Salesforce integration is available on all Mixmax plans except the Free plan. Please check our pricing page for more information.
Are you a Workspace admin looking to set up Salesforce in your Workspace? See the steps below.
Not an Admin, but need to connect your Mixmax account to Salesforce? Check out our help article on connecting your account to Salesforce.
Before you start: custom fields
You don't need to create any custom fields in Salesforce to log Mixmax activity. Some features add or use optional fields:
Mixmax Insights adds its own custom fields when you install the package.
The Mixmax Activity Date/Time field is recommended for accurate activity timestamps in your reports. It's included in Mixmax Insights, or your Salesforce admin can create it manually.
Syncing activity to custom objects requires an Email field or a Lookup Relationship field on the custom object.
Step 1: Set up your Sync User
If you have multiple users in your workspace connected to Salesforce from Mixmax, best practice is to create a Mixmax Sync user. Creating a Sync User minimizes the number of Salesforce API calls made when syncing record updates or creations from Salesforce to Mixmax. We recommend using a dedicated Salesforce integration user as your Sync User, rather than a specific person's login.
To learn more, see how to configure your Sync User.
Step 2: Configure Real-Time Sync (Optional)
After configuring your Sync User, you can set up Real-Time Sync for your workspace. Real-Time Sync lets your Salesforce data, such as record creations and updates, sync to Mixmax in real time.
See our article about how to configure Real-Time Sync for more details.
Step 3: Set up your Role Settings for Salesforce
Set up Sync User ✔️
Configure Real-Time Sync ✔️
Now, set up the user role settings to determine which activity logs to send to Salesforce.
To do this, navigate to the Admin Center > Roles tab.
To learn more, see Roles.
Salesforce Tab
After selecting the Role you want to modify, select the Salesforce tab to configure the settings.
From here, you can manage the following sections for users' Salesforce settings:
1. When composing an email:
Prompt me to create new leads or contacts for records that do not exist in Salesforce. To learn more, see Automatically create new Leads or Contacts in Salesforce.
Log events to Salesforce automatically.
Create an unresolved task for records that do not exist in Salesforce. An unresolved task reminds you to create the missing Lead/Contact later in Salesforce.
Only one of these two settings can be enabled at a time: Prompt me to create new leads or contacts or Create an unresolved task. Both handle what happens when you email someone who isn't in Salesforce, and Mixmax can do only one: prompt you to create a Lead or Contact when you send the email, or sync the activity as an unresolved task so you can create the record later.
2. Log these activities to Salesforce:
You can specify whether to log opens, clicks, downloads, replies, and meeting confirmations to Salesforce by checking the box next to each activity. You can also turn off the activity logging by unchecking the box next to the activity.
See how activity syncs to Salesforce.
3. Log to these related objects in Salesforce:
Standard Objects and Opportunities
This option logs activities in the related Accounts or Opportunities in Salesforce and associates them with the appropriate contact.
You can choose whether to sync to Opportunities only when you're the Opportunity owner. To sync data to all Opportunities, regardless of whether you are the owner, uncheck the box next to Only Sync to Opportunities when I'm the owner.
Check Sync to all Opportunities associated with the Account I'm emailing if you would like to sync Mixmax activity to all opportunities associated with the account. If this is unchecked, you'll only sync to Opportunities if the recipient is listed as a Contact role under the Opportunity.
For each activity we need to sync against a contact, we fetch the Opportunity Contact Roles by Last Modified Date in DESC order and only consider the first 50.
The Sync to Opportunities that are Closed option lets you sync Mixmax events to opportunities marked as closed.
Custom Objects
For more information about syncing custom objects, please see Salesforce Custom Objects.
4. Additional activity logging parameters
Assignment Rules: Mixmax can set whether Salesforce assignment rules run on leads created or updated by Mixmax. Use the Run default assignment rule when creating or updating leads setting to enable/disable this.
5. Salesforce Field Settings
You can select which fields are visible in each role. To see more, check out Default fields for your sidebar.
Exclusions Tab (Optional)
You can specify email domains and email addresses to exclude from being logged to Salesforce. It's a good idea to exclude your own company's email domain and any task management or other services you use. You can also exclude individual email addresses—so if you email your partner or friends from your work account, your correspondence won't sync to Salesforce.
The emails to these exclusions will still be visible to you under the Myself tab of the Live Feed. They will not be visible to anyone else.
To manage your Exclusions list, select the Role you want to edit and then select the Exclusions tab. Here, you can add any domains or email addresses you would like to exclude from syncing to Salesforce.
Exclusions are applied when:
Syncing email activity to Salesforce
Syncing email activity to the Mixmax Live Feed
Syncing email activity to Mixmax Reports
Syncing meetings to Salesforce
Triggering Mixmax Reminders and Smart Notifications
Exclusions are not applied when syncing meetings to Mixmax Reports.
Meetings in Mixmax Reports are differentiated into Internal and External, but exclusions aren't applied, so all meetings appear in Mixmax Reports.
Step 4: Invite Workspace members to connect to Salesforce
After configuring your user's Role settings, you can invite them to connect to Salesforce. To do so, go to the Admin center, select CRM Integrations, scroll down to the Connected Members section, and invite users in your workspace to connect to Salesforce.
If a member's Salesforce status shows a warning icon
A warning icon in a member's Salesforce column means they're connected, but Salesforce is blocking Mixmax for them, so nothing is syncing to Salesforce for that member. This happens when your Salesforce org only lets admin-approved users use the Mixmax connected app and the member hasn't been approved. When at least one member is affected, a notice above the list names everyone who isn't syncing.
Hover over the warning icon to see what's wrong.
To fix it, a Salesforce admin needs to approve the Mixmax connected app for the member's profile or permission set. See Approving users for the Mixmax connected app.
Once the member is approved, syncing resumes automatically, and they don't need to reconnect. The warning clears after the next daily sync, so it can take up to a day to disappear. Emails and meetings that weren't logged while the member was blocked won't be logged later.
Affected members don't have an Invite to connect link, because reconnecting won't fix this. Ask them not to disconnect Salesforce either. They won't be able to reconnect until the Salesforce admin approves them.
Step 5: Connect your Mixmax account to Salesforce
To connect your personal Mixmax account to Salesforce, navigate to your Integrations settings.
Find the Salesforce integration option and click Connect to Salesforce. You'll be prompted to log in to Salesforce.
View your Workspace Activity Log
Once your workspace users are connected to Salesforce and their Role settings are configured to sync activity to Salesforce, you can view the activity in the Admin Center > CRM Integrations.
For more information, see the Salesforce Activity Log.