Autotask Integration

ScopeStack integrates with Autotask to pull opportunities into the platform for project creation and push approved projects into Autotask as PSA projects with tasks.

Prerequisites

• An Autotask API User with the ScopeStack integration vendor selected
• ScopeStack Connected Apps permission at the Manage level

Setting Up in Autotask

For full details, see the Autotask online documentation .

1. Navigate to Admin > Account Settings & Users.
2. Expand the Resources/Users (HR) section and click Resources/Users.
3. Click the extra context menu next to the New button and select New API User.
4. Fill in the required fields: First Name, Last Name, Email Address, Primary Internal Location, and any other required fields in your instance.
5. In the Credentials section, click Generate Key and Generate Secret. Save both values — you will enter them in ScopeStack.
6. In the API Tracking Identifier section, select Integration Vendor.
7. From the Integration Vendor dropdown, select ScopeStack.

Configuring in ScopeStack

From Settings > Account > Connected Apps, click the Autotask tile.

On this screen: The Connected Apps page shows a grid of integration tiles. Click the Autotask tile to open its About page.

Click Add Integration. A Configure Integration window opens.

On this screen: The Configure Integration window shows a “How do I set up Autotask?” link and two required fields, labeled * User Name and * Password / Secret. Continue stays disabled until both are filled in.

Fill in the following fields and click Continue:

• User Name: the Username/Key value from the API user setup page.
• Password / Secret: the password/secret value from the API user setup page.

On the next step, “Select features with which to integrate,” check the features you want (CRM and PSA) and click Complete.

Configuration Options

These options are on the connection’s Additional Features tab, under CRM Integration Options, once CRM is checked there. They are not part of the setup window.

Skip Revenue Sync

By default, ScopeStack automatically updates the Opportunity object’s revenue when the project is submitted for approval. Check this option to skip that sync.

Opportunity Stages and Opportunity Statuses

Comma-separated lists of stage and status names. Use these filters to present only opportunities of specific stages and statuses. When you connect, and again whenever you reconnect or change the connection’s credentials, ScopeStack fills in Opportunity Statuses with every Autotask status whose name contains “active”, replacing what was there, so by default only opportunities in those statuses come in. When a filter is filled in, opportunities outside the listed values are treated as closed. To bring in opportunities of every stage and status, clear both fields (and clear Opportunity Statuses again after any reconnect); with both blank, none of them are treated as closed.

Names must match your Autotask stage and status names exactly. A name that doesn’t match is ignored, and if none of the names in a field match, that filter is ignored altogether.

Verifying the Connection

When the window reports “This integration has connected successfully!”, the integration is active. Close the window to open the new connection. CRM opportunities will sync in at the next sync interval.

Creating an Autotask Project from ScopeStack

Requirements

• The project must be approved in ScopeStack
• Autotask Connected App must be configured, with PSA switched on for the connection under Settings > Connected Apps (on the Additional Features tab)

Step-by-Step

Once your project is approved in ScopeStack, you will have the option to Push To PSA. This button appears in the project’s action toolbar.

Note: Whether the API triggers a push depends on the API version you call.

• v1 — creating a psa_project persists the record but does not trigger the push. Nothing is created in your PSA. Push with the Push To PSA button on an approved project.
• v2 — POST or PATCH to /v2/projects/:id/psa-project does trigger the push automatically, in the background. Do not also click the in-app button while that push is still running: until it finishes ScopeStack has no PSA project ID yet, and a second run creates a second project in your PSA.

The platform will take you to a configuration screen where you need to define:

• Estimated Start and End Date for your project.
• Initial Project Status — options are populated from your Autotask instance.
• Project Type — options are populated from your Autotask instance.
• How phases should be created — choose one of:
  • Don’t create any phases in your project
  • Create phases from the Phase names in ScopeStack
  • Create phases from the Service names in ScopeStack
• How Tasks should be created in Autotask — a dropdown controlling how Services and Sub-Services map to Autotask tasks:
  • Create a Task for each ScopeStack Service — one task per service; sub-services are not pushed separately.
  • Create a task for each ScopeStack Service and include Subservice descriptions — one task per service, with the sub-service descriptions rolled into it.
  • Create a Task for each ScopeStack Service or Subservice with revenue greater than 0 — a task for each service or sub-service that carries revenue.
  • Create a task for each ScopeStack Subservice — one task per sub-service.
• Create PSA tasks for ScopeStack Governance Items? — if checked, creates Autotask Tasks from your individual governance items in ScopeStack.

After you complete your configuration and press Submit, it may take a few minutes for the project to be created. It is created by the API user you configured in the Autotask Connected App setup.

Updating a Project

After creating the Autotask project, resubmitting from the PSA Integration section will add any new services to the PSA project, but will not update existing services.