Salesforce Integration: Initial Installation Guide

What is the Salesforce Integration

The Salesforce Integration for RollWorks connects your Salesforce org to the RollWorks platform to power your ABM strategy. The Salesforce integration is bi-directional and allows you to push data from RollWorks to Salesforce and vice-versa. To find other articles related to our Salesforce Integration:

 

Video Walkthrough

In this 7-minute video, we will walk you through the Salesforce<>RollWorks installation which takes approximately 10 minutes to complete.

 

Who can access

To use the Salesforce Integration with RollWorks you must have:

  • An API-enabled Salesforce edition such as Enterprise Edition, Unlimited Edition, Developer Edition, or Performance Edition. Click here to view the latest list of API-enabled Salesforce editions. To confirm your Salesforce Edition click here.
  • A paid RollWorks package: Starter, Standard, Professional, or Ultimate.

To find your current subscription, log in to RollWorks and navigate to Settings > Billing > Plans & Usage.

 

Connect Salesforce to RollWorks

  Contact your company's Salesforce Administrator

You will need to work with your Salesforce Administrator to install the RollWorks ABM Salesforce App. The Salesforce administrator completing this installation must have:

  • Salesforce permissions to download AppExchange Packages.
  • Login credentials to access your company RollWorks account.

 

Step 1 - Install the RollWorks ABM package in Salesforce

  • Find the Salesforce installation link by logging in to RollWorks and going to Integrations > Salesforce.
  • Click the button Copy Salesforce App Link.

Screen Shot 2022-04-15 at 9.04.53 AM.png

  • Log in to Salesforce in a new browser tab.
  • Paste the installation Link in the browser's address bar and hit enter.
  • Select Install for Admins Only and click Install. This will ensure that only administrators have access to all objects, fields, pages, and page layouts. Later in Step 3, we will assign different permission sets for all users.

Screen Shot 2022-04-14 at 11.30.45 AM.png

The package installation will take approximately 4 to 5 minutes to complete. You will receive an email like the one below when the installation is complete.

Screen Shot 2022-04-15 at 9.17.13 AM.png

To verify that your app has been installed, log in to Salesforce and navigate to Setup > Apps > Packaging > Installed Packages and find the RollWorks ABM App package. 

Screen Shot 2022-12-20 at 12.53.26 PM.png

 

Step 2 - Decide which Salesforce user will manage the integration

Option 1 (Recommended) Option 2 Option 3

Create a Dedicated Salesforce Integration User

Use a dedicated full Salesforce license (not used by a human) with a custom profile, and permission set to manage all your 3rd party integrations. A dedicated integration user is a more secure, auditable way to move data into and out of your instance without relying on an existing user’s license. This is the only option that will prevent data sync interruption between Salesforce and RollWorks. Learn more about the value of using a dedicated Salesforce Integration user in this blog post.

To create a dedicated Salesforce integration user you should use a dedicated email such as integrationuser@yourdomain.com and assign the following user permissions:

  • RollWorks Admin permission set.
  • View All / Read / Write access to Account, Opportunity, Contact, Lead, Campaign, and Activities/Tasks objects.
  • Read / Edit access to User objects with the ability to manage permission sets.
  • View Roles and Role Hierarchy.
  • View Setup and Configuration.

 

Step 3 - Assign user permissions sets to end users

In this step, you will assign permissions sets to the end users that will use the RollWorks ABM App in Salesforce (Sales and Marketing employees) that need to see RollWorks data and reports directly in Salesforce. There are two different permissions sets that you will assign to your Salesforce users:

RollWorks Admin permission set Sales Insights permission set

The RollWorks Admin permission set is granted to all the users responsible for managing the RollWorks platform (usually these are members of your Marketing team). They will be able to:

  • Complete the initial integration setup between Salesforce and RollWorks.
  • Authenticate your Salesforce account to connect with RollWorks.
  • Schedule, run and stop the data sync between Salesforce and RollWorks.
  • Read and write access to all pages, objects, and fields used by the RollWorks ABM App.
  • Use the List Builder in Salesforce to sync over your Excluded Customers, Excluded Competitors, and Contact Lists.
  • Sync your 1st party contact data for Personalized Ads.

 

Step 4 - Authorize the App and start Sync

After permission sets have been assigned, you will have to configure the data sync between your Salesforce org and your RollWorks account:
  • Log in to Salesforce using a user with the RollWorks Admin permission set.
  • Go to the Salesforce App Launcher and select RollWorks ABM App.Screen Shot 2022-01-26 at 1.09.53 PM.png
  • Scroll down to Salesforce Data Sync Settings, and select  Yes, opt-in to data sharing to enable RollWorks to ingest Account, Opportunity, Contact, Lead, and Activity data.
  • Click Save.

