoteX's Proposed Employee field (Custom Field - User Lookup). If no active record exists for that person, provision a master record using these parameters:
Reference: https://krowsoftware.my.site.com/customer/s/article/Project-Resources-Object
| QuoteX RR Source Field | Klient Project Resource Field | Integration Logic / Transformation Rule |
Proposed Employee (Lookup) | Krow__User | User-to-User Lookup mapping. Links the master resource record to their active Salesforce profile. |
Proposed Employee.Name | Name | String Name. Sets the display name on the resource profile. |
QuoteX Role (Text) | Krow__Project_Role (Lookup) | Role Alignment. Look up or match the text value to assign the standard functional role inside Klient. |
Part 2: Resource Sync
| QuoteX Source Field | Klient Target Field | Specific Integration Logic |
Start_Date | Krow__Start_Date__c | Maps the precise start of this resource's involvement on this project. |
End_Date | Krow__End_Date__c | Maps the scheduled roll-off date for this allocation. |
Average_Cost_Rate_Number | Krow__Cost_Rate__c | Project-Specific Overwrite. Ensures the workforce team's cost structure for this deal is preserved. |
Requested_Bill_Rate | Krow__Bill_Rate__c | Project-Specific Bill Rate. Dictates what the client is billed for this specific person on this engagement. |
Allocation / Percent_Allocation / Total Hours | Krow__Allocation__c / Krow__Estimated_Hours__c | Maps the allocation percentage or back-calculates scheduled capacity based on QuoteX Total Hours . |
Staffing_Notes / Notes | Krow__Description__c | Passes general collaboration context or scheduling handoff text straight to the delivery team. |
Part 3: Project Assignment
Reference: https://krowsoftware.my.site.com/customer/s/article/Project-Assignment-Object
Create project assignment record for the project resource created earlier.
| QuoteX Source Field | Klient Target Field | Specific Integration Logic |
Percent_Allocation / Total Hours | Krow__Project_Hours / Krow__Effort__c / Krow__Estimated_Hours__c | Maps the allocation percentage or back-calculates scheduled capacity based on QuoteX Total Hours . |
Staffing_Notes / Notes | Krow__Notes__c | Passes general collaboration context or scheduling handoff text straight to the delivery team. |
There are three critical automation rules to incorporate into your integration design:
| The "Resource Proposed" Trigger: |
* Integration Rule: Do not push allocations into Klient as hard-booked assets while the RR status is in negotiation or review. Keep downstream Krow__Project_Assignment__c records set to a scheduling status of "Soft Booked" or "Pipeline" until the request status matures.
| Handling the Workforce Assignment: |
As with custom field you would have noticed that the "Workforce team assigns a proposed employee, who will be available to allocate."
Integration Rule: If Proposed Employee contains a real SFDC user, your code/flow should query Krow__Project_Resource__c where Krow__User__c Id matches, and use that existing master record. Only create a brand new master record if it's a completely new generic placeholder role being introduced to the ecosystem.
| Validating the Duration Window: |
QuoteX addon Sync RR , calculates Duration (Weekdays) automatically between Start and End dates. Klient performs an identical background calculation on its assignment and scheduling views using work calendars. Ensure your integration passes the explicit Start_Date__c and End_Date__c rather than just the number of days, allowing Klient's native engine to accurately plot them on the resource management Gantt chart.