Overview

The Salesforce Standard connector allows you to seamlessly sync your Captello prospects to Salesforce as Leads or Contacts using Automations, Fulfillment Actions, and Bulk Actions, along with the options to add them to campaigns and accounts inside your Salesforce.com instance.

For Salesforce (Professional), which allows you to have more options (such as campaign filters and creating tasks on Salesforce), refer to Salesforce (Professional).

For differences between the Professional Connector and the Standard Connector, refer to https://leadliaison.atlassian.net/wiki/spaces/LL/pages/2807562242/Salesforce+Standard#Differences-Between-Standard-and-Professional-Connectors.

Differences Between The Standard and Professional Connectors

	Standard	Professional
Can sync records to the Leads object
Can sync records to the Contacts object		(by converting leads to Contacts).
Can create opportunities for Contacts
Can add records to campaigns
Duplicate management settings
Time to sync records	Instantly	On sync cycles (5 minutes in between).
Can connect multiple Salesforce accounts at once
Can connect sandbox accounts without Captello Support help
SSO authentication
Ability to set a no-action outcome in fulfillment actions (ex. Update a record if existing, else, no action is taken).
Assigning owners based on Captello owners	Workaround available
Can create tasks for records
2-way syncing, cross reference filters and ROI syncing
Constantly syncs updates for synced records on 5-minute sync cycles.
Lookup in Salesforce	Upcoming feature
Can sync marketing emails to records as activities		(requires the Captello plugin)

Switching from Salesforce (Professional) to Salesforce (Standard)

To switch from Salesforce Premium to Standard, follow the steps below:

Let your Captello representative know, so they can switch your license to the Standard connector.
Disconnect your Salesforce Premium Connector.

API Information

API used: Salesforce REST API (v61.0)

Duplicate checking method: REST API running a SOQL query against the Lead and Contact objects.

Sync Flow Diagram

The following diagram shows the data flow from Captello to Salesforce.

Lead Liaison > Salesforce (Standard) > AD_4nXdInD8dQWUgN0fiFoA3NzxuEJvrhUdCJYx4yl7xfN0Q97R-2n0VsazFtzI25TNvLBojiD-f2l19kwr4UuM3jFH27-LYxcCqkHcg_Uv-eTr5WQmElfsONo1a0fzvHNFGQ5s8p8vQIct8sW8kf13VH134XPNM?key=lgvrI_6sGxZP0_QgcfBBeg

Connecting your Salesforce Account

To connect your Salesforce account, follow the steps below:

Navigate to ‘Setup > Integrations > Connectors’

Scroll down to ‘Salesforce.com (Standard)’ and click ‘Add Account’

Login to your Salesforce account.

You can login using SSO.

note

The logged in users must have access to:

To sync leads:

The lead object, with read and write access to all the fields that you are syncing to.

To sync contacts:

The contact object, with read and write access to all the fields that you are syncing to.
Account object with read and write access to all the fields that you are going to sync to.

To add records to campaigns:

All the campaigns that you desire to add leads/contacts to.

The logged in users must have access to:

To sync leads:

The lead object, with read and write access to all the fields that you are syncing to.

To sync contacts:

The contact object, with read and write access to all the fields that you are syncing to.
Account object with read and write access to all the fields that you are going to sync to.

To add records to campaigns:

All the campaigns that you desire to add leads/contacts to.

Your Salesforce account is now connected.

You can add more accounts by clicking ‘Add account’ again

Mapping Fields

The mapping option is available for leads, contacts and accounts, since Captello actions can be used to create both leads and contacts.

To map your Captello fields to Salesforce fields, click on the drop-down of the intended account, and clickthe object you need to map to.

Then map your fields as desired, by adding field mappings, selecting Captello fields and selecting Salesforce fields.

Adding a Fulfillment Action to Sync Records from a Capture Form to Salesforce

In the following example, a form will be set to sync all submitted prospects to Salesforce.

From your form builder, click the gear icon, then click 'Actions (Submissions).

