What is the Salesforce Integration

The Salesforce Integration for RollWorks connects your Salesforce org to the RollWorks platform to power your account-based strategy. With this integration you will be able to:

 

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.
  • A RollWorks subscription package: Starter, Standard, Professional, or Ultimate.

To find out what Salesforce Edition your company has you can follow these Salesforce Help Center instructions.

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

 

Connect Salesforce to RollWorks

Step 1 - Install the RollWorks ABM App in Salesforce

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

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

Follow the instructions below to complete the App installation:

  • Find your Salesforce App installation Link emailed by your RollWorks Onboarding Manager, or log in to RollWorks and go to Integrations > Salesforce > 'Copy Salesforce App Link'

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  • In a new browser window log in to Salesforce.
  • Paste the Salesforce App installation Link in your browser's address bar and hit enter.
  • From the Salesforce installation screen, select 'Install for Admins Only' to ensure that only administrators have access to all objects, fields, pages, and page layouts. In a later step, we will assign different permission sets in Salesforce for your users.

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  • After the RollWorks ABM App is installed in your Salesforce Org you will receive an email from Salesforce confirming the package was installed successfully. 

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  • To verify that your app has been installed go to Salesforce and navigate to 'Apps' > 'Installed Packages' and you should see a package named 'RollWorks ABM App' on the list of packages installed.

 

Step 2 - Determine the Salesforce user that will manage the integration

Before you start, please be aware that the Salesforce user that will manage the integration with RollWorks must have the following Salesforce permissions:

Salesforce permissions required to complete this installation:

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

 

Choose one of the 3 options below to determine who will be the Salesforce user that will manage the Salesforce Integration with RollWorks going forward:

OPTION 1

🏆  Recommended

OPTION 2

🛑  Not Recommended

OPTION 2

🛑  Not Recommended

Create a Salesforce Integration User

Use an existing Salesforce System Admin

Add additional permissions to an existing Salesforce user

 

Option 1. Create a Salesforce Integration User (recommended)

      • An Integration Users is a dedicated (not used by a human) full Salesforce license that has a custom profile, permissions set, and is used to manage all 3rd party integrations for the entire org. 
      • Use a dedicated email such as integrationuser@yourdomain.com.
      • Assign the user permissions required by RollWorks listed here.

🏆  We recommend using this method to prevent data sync interruption in the event that the original authorized user leaves your company and their Salesforce user profile is deactivated. Learn more about the benefits of using a dedicated Salesforce Integration user in this Salesforce blog post.

 

Option 2. Use an existing Salesforce System Admin

      • Salesforce System Admins will automatically have the user permissions required by RollWorks listed here.

🛑  This option is not recommended as it may result in the interruption of data sync in the event that this user leaves your company and their Salesforce user profile is deactivated.

 

Option 3. Add additional permissions to an existing Salesforce user 

      • Select an existing Salesforce user and extend their Salesforce user permissions required by RollWorks listed here.

🛑  This option is not recommended as it may result in the interruption of data sync in the event that this user leaves your company and their Salesforce user profile is deactivated.

 

Step 3 - Assign user permissions sets to your Salesforce users

In this step, you will assign permissions sets to your Salesforce users that will use the RollWorks ABM App in Salesforce or that need to see RollWorks data and reports in Salesforce. There are three different permissions sets that you can assign to your Salesforce users:

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RollWorks Admin permission set

Assign this permission set to the Salesforce users responsible for managing the integration so that they can:

  • 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.
  • Have read and write access to all pages, objects, and fields used by the RollWorks ABM App.
  • Create, edit and delete RollWorks Audience Manager segments and attributes syncing to RollWorks.

RollWorks Marketer permission set

Assign this permission set to your Salesforce users that need read-only access to the RollWorks ABM App so that they can:

  • Use the RollWorks ABM App to create contact lists to sync over to RollWorks.
  • Have read access to all pages, objects, and fields used by the RollWorks ABM App. This will enable these users to see RollWorks data directly in Salesforce

RollWorks Sales Insights permission set

This permission set is assigned automatically to your Salesforce users that have been assigned a Sales Insights seat in the RollWorks platform settings. Please refer to this Sales Insights Help Center guide to learn more about this feature.

 

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:
  • Scroll down to 'Salesforce Data Sync Settings', select  'Yes, opt-in to data sharing' to enable RollWorks to ingest Account, Opportunity, Contact, Lead, and Activity data.
  • Click 'Save'

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  • Click 'Authorize RollWorks ABM'

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  • Enter your RollWorks login credentials on the next screen and click 'Sign In'

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  • Click 'Allow' on the next screen

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

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  • 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
  • Click the 'RollWorks Settings' tab.
  • You will see the message "RollWorks ABM is now connected to Salesforce" confirming that you have successfully connected your Salesforce org to RollWorks.
  • Click 'Start Sync Job'

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Next Steps

After the initial installation is complete you should follow the steps in this Salesforce Reporting Setup Guide to ensure your users can view RollWorks data in Salesforce and can access our RollWorks Custom Report templates.

 

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:
      • Login 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 Week' and click 'Save'.

🚨  If you cannot see 'NextRoll Support' listed under 'Grant Access' please reach out to your Salesforce Administrator to adjust your permissions to allow you to access this setting. Learn more here.

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  • Grant RollWorks Account Login Access in Salesforce Classic:
      • Login 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 Week' and click 'Save'

 

Salesforce data pushed to RollWorks

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

 

RollWorks data pushed to Salesforce

Visit this comprehensive help center article guide 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 accounts 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.

✍️. 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' appScreen Shot 2022-01-26 at 1.09.53 PM.png
  • Click 'RollWorks Settings tab' and click 'Edit' to trigger the authenticationRollWorks Connected (1).png
  • Enter your RollWorks credentials on the next screen

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  • 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
    •  

 

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.

 

Watch Video Lessons

🎓  Bring your CRM and MAP Data to RollWorks 

In this video we will cover the following topics:

   🤔  What a Customer Relationship Management (CRM) and a MAP (Email Automation Platform) are

   🔗  How to integrate them with the RollWorks platform

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Need help accessing this video lesson? Email community@rollworks.com 

 

🎓  Integrating Salesforce with RollWorks

In this video we will cover the following topics:

    SF LOGO.png  Overview of the Salesforce Integration

    ⚙️      Installation and Permission Sets

    🛡️      Authentication and Data Sync Opt-in

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Need help accessing this video lesson? Email community@rollworks.com 

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