When you create a contact or account in Apollo, the system considers you, the user logged in to Apollo, as the owner of the record. This is slightly different from what occurs when Apollo synchronizes records, which may include contact or account creation, emails, tasks, and calls, to Salesforce. In this instance, Apollo will use your Personal Salesforce credentials if they have been authenticated, the Salesforce account used as the Team Sync credentials, or the credentials from the authenticated user with the most permissions.
If you haven't already, read our documentation about How Apollo Syncs with Salesforce, to know more about how to link Apollo to SFDC using your Personal Salesforce credentials versus using a superuser to link the Team Sync credentials.
This article contains the following sections:
- Your Personal Salesforce Login Authenticated
- Team Sync Credentials Connected but Not Your Personal Salesforce
- Which Record Owner is Assigned?
- Salesforce Creator Based on How Records Are Created on Apollo
Your Personal Salesforce Login Authenticated
Generally speaking, when you have your Personal Salesforce credentials linked to your Apollo account, the system will always use your user-specific SFDC account to sync contact and account ownership and the activity logs (ie. emails, tasks, calls) to Salesforce. However, there are specific cases when Apollo assigns a different record creator when syncing to Salesforce.
Depending on how the contacts are created on Apollo, it will be determined which user account will be updated as Created By in Salesforce.
Personal Salesforce Account
Team Sync Credentials
|Contacts/Accounts manually created in Apollo||Contacts created from Apollo's Chrome extension in LinkedIn|
|Contacts/Accounts created from a CSV upload||Contacts/Accounts created from Apollo's Search|
|Contacts created from Apollo's Chrome Extension in Gmail||Contacts created from Apollo's Job Change trigger|
Team Sync Credentials Connected but Not Your Personal Salesforce
When Salesforce is linked to Apollo using a specific user for the Team Sync integration, but you have not authenticated your own credentials in your user profile, any contacts that you create will have your user assigned as the owner on Apollo (if there is a matching user on SFDC), but when synchronizing to Salesforce the record creator assigned will be either, the user connected on the Team Sync configuration or the SFDC user with most permissions.
To link your Personal Salesforce Credentials to your Apollo profile, just go to Settings > You, and over the Salesforce section, click on Connecting your own Salesforce, to allow Apollo the access to your SFDC account.
Which Record Owner is Assigned?
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 (over Settings > You > Salesforce), so all the contacts/accounts/activities that you own over Apollo are assigned to your user once synced to Salesforce.
In this case, the Created By user would still be different on Salesforce, because your personal credentials were not linked, but at least you will be the correct owner of the records.
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.
Salesforce Creator Based on How Records Are Created on Apollo
Contacts/Accounts Manually Created in Apollo
To create a new contact/account record manually, from the People tab, choose Import Contacts > Just One Contact, or from the Companies tab, choose Import Accounts > Just One Account.
Contacts/Accounts Created from a CSV Upload
Contacts Created from Apollo's Chrome Extension in Gmail
From Gmail, when checking an email of a contact that interests you, launch the Apollo Chrome Extension, and choose Save to Apollo.
Contacts Created from Apollo's Chrome Extension in LinkedIn
When searching for contacts over LinkedIn, use our Apollo Chrome Extension and choose Save to Apollo.
Also, you can mass prospect over the list of employees of a company on LinkedIn.
Contacts/Accounts Created from Apollo's Search
When prospecting over Apollo's database, over the People tab, using our Filters, select the leads needed and choose Save People, or over Companies, find the accounts that interest you and choose to Save Accounts.
Contacts Created from Apollo's Job Change Trigger
When your contacts have Job Changes, you have the option to request Create New Contact to update the information and create a new record for it.