Salesforce Sync is the simplest and most reliable way to keep the data in your Salesforce CRM and sales engagement platform entirely up-to-date. The sync works in near real-time, and administrators have the ability to decide which application “wins” when syncing each field.
In this article we will walk through:
- Requirements and Expectations Before You Begin
- Enabling Salesforce Sync
- Sync Frequency
- Sync Historical Opportunity Data
- Sync Logs
- User Management
- Team Salesforce Settings
- View Teamwide Salesforce Activity Logs
- Your company must have Salesforce Professional edition with REST API access or Salesforce Enterprise edition.
- The user acting as the Main Salesforce Connection must have full object or field-level security permissions, i.e. “modify,” “edit,” “create” and “delete”. The Main Salesforce Connection is used by SalesLoft to make all Salesforce Sync updates for leads and contacts on behalf of this user. The SalesLoft main connector also acts as a back-up connection for activities in the event that a team member's individual Salesforce connection disconnects. (Please note: Currently, activity logging still relies on the original individual, user-specific connection.)
- Things to Note: We recommend connecting to a user who has Salesforce administrator privileges, but it is not required as long as the Connection user has the proper permissions.
- Things to Note: For field mapping that is only coming in from Salesforce into SalesLoft (aka, import only information), read-access is the only permission required by the Main Salesforce Connector.
- Things to Note: For anything synced bi-directionally, the Main Connector license requires read and write access.
- Be aware of your API limit. You only have a certain number of API Calls per day, based on your Salesforce edition and number of seats. You can read more about how to find your API Call limit and how to change it here.
Salesforce Sync determines the primary connection between your team's SalesLoft and Salesforce accounts. Once Salesforce Sync is enabled, and you've mapped the necessary fields, data will flow between SalesLoft and Salesforce to keep all of your information up-to-date.
The sync uses a Salesforce Connector to maintain the connection between the two platforms. This connection uses a team member's (usually an admin’s) Salesforce username to make all updates in both SalesLoft and Salesforce on behalf of each SalesLoft team member. If any team member's Salesforce connection disconnects, their data will still sync between Salesforce and SalesLoft through this Salesforce Connector. Things to Note: Activity logging relies on the individual, user-specific connection.
To enable Salesforce Sync, follow these steps:
- From your dashboard, click on your name and select Team.
- Navigate to the Salesforce Connector section in the left-hand menu.
- Click on the Sync section at the top right. Next, click the toggle at the top of the screen to enable Salesforce Sync.
- You’ll get a pop-up asking you to select the Salesforce Connector, which will be your team's Main Connection used for Salesforce Sync.
- Click the drop-down menu and select the SalesLoft user for your main Salesforce Connector Typically, this will be you or the main admin on your account, as outlined in the requirements section above.
After sync has been enabled you can view and edit your sync frequency. Your sync frequency controls how often SalesLoft connects to your Salesforce instance, looks for changes, and updates field information through API calls.
Things to Note: The more frequently we connect to Salesforce, the more API calls we use. As mentioned at the start of setup, you only have a certain number of API Calls per day, based on your Salesforce edition and number of seats. To learn more, check out our SalesLoft API Limits article
Since API calls are made to the objects mapped in your Salesforce field configuration, you can adjust how often SalesLoft Sync will occur for each object: Account, Leads, Contacts, and/or Opportunities. You can set the sync frequency to once a minute, check every 5 minutes, or every 10 minutes. Our default sync time is set to check every 10 minutes.
If you have previous opportunity data you would like to sync in your SalesLoft Opportunity panels, SalesLoft can search and sync your recent opportunity history.
Follow these steps to sync your opportunity data:
- After you have set the sync frequency for Opportunities, a link will appear below to Sync Historical Opportunity Data.
- Click Sync Historical Opportunity Data to select the date range of past opportunities. SalesLoft can sync opportunity data from up to four weeks prior to today's date.
- Hit Save. A message will confirm the begin of the sync process.
Sync Logs give you full visibility into all sync actions that are completed. You can view your sync logs from the Salesforce Connector tab on the Sync setup page. Click the View Salesforce Sync logs link towards the top of the page.
The Salesforce logs page shows the following information:
- Log ID number
- Status of each sync action
Click any object to view the external record associated with the action. This will redirect you to the lead or contact pages in Salesforce or the Person record in SalesLoft, depending on the sync rule.
