When creating a contact/account in Apollo, the system would consider the user logged to Apollo as the owner of the record. However, when synchronizing the records to Salesforce (contact/account creation, email, tasks, calls), Apollo would use either the Personal Salesforce credentials from the user, if it has been authenticated, the Salesforce account used as the Team Sync credentials, or it would automatically pick the credentials from the users authenticated that has the most permissions.
If you haven't already, read our documentation about How Apollo Sync 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
When Apollo is integrated with Salesforce using Team Sync Credentials and you also have your Personal Salesforce Credentials authenticated over your user profile (over Settings > You > Salesforce), all the contacts/accounts/activities you create over Apollo will have you assigned as the Owner and the records will be synchronized to Salesforce with your user as Created By.
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
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/account ownership and the activities logs (ie. emails, tasks, calls) to Salesforce. However, there are specific cases when Apollo would choose to assign 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|
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.