Apollo will give you the option to sync through either, your personal Salesforce Credentials or with your Team Sync Credentials. Depending on how you choose to connect, Apollo will be able to synchronize the ownership of the records and the activity logs.
This article contains the following sections:
- Salesforce Integration Settings
- Personal Salesforce Credentials
- Salesforce Owner
- Team Sync Credentials
- Team Sync Credentials Connected but Not Personal Salesforce Accounts
Salesforce Integration Settings
To connect Salesforce to Apollo with either option available, follow the instructions below:
Personal Salesforce Credentials
My Salesforce Credentials authentication option is always user-specific and it represents your personal Salesforce account. Once configured, it will allow us to sync your actions in Apollo with your actions in Salesforce, by configuring the Pull and Push options over Settings > Integrations > Salesforce.
It is expected that all Apollo users with Salesforce accounts would connect their credentials to be able to sync:
- Record Creator: When you create a record in Apollo, the corresponding record in SFDC will show as being created by you (more information here).
- Ownership: When you become the owner of a contact or an account in either system, you can be shown as the owner in both places.
- Logs: When an activity is logged to a contact in Apollo, we can show you as the creator of the corresponding log in SFDC. This applies to emails, notes, tasks, calls, and meetings/calendar events.
Connecting a Personal Salesforce Account
To configure Apollo to synchronize with a personal Salesforce account, follow the instructions below:
After Apollo is first connected, your Apollo users will be able to connect their individual Salesforce Accounts from both Settings > Integrations > Salesforce > Salesforce Authentication Settings and Settings > You > General (for when the users don't have permission to access the Integration settings).
- Important Note: The connected Salesforce account must be different for every user in Apollo. We will not allow two (or more) users to connect with the same account.
If your Apollo login email and SFDC login email are different, we'll prompt you to specify which Salesforce user to sync actions under.
Whether or not you want to authenticate your Personal Salesforce credentials, if you do have an existing Salesforce user, you want to make sure to match it under your Apollo profile, so all the contacts/accounts/activities that you own over Apollo are assigned to your user once synced to Salesforce.
To update this, over Settings > You > Salesforce, at the option If a contact, account, or email is owned by You in Apollo, assign it to the following Salesforce User. And vice versa, choose your Salesforce user from the dropdown.
If there's no Salesforce User matched under an Apollo profile, and the user is an owner of contacts and accounts, when these records are synced to Salesforce, the system will assign as the Owner the SFDC credentials logged for the Team Sync.
Team Sync Credentials
This authentication option is always applied app-wide (for all users) and would be used as the primary connection between Apollo and Salesforce. We often refer to this person as the Apollo/SFDC "superuser".
Salesforce lets you configure many different levels of permissions, and it is essential that the login you use for your Apollo Team Sync Credentials belongs to a Salesforce user with both "read and write" permissions for all of the objects and fields you're syncing to ensure they can save successfully.
- Important Note: A Salesforce account must be connected to Apollo before it becomes available as a superuser. If the chosen superuser doesn't have full admin permissions in SFDC, then the SFDC integration will not work properly.
Connecting a Team Sync Account
Team Sync Credentials Connected but Not Personal Salesforce Accounts
When you only have connected the Team Sync Credentials but not the Personal Salesforce accounts, the Contact and Account Ownership, the Creator By record, as well as the activity logs for the records will not be synced with a specific user in Salesforce. Instead, those records will be assigned to the Team Sync credentials by default.
This means that if you make yourself the owner of a contact in Apollo, SFDC will show it as being owned by the superuser. The same goes for activity logs, which will appear created by them.