Select the action ‘Sync leads to Salesforce (Standard)’ from the actions drop-down

Select your Salesforce instance and other settings detailed below:

More options will appear if ‘Create new record’ is selected and when a campaign action is selected.

The account drop-down will also appear if ‘Create new Contact’ is selected.

Salesforce Fulfillment Action Settings

Select Account

The 'Select Account' Drop-down Allows you to select one of the connected Salesforce account in the connectors page (Setup > Integrations > Connectors).

Duplicate Checking

The Duplicate checking drop-down: allows you to select the duplicate checking behavior. The following options are available:

Contacts then Leads: Will check for duplicates in the contact object first, then the lead object.
Leads then Contacts: Will check for duplicates in the lead object first, then the contact object.
Contacts only: Will only check for duplicates in the contact object.
Leads only: Will only check for duplicates in the Lead object.
No duplicate check: If ‘No duplicate check’ is selected, a record will be created regardless of duplicates, given that the create action (detailed below) is to create a record.

Check duplicates by: allows you to check duplicates either by email only, or by ‘email or name’.

Email only: Checks duplicates using only email.
Email or Name: Checks duplicates by emails first and then by names.

Duplicate action: allows you to select what happens when duplicates are found (including if multiple duplicates are found).

The available options are:

Update most recently created record
Update most recently updated record
Update least recently created record
Update least recently updated record

Create Record Action

The ‘create record action’ allows you to choose between creating a lead, a contact, or not creating a record at all.

If creating a lead/contact is chosen, it will not create a record if a duplicate is found and updated according to the duplicate action selected above. However, if the duplicate check is disabled, a record will be created.

When creating a lead/contact is selected, the following settings will appear:

Use SFDC Auto Assignment Rules: When enabled, Salesforce auto assignment rules will be used to assign the owner of the record on Salesforce.
Default Owner ID: Used to assign leads to a specific owner when auto assignment rules are not used.

When creating a contact is selected, the following setting will appear:

Account action: Allows you to choose what happens to the contact in relation to the account when syncing a contact. The following options are available:

Assign to most recently created account (if existing).
Assign to most recently updated account (if existing).
Assign to least recently updated account (if existing).
Assign to least recently created account (if existing).
Always create a new account.

Create opportunity: Creates an opportunity when a contact record is created.

Campaign Action

The following campaign actions are available:

Add to Campaign (no action if existing): adds the record to the campaign and does not take an action if the record is already in the campaign.
Add to Campaign (or update status): Add to campaign, and update the status if the record already exists in the campaign.

To add leads to the campaigns, you need to fill the following textboxes:

Campaign ID: Enter the campaign ID of the campaign you desire to add the record to.

Status: Enter the desired campaign status.

Adding Records to Salesforce Events

Captello capture forms allow you to add synced Salesforce records to events, even if they exist in Salesforce.

This required the fulfillment action to be set up on the form to work.

To add a lead or a contact to a Salesforce event, follow the steps below:

Navigate to the capture form’s properties and turn on the ‘Check-In to Salesforce Event’ toggle.

Select your Salesforce account from the drop-down (in case you have multiple accounts), and select one of the following three options:

Auto Pick: allows you to set timing criteria for automatically selecting Salesforce events to sync with your capture form. For example, you can specify that the event should start or end within a certain timeframe, such as "starting in 60 minutes" or "ending 60 minutes from now." By adding this setting to a capture form template, you can ensure that every form created from the template will automatically sync leads or contacts to Salesforce events that match the specified criteria. This is especially useful for templates intended to sync with ongoing or recurring Salesforce events.

It also gives you the option to further narrow your selection to one event by selecting between:
- Event with most recent start date
- Event with least recent start date
- Event with most recent end date
- Event with least recent end date

Specific: Allows you to enter an event ID.

No Action: Takes no action.

Set a Status for the records added to the Event.

note

The status value has to pre-exist in the event. Otherwise, it will give an error and will not add the record to the event.

