Introduction to Salesforce
Salesforce provides customer relationship management software (CRM), and has a complementary suite of enterprise applications. These are focused on customer service, marketing automation, analytics, and application development, business intelligence, among many other applications.
In order to use the features of Salesforce with Tonkean, you will need to connect the two systems together. You can do so by simply logging in with your normal Salesforce username and password.
- Go to Data Sources
- Add Data Source
- Type “Salesforce” and select it and a window will popup
- Enter your Salesforce credentials and click Login
- Select all of the Objects you want Tonkean to sync with along with how long back you want the sync to cover
For more instantaneous action in Tonkean, we recommend setting up Webhooks. This also can help with volume issues so you’re not constantly needing to ping the API and reach any limits you may have.
- Copy the Webhook URL Tonkean provides in the settings page:
- Go to Setup > Platform Tools > Process Automation > Workflow Rules and click on "New Rule".
- Select the object (in this example, we’ll use Opportunity) and click on "Next"
- Type a name for the rule in "Rule Name", and in the Rule Criteria table select "Opportunity: Opportunity Name" as the field, "not equal to" as the Operator and "TONKEAN_DEFAULT" as the Value, and click on "Save & Next".
- Click on "Add Workflow Action" and select "New Outbound Message".
- Type a name for the outbound message and paste the webhook url from above in the Endpoint URL field and click on "Save & Next".
- Go back to Workflow Rules, find the rule you created and click on "Activate".
- Repeat this process for all the entities you selected.
When connecting to Salesforce with a user’s account, it’s important to note that all of the permissions (creating records, editing, and read-only) are mimicked in Tonkean. Anything a user can update normally in Salesforce will be allowed to update in Tonkean. With this said, be sure that the account you connect represents all the necessary actions your automation needs, while being mindful of not giving Tonkean more access to Salesforce than it needs.
Managing permissions for users in Salesforce can be done using Profiles and Permission Sets.
NOTE: Currently the Salesforce connector can only be used on the Enterprise Edition of Salesforce, and higher. You may use the Salesforce connector on Professional Edition, but ONLY if you've requested API access from your Salesforce account manager.
Monitoring as a Data Source
You can use Salesforce as the source that you want a Tonkean module to monitor. Instances can include “All Open Opportunities” or “All Salesforce Accounts that are Tier 1” or any number of criteria that you’d eventually want to take action on.
- When creating a module, select the “Data Source” from the “Start Here” option.
- Select the Entity you want to monitor. (i.e. Opportunities, Cases, Accounts, etc.)
- Choose if you want to monitor ALL records, or if you want to custom select which ones to monitor. Note: We recommend always using a custom filter to narrow down what you actually want to monitor. Use date/time filters as well to only bring up relevant and recent records (i.e. “Last Modified Date” in the last “30 days”, is a great filter to use)
- Click on Preview Items and ensure that the right records are being populated
- Click Save
Your module is now syncing with Salesforce and pulling all the relevant items in your live report.
Using Salesforce as an Action
You have the ability to update and create new records in Salesforce based on any triggers within a Tonkean module. Simply selecting a new Action block and scrolling down to “Data Sources” and then finding the Salesforce logo will bring up your options.
Once selected, you’ll see all the native actions you can take, including:
Creating a new Lead or Opportunity. Updating any synced Object and the respective Fields in those objects.
Any action that is not native can be done via the Custom Data Source Action. This is more advanced and requires the use of Salesforce’s API documentation. More information can be found in this article.
Note: If you want a new action as an option for Salesforce, please reach out to us directly and we will integrate it for you immediately.