Screen Shot 2022-04-14 at 2.15.07 PM.png

  • Click Authorize RollWorks ABM.

Screen Shot 2022-04-14 at 2.14.33 PM.png

  • Enter your RollWorks login credentials on the next screen and click Sign In.
  • Click Allow on the next screen

Screen Shot 2022-04-14 at 2.32.06 PM.png

  • After successfully authorizing your RollWorks account you will see a prompt that says "Success! We've connected your Audience to RollWorks".

Screen Shot 2022-04-14 at 2.33.36 PM.png

  • Go back to Salesforce, click the Salesforce App Launcher, and select RollWorks ABM App.

Screen Shot 2022-01-26 at 1.09.53 PM.png

Screen Shot 2022-12-20 at 3.28.22 PM.png

 

Step 5 - Assign Sales Insights seats to your Salesforce users

After you have connected your RollWorks account to your Salesforce instance you should log in to RollWorks to assign Sales Insights seats to your Sales Team following the instructions in this help center guide.

Assigning a Sales Insights seat in RollWorks to your SDRs, Sales Reps, and Sales Managers will enable them to access the RollWorks Sales Insights widget directly in Salesforce.

 

Step 6 - Configure your Salesforce Page Layouts and Reports

After the initial package installation and user permissions are complete you should configure your Account and Contact Page Layouts to display RollWorks custom objects and custom fields to your end users. Without this step, RollWorks data will not be visible to your end users when they look at an Account record.

Follow the steps in this Guide to configure your Page Layouts and access to default RollWorks Custom Report templates.

Account Page Layout Contact Page Layout
Screen Shot 2022-12-20 at 3.48.18 PM.png

 

Troubleshooting

If you are experiencing issues with the Salesforce integration you may need to grant RollWorks temporary access to Salesforce for our engineering team to troubleshoot. If you do not have permission to Grant Account Login Access to RollWorks, please contact your Salesforce Administrator. 

To learn more about how to grant account login access to RollWorks visit this Salesforce article or follow the instructions below. 

Grant RollWorks Account Login Access in Salesforce Lightning:

  • Log in to Salesforce and click the avatar on the top right corner and click Settings.
  • Click Grant Account Login Access on the left side navigation panel.
  • Find NextRoll Support and click the Access Duration dropdown.
  • Select 1 Month and click Save. 

SFDC 3.png

 

Grant RollWorks Account Login Access in Salesforce Classic:

  • Log in to Salesforce and click the avatar.
  • Depending on your Organization settings, the Setup button is next to the logged-in user's name at the top right corner of the page or listed as a drop-down option when the logged-in user's name is clicked.
    • Click Setup > My Personal Information > Grant Login Access.
    • Click Your Name > My Settings > Personal > Grant Account Login Access.
    • Find NextRoll Support and click the Access Duration dropdown.
    • Select 1 Month and click Save.

 

Salesforce data available in RollWorks

Visit this help center article to learn what Salesforce data is ingested by RollWorks and how is synched.

 

RollWorks data available in Salesforce

Visit this help center article to learn what RollWorks data is ingested by Salesforce and how is synched.

 

Use Cases

Read through the four use cases below to leverage the Salesforce Integration with RollWorks and find step-by-step instructions:

Use Case Example  How
Create and sync Account Lists and Account Groups based on Salesforce fields Define the Account Lists and Groups you want to target in RollWorks using your own Salesforce fields Go to the Account List Builder in the RollWorks platform and select Salesforce as your data source. Learn how-to here.
Define Journey Stages based on Salesforce fields Customize Journey Stages to understand how accounts progress through the sales cycle using your own Salesforce fields Go to Journey Stages in the RollWorks platform to edit, or add new stages. Learn how-to here.
Sync Salesforce email lists into RollWorks as a Contact Audiences Target known contacts from Salesforce with advertising. Exclude known contacts/leads from your campaigns Use the RollWorks List Manager in Salesforce to create a people list, and sync it over to RollWorks as a Contact Audience. Learn how-to here.
Create and sync Account Lists to use in our General Exclusions Exclude specific Accounts from your advertising campaigns, for example, some of your existing customers Use the RollWorks List Manager in Salesforce to create a company list, and use it in RollWorks General Exclusions. Learn how-to here.
Create new Account records in Salesforce from your RollWorks Account Lists. Add new accounts to Salesforce that do not exist yet in your CRM based on their fit, engagement, or intent signals. Go to RollWorks, select an Account List, and manually push the accounts to Salesforce. Learn how-to here.

