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:

  • Create Account Lists and Account Groups using Salesforce data: combine RollWorks company data and Account Intent with your Salesforce data to create the dynamic lists you will target with RollWorks.
  • Bring over email lists from Salesforce to RollWorks: Dynamically sync email lists directly from Salesforce to target your known contacts and leads.
  • Run advertising campaigns and cross-channel orchestration using Salesforce data: Use fit, intent, and engagement signals from RollWorks combined with your Salesforce data to engage these audiences with ads and cross-channel orchestration.  
  • Use Salesforce data to inform your ABM measurement: Utilize Salesforce data to define Account Stages and view Journey Events in the RollWorks platforms. Leverage this same data to understand how your accounts progress using Journey Stages
  • View RollWorks performance data in Salesforce: Run reports using account, opportunity, contact, and lead data combined with RollWorks advertising metrics. Learn more in this Help Center Salesforce Reporting Guide.

Who is eligible to access the Salesforce Integration?

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 package, log in to RollWorks and navigate to Settings > Billing > Plans & Usage.

How do I connect my Salesforce org to RollWorks?

Step 1 - Install the RollWorks ABM App in Salesforce

We recommend working 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.
  3. Salesforce App installation link emailed by your RollWorks Onboarding Success Manager.

Follow the instructions below to complete the App installation:

  • Login to Salesforce
  • Find the Installation URL emailed by your RollWorks Onboarding Success Manager 
  • Paste the URL in your browser 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 during this setup, we will assign different permission sets in Salesforce to manage user access to different functionality in the RollWorks ABM app. 
  • After the RollWorks ABM App is installed in your Salesforce Org you will receive an email from Salesforce confirming the package was installed successfully. 

SFDC Integration Guide - App.gif

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

Choose between the 3 options below to determine the Salesforce user that will manage the Salesforce Integration for RollWorks going forward:

  • 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 'RollWorks Required Permissions' 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 in this Salesforce blog post.
  • Option 2. Existing Salesforce System Admin:
      • System Admins will automatically have the 'RollWorks Required Permissions' listed here assigned to them.
      • This option 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 permissions to have the 'RollWorks Required Permissions' listed here.
      • This option may result in the interruption of data sync in the event that this user leaves your company and their Salesforce user profile is deactivated.

RollWorks Required Permissions

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

Step 3 - Assign user permissions in Salesforce

In this step you will assign permissions to your existing Salesforce users that need access to the RollWorks ABM App in Salesforce:

  • RollWorks Admin: Assign this permission set to the Salesforce user responsible for managing the integration so that they can:
      • Complete the initial integration setup between Salesforce and RollWorks.
      • Authenticate your Salesforce account on the RollWorks Settings authentication page.
      • Schedule and run 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: 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 lists.
      • Have read access to all pages, objects, and fields used by the RollWorks ABM App.
  • RollWorks Sales Insights: 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 - Start the data sync between your Salesforce and RollWorks accounts

  • Login to Salesforce with a user account that has been granted ‘RollWorks Admin’ permissions.
  • Go to 'Apps' > 'Installed Packages' > 'RollWorks ABM App' 
  • Click 'RollWorks Settings' and 'Authorize RollWorks ABM' 
  • Enter your RollWorks platform credentials and click 'Sign In'
      • If you have access to multiple RollWorks accounts, you will be prompted to choose one. You can only have 1 RollWorks account connected to your Salesforce org at a time.
  • Next, you will see a screen authorizing RollWorks to call into your Salesforce org. Accept this prompt, and you will be redirected back to the RollWorks Settings tab in your Salesforce.
  • Select 'Start Sync Jobs' under 'Apps' > 'Installed Packages' > 'RollWorks ABM App' > 'RollWorks Settings' to enable the RollWorks App daily data sync between Salesforce and RollWorks.
  • After clicking 'Start Sync Jobs' the button will change to 'Stop Sync Jobs', and here you can:
      • View a log of the last data sync
      • Manually run the sync on demand by clicking 'Run Now'
  • Select 'Yes, opt-in to data sharing' under 'Salesforce Data Sync Settings' to enable RollWorks to ingest Account, Opportunity, Contact, Lead, and Activity data

SFDC 2.png

What Salesforce fields are ingested by RollWorks?

Salesforce Object Salesforce Fields
Account

'Owner.Email'

'NumberOfEmployees'

'LastActivityDate'

'ParentId'

'Website'

'Id'

Opportunity

'AccountId'

'Account.Website'

'Name'

'Id'

'Owner.Email'

'StageName'

'Amount'

'CreatedDate'

'CloseDate'

'IsWon'

Contact and Lead This data is not being ingested and stored by RollWorks at this time but will be available in the future. All PII/email level data is stored in a manner consistent with our privacy notice and GDPR policies.
Activity This data is not being ingested and stored by RollWorks at this time but will be available in the future.

