The Salesforce Integration for RollWorks allows you to connect your Salesforce Org to your RollWorks account to sync data bi-directionally. You can find more information about this integration in this help center section.
Continue reading to learn how to test the RollWorks<>Salesforce Integration in a Sandbox staging environment.
Who can access
To test 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.
- Any paid RollWorks package.
To find your current subscription, log in to RollWorks and navigate to Settings > Billing > Plans & Usage.
Glossary
RollWorks ABM App: Name of the managed package to install in your Salesforce Sandbox to test the integration functionality.
Sandbox: Salesforce staging environment for customizing and testing. This is a nearly identical copy of a Salesforce production organization for development, testing, and training.
Production Organization: A Salesforce organization that has live users accessing data.
Step 1 - Install the RollWorks ABM App in Sandbox
Work with your Salesforce Administrator to install the RollWorks ABM Salesforce App. The person completing this installation must have the following access:
- Salesforce permissions to download AppExchange Packages.
- Login credentials to access your company RollWorks account. Click here to learn how to create a RollWorks user account for your Salesforce Administrator.
Edit the installation link
The installation link is for a production installation but it can be modified to be for staging by simply replacing "login" with "test".
- Your Onboarding Success Manager or Solutions Consultant will send you an installation link.
- Copy the Salesforce app link and edit the URL by replacing “login” with “test” within the link, so the link starts with https://test.salesforce, not https://login.salesforce.
- Open a new browser window and log in to Salesforce Sandbox.
- Paste the edited Salesforce Sandbox 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.
- After the RollWorks ABM App is installed in your Salesforce Org you will receive an email from Salesforce confirming the package was installed successfully.
- 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 - Choose the RollWorks Authenticated user
In this step your CRM Admin will decide which Salesforce user will be used to manage the integration between RollWorks and Salesforce.
Depending on how many Salesforce licenses you have available you may want to simply use an existing user, however we strongly recommend using a dedicated user with a full license to manage your integrations to avoid a potential data sync interruption in the future.
These are the 3 reasons why every company needs a dedicated Salesforce integration user.
Below are the three options to choose your Authenticated User who will manage the integration:
Use a dedicated full Salesforce license (not used by a human) with a custom profile, and permission set to manage all your integrations. A dedicated full license 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.
A full license is required
A full license is required, the limited Salesforce Integration User license does not provide sufficient permissions to RollWorks to configure the Visualforce components needed to power our Sales Insights product.
To create a dedicated full license Salesforce integration user you should use a dedicated email such as integrationuser@yourdomain.com
Step 3 - Assign permissions to the Authenticated User
Watch this 4-minute video to assign the required permissions to your Authenticated user. If these permissions are not granted to the Authenticated User your end users may experience issues to access the RollWorks features powered by the Salesforce Integration.
Required RollWorks Permissions for the Authenticated User
- RollWorks Admin permission set - this set is created after installing the RollWorks ABM App
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Under System permissions > Users:
- View all users
- Manage Profiles and Permission Sets
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Under System permissions > System
- View Setup and Configuration
- View Roles and Role Hierarchy
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Under Object Settings:
- Object Permissions: Enable Read, Create, Edit, Delete, View All, Modify All
- Field Permissions: Enable Read Access and Edit Access to all fields in the object
- Permissions in Step 4 should be applied to Account, Opportunity, Contact, Lead, Campaign, and Task/Activity Objects.
Step 4 - Assign permissions sets to your 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:
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.
- The user has a Sales Insights seat assigned on the RollWorks platform.
- The user has the Sales Insights permission set assigned in Salesforce.
Step 5 - 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 Sandbox with a user account that has been granted the required RollWorks permission set listed here.
- Go to the Salesforce App Launcher and select 'RollWorks ABM App'.
- 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'.
- Click 'Authorize RollWorks ABM.
- Enter your RollWorks login credentials on the next screen and click 'Sign In'.
- Click 'Allow' on the next screen.
- After successfully authorizing your RollWorks account you will see a prompt that says 'Success! We've connected your Audience to RollWorks'.
- Go back to Salesforce, click the Salesforce App Launcher and select 'RollWorks ABM App'.
- 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. Your RollWorks account is now connected to Salesforce and you will see the next sync time listed as 'Next Scheduled Run'. After this sync, this Salesforce data will be available in RollWorks.
Step 5 - Assign Sales Insights seats to your Salesforce users
After you have connected your RollWorks account to your Salesforce instance you should proceed to assign Sales Insights seats to your Sales Team. Learn how to here.
Step 6 - Configure your Salesforce Reports
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.
Step 7 - Moving from Sandbox to Production
When you are ready to move the integration from Sandbox to Production you will need to disable the current authorization by following these steps:
- Log in to RollWorks.
- Go to Settings > Salesforce.
- Click Disable to de-authorize your Sandbox.
- Install the RollWorks ABM package in your Production Salesforce Org following this installation guide.
- Once you complete the installation in Production ask your CRM Admin to confirm if something has changed between Salesforce Production and Sandbox environments while you were testing.
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If there are changes, you may need to update your configurations in RollWorks, for example:
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- A field on an object has been deleted in Production and this field was used in an Account List.
- A value from a picklist field has been deleted in production and was used in a Contact List.
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