Assigning Owner Based on Captello Users

A Salesforce Flow can be set up to assign owners to leads and/or contacts from Captello users. A flow is needed for each object you are syncing to. Follow the steps below to create the flow:

Creating Required Fields

Create two custom fields inside each object you desire to sync owners to:
Navigate to Setup > Object Manager > Leads AND/OR Contacts and create the following fields:
- A text field, to hold the name of the person who captured the record in Captello. A recommended name for the field is ‘Captello Captured By’.
- A checkbox field, to store a value indicating that the lead/contact has gone through the flow. This guarantees that the owner will not be changed if the same record was captured again by another person.
A recommended name for the field is 'Owner Assigned Using Flow’.

note

Make sure that your user profile has access to the fields in Field Accessibility settings, so you can use them inside Flows. You can access Field Accessibility by navigating to a field’s page and clicking View Field Accessibility.

Building the Flow

Navigate to Setup > use Quick Search to find Flows.

Click on New to create a new flow.
Select Start From Scratch.
Select Record-Triggered Flow.
On Configure Start, select the Lead or Contact Object.
Select ‘When a record is created’. This is to guarantee that existing records don’t get their owners changed when they get updated.
On Set Entry Conditions, set the following 2 conditions:
- Captello_Captured_By__C [is Null] > {!$GlobalConstant.False}. This is to detect if the field has a value.
- Owner_Assigned_Using_Flow__c [Not Equal] > {!$GlobalConstant.True}. This is to make sure records who already ran through the flow do not get into it again.

The ‘Configure Start’ should look like the following:

Add a Decision element to the workflow.

If you cannot find elements, switch to the Free-Form layout. All the elements will then appear on the left side bar.

Set up the Decision by adding an outcome for each salesperson that captures leads, checking the custom ‘Captello_Captured_By’ field. In the following examples, 2 people are added. Your outcome setup should look like the following:

Add an ‘Update Record’ element for each salesperson.

Set the ‘Update Record’ elements by updating the following fields:
- OwnerId: set to the salesperson’s OwnerId.

To get an Owner ID, navigate to Lightning Home > Search ‘All Users’ > Click the user’s name > Find the ID on the URL.

- Owner_Assigned_Using_Flow: Set to {!$GlobalConstant.True}. This guarantees the same record does not go into the flow again.

The update record actions should look like the following:

Link Configure Start to the decision, and link the Decision to the Update Record elements of the corresponding salespeople.

Make sure that the arrows are pointing from the direction of Configure Start to the Decision, and from the Decision to the Update Record elements, and not the other way around.

In the end, the Flow should look like the following (except the more salespeople you have, the more Update Record elements there will be).

The flow is now ready to use! Once done, save and activate the flow.

Depending on your needs, the same Flow can be built for both the Lead and Contact object.

Mapping Custom Fields to Captello

The last step to get the owner assignment Flow to work, is mapping the Salesforce owner custom field to Captello fields. On Captello, Navigate to Setup > Integrations > Connectors > Scroll down to Salesforce (Standard) and click the desired account’s drop-down and click ‘Map Leads’, or ‘Map Contacts’ per your needs.

Map the field as follows:
- [Prospect] Last Event Submission Captured by > Captello Captured By (The Salesforce custom field). The mentioned Captello field automatically captures the name of the user whenever a prospect is captured through the Captello mobile app. It does not need to be mapped to any form fields.

The Flow is now complete! Salesforce will now assign owners based on the salesperson’s
name on Captello!

Logs

Logs will show successful leads with a success status, and if a lead fails to sync, it will show the error that caused it to fail.

To access the Salesforce sync logs:

Navigate to ‘Setup > Integrations > Connectors’.
Scroll down to Salesforce (Standard).
Click on the drop-down of the desired account.
Click on ‘Logs’

Disconnecting your Salesforce Account

To disconnect your Salesforce account:

Navigate to ‘Setup > Integrations > Connectors’.
Scroll down to Salesforce (Standard).
Click on the drop-down of the desired account.
Click on ‘Revoke’