Your Salesforce data will be used for the following purposes of improving the platform capabilities of your RollWorks account:

  • Reporting Salesforce opportunities influenced, and the RollWorks impact on pipeline revenue and closed won business.
  • Improve matching of campaign performance data to account, contact, and lead records for enhanced reporting in Salesforce.
  • Create and update your dynamic Account Lists in RollWorks based on your Salesforce account attributes.
  • Sync your RollWorks Account Lists and Account Score data with your Salesforce account records.
  • Exclude your existing customers from your target audiences to ensure you are not displaying them ads with your RollWorks campaigns.

Your Salesforce CRM data is your data. NextRoll, Inc. will not use this data outside of improving the platform capabilities of your RollWorks account. This data will not be shared with any other NextRoll, Inc. customers or external partners and will be stored and used in compliance with NextRoll, Inc.’s privacy notice.

Legal Notice

By syncing your CRM data with the RollWorks Platform powered by NextRoll, Inc. you confirm that you have already provided notice to/and or obtained the appropriate consent from your customers that their data will be shared with NextRoll Inc. as required by applicable law. For more information please visit the Privacy and Security section of our Help Center.

How do I grant Salesforce login access to RollWorks to troubleshoot my integration?

If you are experiencing issues with the RollWorks 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'

SFDC 3.png

  • 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'

How can I use my Salesforce data to power RollWorks?

You can use any of your existing Salesforce fields within your Account, Opportunity, Contact, Lead, and Campaign objects as filters to create Account Lists and Contact Lists.

The steps that you will follow to create lists based on Salesforce fields depend on the use cases below. Find the use case that applies to you to find the step by step instructions:

Use Case

Example 

Where

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

RollWorks

Go to the Account List Builder in the RollWorks platform

Define Journey Stages based on Salesforce fields

Customize Journey Stages to understand how accounts progress through the sales cycle using your own Salesforce fields

RollWorks

Go to Journey Stages in the RollWorks platform

Sync Salesforce email lists into RollWorks as a contact lists

Target known contacts from Salesforce with advertising.

Exclude known contacts/leads from your campaigns

Salesforce

Use the RollWorks List Manager in Salesforce 

Create and sync Account Lists to use as your training data for Account Scoring

Use the Account recently closed as won in Salesforce as your data model to grade the fit of your Account Lists from A to D

Salesforce

Go to the RollWorks List Manager in Salesforce 

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

Salesforce

Go to the RollWorks List Manager in Salesforce

 

How do I create lists in Salesforce with the RollWorks List Manager?

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

RollWorks List Manager Use Case

Example 

Sync Salesforce email lists into RollWorks as a CRM Audience

Target known contacts from Salesforce with advertising.

Exclude known contacts/leads from your campaigns

Create and sync Account Lists to use as your training data for Account Scoring

Use the Account recently closed as won in Salesforce as your data model to grade the fit of your Account Lists from A to D

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

Important: you cannot use this tool to create the Account Lists and Groups you want to target using your own Salesforce company fields. Use the Account List Builder directly in the RollWorks platform instead.

Follow the steps below to create a list using the 'RollWorks List Manager'

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  • Choose one of the options below depending on the type of list you want to create:
      • Create People List
      • Create Company List 

Screen Shot 2021-11-09 at 4.38.48 PM.png

  • Select the objects and fields that you want to use to create your list and click 'Next'

The RollWorks List Manager can use any standard and custom fields on the objects below to create a list:

People Lists: Account, Contact, Lead, Opportunity, Campaign

Company Lists: Account, Opportunity, Campaign

If you are creating a list that includes multiple objects be sure to specify whether the logic between object fields is an intersection (AND) vs a union (OR).

Screen Shot 2021-11-09 at 4.47.53 PM.png

  • View the 'Estimated Size' of your list while you define it so that you can fine-tune the logic to achieve the desired size. Keep these size limits in mind:
      • Company List cannot contain more than 50,000 accounts
      • People Lists should contain more than 100 contacts
  • Click 'Create' when your list is ready to go.

Screen Shot 2021-11-09 at 4.50.11 PM.png

You can edit your lists at any time using the RollWorks List Manager in Salesforce. Any changes made to your lists here will sync to RollWorks following this data sync schedule.

Example: Create People List using Contact Status

The example below shows how to sync a People List that represents all contacts in the 0 - Prospecting, 1 - Nurture, 1- Recycled, and 2 - Marketing Qualified contact status. This People list is then used in RollWorks as an ICP Insights Stage for all Marketing Qualified contacts.

People List.png

 

When will my lists created in the RollWorks List Manager be available in the RollWorks platform? 

The data sync between RollWorks and Salesforce is scheduled daily at 12:00 pm (UTC), any new lists created in Salesforce will be available in RollWorks after this daily sync.

Additionally, please note that for contact lists, you need to allow up to 72 hours for RollWorks to complete the cookie matching process before that list will be available to use in your campaigns.

You will know your contact list is ready to run campaigns when the status in your RollWorks account changes from 'Waiting for Matches' to 'Ready to Use'.

You can learn more about the RollWorks process to ingest CRM email lists in this Help Center article.

Salesforce Integration FAQs

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

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.

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