Syncing to Salesforce

If you're on the Growth or Enterprise plan, you can sync messages, calendar events and analytics to the associated contact, lead, or opportunity within Salesforce. To select which events you sync to Salesforce, visit the CRM & Team Live Feed page of your Settings.

Synced Emails and Tracking

Here's how emails are synced to Salesforce.

For emails sent individually:

  • New messages: "Sent (New): {subject line}"
  • Opens: "Opened: {subject line}"
  • Clicks: "Clicked: {URL}"
  • Downloads: "Downloaded: {File Name}"
  • Replies from recipients: "Replied: {subject line}"
  • Replies you send to a chain: "Sent (Reply): {subject line}"
  • Original email received from an existing lead/contact: "Received: {subject line}"
  • Meeting confirmations: "Meeting Confirmed: {Meeting title}"
  • Meeting cancelations: "Meeting canceled: {Meeting title}"
  • Bounced emails: "Bounced: {subject line}"

For emails sent as part of a Sequence:

  • New messages: "Sent (New) [Sequence name (# stage)]: {subject line}"
  • Opens: "Opened [Sequence name (# stage)]: {subject line}"
  • Clicks: "Clicked [Sequence name (# stage)]: {subject line}"
  • Downloads: "Downloaded [Sequence name (# stage)]: {subject line}"
  • Replies from recipients: "Replied [Sequence name (# stage)]: {subject line}"
  • Replies you send to a chain: "Reply [Sequence name (# stage)]: {subject line}
  • Meeting confirmations: "Meeting Confirmed: {subject line}"
  • Bounced emails: "Bounced [Sequence name (# stage)]: {subject line}

Please note, Mixmax will not sync sent email activities when recipients are BCC'd

Synced Tasks

Here's how the different types of Mixmax Tasks are synced to Salesforce:

  • To-do: " {subject}"
  • LinkedIn Connection Requests: "{subject}: LinkedIn Connection Request: Stage #"
  • LinkedIn InMail: "{subject}: LinkedIn InMail: Stage #"

For Unresolved Tasks, Mixmax will sync the task as "Unresolved Sent (New): {subject}"

If an email address is not associated with a record in Salesforce the email will still be logged — a task will be created in your Unresolved Items.

Please note that Unresolved Tasks will only be synced if the Role Setting in the Mixmax Admin Settings are enabled here.

For Call Tasks, depending on where you log a Call from the Task title in Salesforce can vary slightly. 

If a Mixmax user logs a Call from the Sidebar: 

  • Call:[Contact or Lead Name]{ Phone Number}(Phone Field)

If a Mixmax user calls a phone number from the Sidebar: 

  • Call:[Contact or Lead Name]{ Phone Number}(Phone Field)

If a Mixmax user creates a Call Task from the Sidebar: 

  • Call: {Subject}

If a Mixmax user creates a Call Task and logs it from the Mixmax Task dashboard: 

  • Call: {Subject} 

Calendar Events

Google Calendar events associated with a Salesforce Lead or Contact -- including meetings booked through Mixmax’s Calendar tools -- will be logged as Events in Salesforce, and will be added to individual users' Salesforce calendars. 

The synced event will be related to the corresponding Lead or Contact in Salesforce and to any Opportunity where the Contact is a Primary Contact Role. If no Opportunity is found, it will be linked to the Contact's Account.

The meetings will be synced from Google Calendar to Salesforce whether the meeting organizer is an internal Mixmax user, or an external Contact or Lead on Salesforce. 

If more than one Mixmax user is part of the meeting, Mixmax will create one Event for each Mixmax user in Salesforce, allowing all attendees to view a Salesforce Event on their Salesforce calendars.

If the meeting contains multiple Salesforce Contacts or Leads, the Event in Salesforce will contain only one Contact or Lead in the “Name” field, following these rules:

  • External meeting: If the meeting is externally organized by a Salesforce Contact or Lead outside your organization, then the name of the external organizer will be listed in the "Name" field.
  • Internal meeting:- If the meeting is internally organized by a Mixmax user within your organization, then the name of the first Contact among the event attendees will be listed in the "Name" field.

Note: Changes in Google Calendar will be reflected in Salesforce up to 40 minutes after they occur.

Syncing for recurring events is currently not supported; only the first event of a recurring series will be synced to Salesforce.

Syncing to the Mixmax Activity Date/Time Field

For users on Enterprise, we highly recommend to install the Mixmax Insights package to get the "Mixmax Activity Date Time” field out-of-the-box perfectly syncing the activity date time instead of manually creating the field. Check out our Mixmax Insights page for more info.

The Mixmax Activity Date/Time field improves the data accuracy of the activities synced from Mixmax to Salesforce and will help you to build accurate Mixmax Reports and Dashboards in Salesforce. 

To sync real-time activity from Mixmax to Salesforce, your Salesforce Admin will need to set up a custom field with the following criteria: 

  • Field Data Type should be Date/Time
  • Field Label can be "Mixmax Activity Date/Time" or any name your Salesforce Admin decides. 
  • Field Name must be entered as MixmaxActivityDateTime. 

After creating the field, the field should look like the below screenshot in Salesforce. 

NOTE: All users syncing Mixmax tasks/activities to Salesforce should have full access to this custom MixmaxActivityDateTime field. Check your Salesforce Admin settings to customize access for each user/role.  

The Salesforce fields in Mixmax will automatically sync at midnight PST. However, Mixmax workspace admins can sync the field immediately from the Integrations Settings here

To do so, select the "Get latest fields" button. 

After, the real date and time activity will sync to the field. 

NOTE: Mixmax will not sync the data retroactively. Only new activity will sync to the Mixmax Activity Date/Time field. 

Syncing FAQ

    1. How is data synced from Mixmax to Salesforce? Are users creating/updating records on Event and Task objects?

    When syncing activities to Salesforce, we sync to Salesforce Tasks & Events. Email activities (sent & received emails, open tracking, click & download tracking) are synced as Email type tasks related to the Contact/Lead as well as the appropriate object (Account, Opportunity, or custom objects if setup). Anytime we sync an activity, an API call is made on behalf of the individual user to create the corresponding task in Salesforce.
    2. Which fields are mapping from Mixmax to Salesforce data flow?
    When syncing activities (such as a sent email), we map to the Salesforce task's Subject, Assigned to, Type, Status, Related to, Name, and Comments fields with information relevant to the activity being synced 
    When sending an email, any Salesforce fields specified as variable in an email content from an individual email from Gmail, templates, or sequences are mapped to the corresponding field in Salesforce
    3. How can users uniquely identify records created from Mixmax to Salesforce integration?
    For activity syncing, the Task's subject line is generally formatted in a unique way. Please see an example of how the task's subject line is formatted below: 

    For created Contacts/Leads, since we're creating those records directly via Salesforce APIs mapping to the necessary record fields, we don't really have a way to identify the source. If the records are created via a Mixmax rule action, the rule's activity log will capture that information.
    4. For Emails, how can users find the latest status of an email (e.g. sent, received, open, responded etc.)
    Each email activity is synced as a separate Salesforce task related to the appropriate Lead or Contact. The subject line of the task will indicate the type of activity it is. 
    See examples below: 

    5. If users want to set some additional fields while records are inserted in Salesforce, is it possible to do so?

    Anytime a record is created or updated, when doing the batch sync from Salesforce, all available fields on the record at the time of the sync, if accessible by the user or sync user, will be imported as part of the sync. The upcoming release of the Sync Conditions will give you the ability to dictate and specify exactly which fields to sync.

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