How do I configure synchronization between Salesforce and Webmecanik Automation? – Webmecanik

Before we start

It is possible to synchronize contacts and companies in your Salesforce CRM with Webmecanik Automation.
This involves configuring the native Salesforce plugin in Automation.
Before synchronizing, you need to think carefully about the fields you want to synchronize with Automation, because not all CRM information is useful in Automation marketing software. It may even have a major impact on your sales and marketing organization. The aim is to simplify your prospect and customer management.
To ensure that you are well prepared for this synchronization and that it takes place under the best possible conditions, we invite you to contact your Account Manager, who will suggest solutions adapted to your needs.
Now that you know which fields need to be synchronized with which ones, how often and in which direction, it's time to get started!
You must start by creating custom fields in Automation corresponding to the Salesforce fields you want to synchronize.
Make sure you enter the right data type: a “Date” field in Salesforce must correspond to a “Date” field in Automation, for example.
To create custom fields in Webmecanik Automation, please refer to this article.

Once the fields have been created, you can start configuring the plugin itself.

Plugin configuration :

User ID => Public API key
User secret => Secret API key

CONNECTION TO SALESFORCE

Go to the Salesforce instance:
go to Advanced Setup
in the left-hand sidebar, search for Applications > App manager
In the top right-hand corner, click on New connected app and fill in the fields as follows:

The callback URL can be found in the Salesforce plugin of the Automation instance
Click on Save App. This brings you to the Salesforce application page.
Locate the consumer and secret consumer keys.
This is the information you'll need to copy into the Salesforce plugin on Automation.
Keys on Salesforce :

Keys on Automation :
In the case of a sandbox, in the “Features” section, remember to check “This is a test account (sandbox)”, otherwise authentication won't work.
Click on Apply
Click on Authorize application, log in, and you're done.

Features:

The first line corresponds to the sending of contacts from Automation to Salesforce via form, campaign and point actions.
- If the Automation contact does not exist in Salesforce, it will be created as a lead.
- If the Automation contact exists in Salesforce with the same email as a prospect or contact, it will be synchronized in the same format.
The second and third lines correspond to the sending of contacts via crons (automated tasks) to and from Salesforce. These crons run every hour with these rules:
- All contacts created or modified in Salesforce within 20 minutes will be synchronized with Automation.
- All contacts created or modified in Automation within 20 minutes will be synchronized with Salesforce.

Match your previously created custom fields with those in Salesforce. As a reminder, both fields must be of the same data type.

Arrows indicate priority: The right arrow gives Salesforce priority over Automation, and vice versa.

So, if priority is given to Salesforce for a field, data for that field from Automation would not be able to modify the field in Salesforce.

Synchronize contact owners:

Activate this option to update contact owners between the two apps:

Update blank values:

You can choose to force the update of empty values without taking priority into account with this option:

So even if it doesn't have priority, Automation will be able to update a Salesforce field if it's empty, and vice versa.

Use the last “Do not contact” record:

This option updates the most recent value of the “Do not contact” status between the two software programs (this option is only useful if you synchronize the “Do not contact” status between the two software programs (see special fields):

Select Salesforce objects :

Select the Salesforce objects to be synchronized between Automation and Salesforce.

Note that Account must be checked, as well as Contact or Prospect.

Activity allows you to synchronize the behavioral history of Automation contacts in Salesforce.

Please note that if your Automation contacts are linked to Automation companies, synchronizing the company will result in the creation of an Account. We advise you to map the company of a Salesforce Prospect to an Automation custom field other than “Company”, and to keep “Company” for the company of a Salesforce Contact.

If you wish to synchronize activities, use the field below to define which items you wish to send to Salesforce:

Finally, the last field allows you to take into account the use of a Prefix on Salesforce:

Once this configuration has been made, please return to support so that we can activate Salesforce cron jobs on your instance.

The Salesforce plugin also allows you to use special fields, further extending the synchronization possibilities between it and Webmecanik Automation.

Additional special fields

Link to contact timeline

This field appears automatically in the plugin's contact mapping. It provides a link to the contact record in Automation.

Contact ID

It is possible to create a “Webmecanik ID” field in Salesforce, in order to bring up the contact's Automation ID. Please note that the Automation field must be “Core - Contact ID” in the mapping, and not “Contact ID”, which is not a functional field.

Unsubscribe management

It is possible to natively link Automation's unsubscribe (Do not contact) with a SalesForce field.

On the SalesForce side

use the custom field alias “HasOptedOutOfEmail”.

In configuration, go to the “Object manager” tab.
In this menu, find the “lead” or “contact” object and click on it:
Click on “Fields and relationships” in the left-hand menu:
Click on the “Email Opt Out” field to edit the “Set-field level security” option. The field must then be made visible in all cases.
Return to the “fields and relations” menu in the object manager, then click on the “Set history tracking” button at top right:
Check the box “Enable track history”.
Then check the “Email Opt Out” box
Save, Salesforce configuration is complete.

Automation side

In the “Salesforce” plugin configuration, check the “Use last record Do not contact” box in the “Features” tab.
In the “Contact Mapping” tab, link Salesforce's “Unsubscribe e-mail” field with Automation's “Do not contact by e-mail” field.
When the contact is deleted in Salesforce, the Boolean field in Automation will be updated with the value “True”.
You can then create a segment based on this field to manage the deletion in Automation (via a campaign).

Configuring Webmecanik Automation activities in Salesforce

How to set up activity synchronization

Make activities reportable - you must first set up a custom object in your Salesforce instance. Please configure the object as described below.

Step 1: On the initial custom object creation screen, make sure that the Label field contains the value “Timeline” and that the object name is “mautic_timeline”. This will automatically fill in a few fields, and then you'll have the option of filling in other fields that haven't been pre-filled with values related to your company or this object. These additional fields have no impact on the business.

Step 2: When you save this initial screen, you'll be redirected to the Custom Objects screen where you can configure custom fields. Create the 7 custom fields that correspond exactly to the format below:

ActivityDate: Date / Time
contact_id: Search (Contact)
Description: long text field (131072)
WhoId: Search (Prospect)
MauticLead: Number (18, 0) (External ID)
Mautic_url: URL (255)

ReferenceId: Text (255)
This is the only one that must be configured as unique - select “do not allow duplicate values” in Salesforce.
(API names for these will be filled in automatically)

Step 3: After saving the custom object, if your namespace prefix is empty or missing, leave it alone. If the Namespace Prefix field appears with an autofilled value, you'll need to add yours here.

Step 4: on the Automation side, make sure “Activity” is checked in the Salesforce plug-in's Features tab.

Step 5: (repeat for leads and contacts): modify the layout and scroll to the associated list for the Automation timeline. Click on the key to modify, select Activity date from the available fields and add it to the selected fields. Save the layout.

For more information on editing associated lists in Salesforce, please consult the Salesforce Help Center.

Step 6: Cancel the publication of your plugin and republish. Save and close.

Once you republish the plugin, Automation will review all your contacts from the last 7 days, then update these contacts or corresponding leads in Salesforce with the appropriate activities. The Activity Synchronization API takes around 8-10 minutes to transfer activities from Automation to Salesforce.