 

RollWorks List Manager

The RollWorks List Manager is a tool in Salesforce that allows you to create people and company lists directly in Salesforce to import them to RollWorks two for specific use cases that are not yet supported directly in the RollWorks platform.

Warning

You cannot use the RollWorks List Manager in Salesforce to create Account Lists and Groups you want to target with advertising. Use the Account List Builder directly in the RollWorks platform instead.

 

When to use the RollWorks List Manager in Salesforce Example 

Sync Salesforce email lists into RollWorks as a Contact Audience.

Visit this help center article to learn how.

Target known contacts from Salesforce with advertising. Exclude known contacts/leads from your campaigns.

Create and sync Account Lists to use in our General Exclusions.

Visit this help center article to learn how.

Exclude specific companies from all your advertising efforts, for example, some of your existing customers and competitors.

 

 

FAQs

How do I verify if the Salesforce App is installed?

To verify if the Salesforce App has been installed login to Salesforce and navigate to 'Apps' > 'Installed Packages'. You should see a package named 'RollWorks ABM App' on the list of packages installed.

 

Does the Salesforce Integration with RollWorks affect my Salesforce Organization’s API request limits?

No. The RollWorks ABM App is a managed Salesforce AppExchange package. API calls issued by the app do not count against your organization’s API request limit.
To learn more about Salesforce API limits and allocations visit this Salesforce developer documentation.

 

How do I re-authorize the Salesforce Integration? 

If the Salesforce user that originally authorized your RollWorks Integration in Salesforce leaves your company and their user profile is deleted from Salesforce, you may need to re-authenticate the Integration. to prevent this from happening in the future, we recommend that you create a dedicated Salesforce user to manage the integration

If your need to re-authorized your RollWorks Integration in Salesforce follow the steps below:

  • Log in to RollWorks:
      • Go to 'Integrations' > 'CRM & Marketing Automation' > Salesforce.
      • Click 'Disable'.
  • Log in to Salesforce:
      • Assign the 'RollWorks Admin' permissions set to the user that will authenticate the integration.
  • Click App Launcher and open the 'RollWorks ABM' app.
  • Screen Shot 2022-01-26 at 1.09.53 PM.png
  • Click 'RollWorks Settings tab' and click 'Edit' to trigger the authentication.

Screen Shot 2022-10-31 at 3.57.17 PM.png

  • Enter your RollWorks credentials on the next screen

       Screen Shot 2022-01-26 at 6.18.30 PM.png

  • After successfully authorizing your RollWorks account you will see a prompt that says 'Success! We've connected your Audience to RollWorks'.Screen Shot 2022-01-26 at 1.38.08 PM.png
  •  

Disclaimer

When the Salesforce integration is disconnected then the lists no longer get updated on our end and new data no longer gets pushed to Salesforce. No data is lost during the re-authorization.

 

What is the minimum amount of emails required to run a CRM-based contact targeting campaign?

Your contact list must contain a minimum of 100 emails for you to run a campaign in RollWorks. 

 

What is the maximum amount of accounts allowed for each Company List?

A single Company list should not contain more than 50,000 accounts.

 

How do I create Account Lists and Account Groups using Salesforce fields?

Creating account lists and groups using Salesforce fields is done in the Account List Builder in the RollWorks Platform. ​​For more information about how to use the RollWorks Account List Builder to create Account Lists and Account Groups please refer to this Help Center article.

 

Is my Salesforce data shared with other RollWorks or NextRoll Customers?

No, your Salesforce CRM data is your data. NextRoll, Inc. will not use this data outside of improving the platform capabilities of your RollWorks account.

 

Is my Salesforce data shared with third-party systems or data partners outside of NextRoll?

No, your Salesforce data is only stored and processed by NextRoll internal systems to power your RollWorks platform experience.

 

Where is my Salesforce data stored?

Your Salesforce data is stored in S3 and AWS-hosted databases alongside your other platform data.

 

How is my Salesforce data protected?

This data is encrypted server-side using Amazon S3 default encryption for S3 buckets. You can read more about Amazon S3 Default Encryption for S3 buckets here.

 

How long will this data be retained?

We will retain this data indefinitely while your RollWorks account is active. If you deactivate your RollWorks account, we will retain this data for a maximum of 180 days. This data can be permanently deleted at any time per your request.

 

Was this article helpful?
1 out of 1 found this helpful

Articles in this section

Chat with an agent
Mon - Fri 10am - 6pm EST
Send a support email
Mon - Fri 10am - 6pm EST
Community
Get the latest product news and join other ABM practitioners