Integrating BeeCastle with AutoTask

This article will run you through the steps required to setup integration for organisations who use AutoTask.

Navigate to Account Settings & Users

• Click Hamburger Menu

• Hover over Admin menu item

• Click Account Setting & Users menu item

Setup Security Levels for our user

• Select the Resources/Users (HR) accordion menu

• Click the Security Levels item in the Security section

• Hover over the list icon next to the API User (system) (API-only) security level, and click Copy

• Hover over the list icon next to the copied security level, and click edit.

• Rename the security level to a recognisable name.

• Ensure the following permissions are set. This is the minimal set required for BeeCastle to function:

  • Contracts - Object Permissions - Contracts -> View = All

  • Contracts - Can access Invoice History, (Invoice) Export Wizard and Payments -> Checked

  • Contracts - Contact Visibility -> Full

  • CRM - Account & Contact Access - Customer & Cancelation -> All

    • (For above, Vendors & Partners, Prospects, Leads, & Dead are optional)

  • CRM - Object Permissions - Opportunities & Quotes -> View = All

  • CRM - Object Permissions - Opportunities & Quotes -> Add = Yes

  • Inventory - Object Permissions - Products -> View = All

  • Service Desk - Object Permissions - Tickets -> View = All

  • Service Desk - Object Permissions - Charges -> View = All

  • Admin - Products, Services & Inventory -> Checked

  • Admin - Resources / Users (HR) -> Checked

  • Other - Resources / Users (HR) - Can view Internal Cost section on New/Edit Resource page -> Checked

  • Other - Webhooks - Can Create Webhooks -> Checked

  • Other - Webhooks - Maximum number of Webhooks -> 20

  • Other - Miscellaneous - Can view internal cost data -> Checked

Navigate to Users Page

• Select the Resources/Users (HR) accordion menu

• Click the Resources/Users menu item

Initiate new user addition

• Click the dropdown arrow next to + New

• Click New API User

Fill in API user details

Fill out the following fields

• Firstname: BeeCastle

• Last name: API

• Security Level: <Select the security level created earlier>

• Primary Internal Location: <depends on customer system>

• Click Generate Key - this value needs to go back to the BeeCastle Team

• Click Generate Secret - this value needs to go back to the BeeCastle Team

• API Tracking Identifier - You may be able to choose “Integration Vendor” and select “BeeCastle - CRM” from the dropdown list.

  • If “BeeCastle - CRM” is not available please choose “Custom (Internal Integration)” and enter “BeeCastle” in the Internal Integration Name. Keep the generated Tracking Identifier to send to the BeeCastle Team.

• Click Save & Close

Send fields back to BeeCastle Team

• Get in touch with your account manager and send them the Key and Secret values, and if you chose “Custom (Internal Integration)” also the Tracking Identifier.

Turn on real-time updates (webhooks)

Once BeeCastle is connected and has synced, Autotask can send changes to companies, contacts and tickets to BeeCastle as they happen. BeeCastle creates and manages these webhooks for you. Opportunities, contracts and invoices keep updating on the regular sync, because Autotask has no webhook for them.

• Check the security level created above has Other - Webhooks - Can Create Webhooks checked, with a maximum of at least 3.

• In BeeCastle, go to Settings -> Integrations -> Autotask.

• Under Real-time updates, switch on Enable webhooks.

• BeeCastle creates a Company, Contact and Ticket webhook in Autotask and shows the status of each. Click Check at any time to confirm they are still in place.

Switching Enable webhooks off removes the webhooks BeeCastle created. Webhooks created by anyone else are never touched.

If BeeCastle reports that the Autotask API user cannot create webhooks, tick Can Create Webhooks on its security level, set a maximum, and switch Enable webhooks on again.