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Map synced Salesforce activities to custom Types with Process Builder
Map synced Salesforce activities to custom Types with Process Builder

This article describes how to use Salesforce Process Builder to automatically map synced Salesforce activities to custom activity Types.

Updated over a week ago

Salesforce integration is available on the Mixmax Growth + Salesforce plan and above. Check out our pricing page for more information.

When syncing email activities to Salesforce, Mixmax syncs the activities as Salesforce Tasks and uses the following standards when assigning the activity Type:

  • Sent, Received, and Replied activities are assigned the Type of Email

  • Tracking activities, such as Opened, Clicked, and Downloaded, are assigned the Type #N/A

Using Salesforce Process Builder, you can set up automation to map the Type field to a different value available from a picklist. You may have custom values added to the picklist for the Type field that you wish to assign to each type of activity synced from Mixmax. This is especially beneficial when building reports based on the type of activity synced from Mixmax.

In the example below, we've added the custom values below to the picklist for the activity Type field:

  • Sent Email - for new emails sent

  • Sent Reply - for reply messages sent by the user

  • Received Email - for new messages received from the recipient

  • Received Reply - for reply messages received from the recipient

  • Opened - for open tracking on a sent email

  • Clicked - for click tracking on a sent email

  • Downloaded - for download tracking on a sent email

As an administrator, you can edit and add custom values to the Task Type picklist in Salesforce Lightning by going to:

  • Setup > Object Manager > Task > Fields & Relationships > Type - then click New next to Task Type Picklist Values.

Custom picklist values

Once you have your custom values added to the Type picklist, you can start building your automation to map the synced activities to the appropriate Type.

  1. First, go to Setup and search for "Process Builder."

Setup search

2. In the Process Builder menu, click New to create your automation.

Process Builder menu

3. Next, give your automation process a name and description. Then, select A record changes for your process trigger.

Creating a new process

4. In the next window, we'll click + Add Object, then select Task from the drop-down menu while leaving only when a record is created selected, and click Save.

Choosing object

5. Next, in this example, we'll add our first criteria to update the activity type for synced opened activities to Opened.

Setting conditions

As displayed in the image above, we set our conditions as follows:

  • Field = Subject

  • Operator = Starts with

  • Type = String

  • - Value = Opened: <----------- This is what Mixmax appends to the activity subject line for opened tracking. Check out this article to find out what the subject line looks like for other types of activities synced to Salesforce.

6. Next, click + Add action to add an immediate action. Then:

  • Select Update Records as the Action Type.

  • Give your action a name.

  • Under Record Type, choose the option for Select the Task record that started your process.

  • Under Criteria for Updating Records, select No criteria - just update the records!

Setting new field values

As displayed above, here's how we set the new field values for the updated activity:

  • Field = Type

  • Type = Picklist

  • Value = Opened <-------------- This is the new custom value we created to use as Type for synced Opened activities.

Once this is saved, any opened activity synced from Mixmax will have the Type field automatically mapped to the new custom Type value: Opened.

In that same automation process, click + Add Criteria, then follow the same instructions as above for each of the other activity types you wish to map to a specific custom Type. Follow this article to find out the specific format Mixmax uses in the subject line of each type of activity synced to Salesforce.

Adding criteria

Here's what a synced opened activity looks like before and after the automation process was created:

  • BEFORE - opened activity is synced with the Type set to #N/A

Type set as N/A
  • AFTER - opened activity is synced with the Type set to Opened as specified in the automation process

Type set as Opened

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