The Filter icon next to a specific lead, contact, or Person lets you see all sync actions associated with that specific record.
Salesforce sync's user management matches each SalesLoft user to the appropriate Salesforce user.
While each user should be connected to their CRM for activity logging purposes, user management brings Salesforce ownership into SalesLoft. This means you will have consistent logs for records that are owned, edited, or updated. Also, user management allows you to create Automation Rules that specify Salesforce owner.
In order to set and edit your User Management settings, follow the instructions below:
- Navigate to Salesforce Connector in your Team Settings and go to the User Management tab.
- You will see the First Name, Last Name, and Email Address of each SalesLoft user on your team. Select the ellipsis icon on the right side of the row.
- Click Edit. A box will appear to Select Salesforce User for (User).
- Type in the complete or part of the users Salesforce email address. Hit Search.
- Find the email address for the user and click the email address.
- Click Save.
Along with syncing to your team’s Salesforce account, the Salesforce Connector tab allows you to set Salesforce rules that will apply to your team.
Any activity logged in SalesLoft also logs in Salesforce by default. If you would like to disable logging a specific type of activity or all activity for any reason, you can. Follow the instructions below to disable activity logging.
- Navigate to Salesforce Connector in your Team Settings and go to the Settings tab.
- Under Activity Logging you will see checkboxes next to the following options:
- Enable Call Logging
- Enable Email Logging
- Enable Email Reply Logging
- Enable Note Logging
Linking People to Salesforce
When a person is added to SalesLoft manually or from a CSV file their record needs to be linked to their Lead or Contact record in Salesforce so their activity logs correctly. SalesLoft will check the user’s Salesforce instance for the person’s record based off of the settings designated under Linking People to Salesforce.
There are four options to link people to Salesforce:
- Contact, fallback to Lead (Default): SalesLoft will search for a matching Contact record first. If a Contact does not match, we will scan the Lead records. We recommend this linking method when the majority of people records in your Salesforce fall under Contacts, but you also use Leads.
- Lead, fallback to Contact: SalesLoft will search for a matching Lead record first. If a Lead does not match, we will scan the Contact records. We recommend this linking method when most people records in your Salesforce fall under Leads, but occasionally you use Contacts.
- Contact: SalesLoft will only search Contact records to link. Use this method if you only work with Contacts.
- Lead: SalesLoft will only search Lead records to link. Use this method if you only work with Leads
- Do not link: SalesLoft will not scan Salesforce and will not link any records. If you attempt to link a record, the linking will not occur. We only recommend this option if you are not using Salesforce and do not require linking at all.
Ownership in Salesforce determines which Salesforce user manages accounts, contacts, leads, etc. While ownership in SalesLoft doesn't hold the same restrictions, it may be helpful to have the Accounts and People in SalesLoft owned by the same user across both system. This will make it easy for a user to sync up their data and activity logs to their Salesforce records.
In order to keep ownership aligned across both systems, a SalesLoft admin may enable owner sync. To enable owner sync, select the check box for When an owner changes in SalesLoft, update owner in Salesforce.
When your team logs SalesLoft activity to Salesforce, each user can track their failed Salesforce log attempts from the lightning bolt icon or from their CRM Settings page. While it's useful for each user to be aware of any logging failures, most users can't fix the errors that cause a log failure because they don't have Salesforce Admin access.
Which is why SalesLoft admins can view the failing Salesforce activities of your entire team. Think of this like a safety net for you to catch a logging failure and fix the error, where a failed log may otherwise go unnoticed (and harm your data).
Admins can see recent failing SFDC activities for the entire team from the lightning bolt icon, aka the New Salesforce Notifications on the nav bar. There will be a notification badge on the lightning bolt icon whenever any user's activity fails to log in Salesforce.
To view your team's failed Salesforce activity logs, follow these steps:
1. Go to the CRM tab under your Personal Settings.
2. Click View Failing Salesforce Activities below your Salesforce connection.
3. Use the Filter & Sort button to filter by the failed activities of:
- A specific team member
- Your entire team
- Just your own
You may also sort the list by:
- The user's last name
- The SalesLoft person's last name, and who the record will log to in Salesforce
- The subject of the Salesforce activity
- The error message
4. Click on Retry all team (past month) to attempt to sync all failing activities from the past month.