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 > 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 the configuration panel.

You will be navigated to the setup page.

On this screen: The Autotask configuration form shows fields for Username, Password/Secret, a Skip Revenue Sync checkbox, and Opportunity Filters for Status and Stage.

Fill in the following fields and click Save:

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

Configuration Options

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 Filters

Use these filters to present only opportunities of specific statuses and stages. By default, ScopeStack filters for Active Status projects.

Verifying the Connection

After saving, you will see “Autotask Configuration saved” in the green banner at the top of the platform. Click the Enable toggle to activate the integration. 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

Step-by-Step

Once your project is approved in ScopeStack, you will have the option to Create PSA Project. This button appears in the project’s action toolbar next to the approval buttons.

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 — several options handle how Services from ScopeStack are populated into the PSA project.
• 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.