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.
The Sync User is a designated Salesforce account that is linked together inside of your Mixmax organization.
The Mixmax Sync User checks for record updates every 30 minutes via the Bulk API. Brand new custom fields are updated daily.
As the Sync User retrieves data, that new data becomes available in Mixmax (i.e., in the Sidebar).
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.
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:
Modify all data
View Setup and Configuration
View all users
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.
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.
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.
Then log in to Salesforce using your credentials.
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.
In the pop-up window, enter the credentials of the Salesforce account you wish to use as Sync User and log in.
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:
Mixmax administrators will also receive an email informing them about this problem.
To troubleshoot this, try the following steps:
Check the Sync User Profile in Salesforce and ensure it has all the pre-requisite 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).