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Designating your Workspace Salesforce Sync User
Designating your Workspace Salesforce Sync User

This article describes how you can designate the Salesforce Sync User for your Mixmax Workspace and why you need to do that.

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.

About the Salesforce Mixmax Sync User

When you have multiple users connected to Salesforce from Mixmax, you will want to create a Mixmax Sync user. This will allow you to minimize the number of Salesforce API calls being made when syncing record updates or creations from Salesforce to Mixmax.

If you're still seeing a large number of Salesforce API calls, you should think about using the Mixmax Real-Time Sync Salesforce package, which will drastically reduce the number of API calls being used to synchronize data between Mixmax and Salesforce.

The Sync User is a designated Salesforce account that is linked together inside of your Mixmax organization.

Sync User principle
  1. The Mixmax Sync User checks for record updates every 30 minutes via the Bulk API. Brand new custom fields are updated daily.

  2. As the Sync User retrieves data, that new data becomes available in Mixmax (i.e., in the Sidebar).

  3. All SFDC modifications made in the Mixmax UI (updates, deletions, creations) are made by the individual user in SFDC, with permissions respected, via bulk data and the REST APIs.

Example: The scheme below shows how a Lead is first created in Salesforce and then updated in Mixmax via the sidebar through the Sync User.

Lead creation scheme

Who should be the Sync User?

Use the following criteria to select your Salesforce sync user:

  • Salesforce admin: Ideally, the Salesforce Sync User should be your Salesforce admin.

  • A user who has Modify All Data (MAD) permission enabled in Salesforce: If you don't have a Salesforce admin, choose a user who has MAD permission enabled on their profile.

  • A user who has access to all Salesforce records: If none of your Workspace members have MAD permission, choose the user who has access to all records. If the Sync User does not have access to certain records, Mixmax will not sync to or from these records.

Sync User required permissions

Below are the required permissions in Salesforce for someone to be the Sync User for your Mixmax Workspace:

  • API enabled

  • Modify all data

  • View Setup and Configuration

  • View all users

  • Customize Application

  • Download AppExchange Packages (only if you plan to install the Salesforce Real-Time Sync package or Mixmax Insights)

All of the above permissions must be granted in order to be a Sync User. These permissions can be granted via the Profile configuration or Permission Sets.

If you see the notice that This user does not have the necessary Salesforce permissions enabled in the Integrations settings, it means you or the user you are selecting as Sync User are missing at least one of the above permissions.

Salesforce Sync User permissions

See Troubleshooting Sync User permissions for more information.

Adding your Workspace Salesforce Sync User

To set up your Workspace's Salesforce Sync User, go to the Integrations section of your Admin page.

Click the Connect Sync User button.

Connecting Sync User

Select the option to Connect to production or Connect to sandbox. Most users should select Connect to production unless you are actively testing in your Salesforce sandbox.

Connection to production and sandbox

Then log in to Salesforce using your credentials.

If you initially connected your Sync User to a Salesforce Sandbox and would like to change to Salesforce Production, you will need to change your Sync User. See the steps below to learn how to do it.

If your Sync User has been disconnected from Salesforce, you will see the below notice that they need to reconnect.

Sync User no longer connected

Please note that once the Sync User has been disconnected, no updates from Salesforce records to Mixmax will be performed, which means certain Mixmax areas like the Sidebar, variables, etc., might not work as expected. To resume syncing the updates, please reconnect the Sync User.

Changing your Workspace Salesforce Sync User

To change your Sync User, go to the Integrations section of your Admin page, click the vertical ellipsis menu (three dots) button next to the current Sync User, then click Change Sync User.

Changing the Sync User

In the pop-up window, enter the credentials of the Salesforce account you wish to use as Sync User and log in.

Salesforce login popup

Troubleshooting Sync User permissions

When the Mixmax app is unable to validate the Sync User permissions, you will see the following error on the Integrations settings page:

Permissions error

Mixmax administrators will also receive an email informing them about this problem.

Permissions issue email

To troubleshoot this, try the following steps:

  1. Check the Sync User Profile in Salesforce and ensure it has all the pre-requisite permissions.

The Sync User should have the necessary Salesforce configuration to be able to check the Configuration and Profiles of other users. That means the Sync User Profile must have the following permissions enabled in SFDC under the Administrative Permissions section:

  • View Roles and Role Hierarchy

  • View Setup and Configuration

  • View all Profiles

Salesforce Profile Administrative Permissions

Once you confirm that the Sync User has all the required permissions and is fully active, just click Refresh in the Integrations section.

2. Change the Sync User by clicking the vertical ellipsis (three dots) menu button (e.g., if the Salesforce user that was initially configured as Sync User is not active in the company anymore).

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