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Workspace Admin: Configuring the Salesforce integration for your Workspace
Workspace Admin: Configuring the Salesforce integration for your Workspace

This article teaches Workspace Admins how to set up the integration with Salesforce for the Workspace they manage.

Updated over a week ago

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

Are you a Workspace admin looking to set up your Workspace with Salesforce? See the steps below.

Not an Admin, but need to connect your Mixmax account to Salesforce? Check out our help article on how to connect your account to Salesforce.

Step 1: Set up your Sync User

If you have multiple users in your workspace connected to Salesforce from Mixmax, it is a best practice to create a Mixmax Sync user. Creating a Sync User will allow you to minimize the number of Salesforce API calls being made when syncing record updates or creations from Salesforce to Mixmax.

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. Setting up Real Time Sync allows your Salesforce data, such as record creations and updates, to 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, it's time to set up the user role settings to determine what activity logs to Salesforce.

To do this, navigate to the Admin Settings > Roles tab.

To learn more, see Roles.

Salesforce Tab

After selecting the specific Role you are looking to modify, select the Salesforce tab to configure the settings.

Salesforce settings

From here, you can manage the following sections for users' Salesforce settings:

1. When composing a message:

  • Prompt me to create new leads or contacts for records that do not exist in Salesforce. To see more, go to 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.

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.

Logging activities

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 owner of an Opportunity. To sync data to all Opportunities, regardless of whether you are the owner, un-check 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 allows you to sync Mixmax events to opportunities that have been marked as closed.

Custom Objects

Logging to related objects in Salesforce

4. Additional activity logging parameters

  • Assignment Rules: Mixmax has the ability to set whether Salesforce assignment rules run on leads that are created or updated by Mixmax. Use the Run default assignment rule when creating or updating leads setting to enable/disable this.

Additional activity logging

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 end up being synced 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.

Salesforce exclusions

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 the exclusions are not applied, so all meetings will 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, navigate to the Integrations tab of the Admin settings, scroll down to the Connected Members section, and invite the users in your workspace to connect to Salesforce.

Invite to connect

Step 5: Connect your Mixmax account to Salesforce

To connect your personal Mixmax account to Salesforce, navigate to your personal Integrations settings.

Locate the Integration option for the Salesforce account and click the option to connect. You'll be prompted to log in to Salesforce.

Connecting your Mixmax account 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 Settings > Integrations tab.

For more information, see the Salesforce Activity Log.

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