Salesforce integration

What is Salesforce integration?

Salesforce integration allows responses from your form to be inserted into your Salesforce account. A Formsite account with a Pro 1 or higher service level and a Salesforce account with API access are required. Use the instructions below to integrate your form with Salesforce.

Formsite's Salesforce settings

We recommend creating a separate user account within Salesforce specifically for use with Formsite, if possible. This account can then be used in Formsite to setup Salesforce integration. It will need Salesforce API, create, update, and delete privileges, and specific permissions for each object. To setup new profiles and users within Salesforce, go to the "Setup->Manage Users->Profiles" and "Setup->Manage Users->Users" pages.

Your form's Salesforce settings are controlled on the "Form Settings->Integrations->Salesforce" page.

Setup Salesforce integration by following these steps once you have your Salesforce account.

  • 1.

    Log into your Formsite account and go to the "Form Settings->Integrations->Salesforce" page for your form.

  • 2.

    Click the "Get Authorization" button to retrieve an authentication token from Salesforce. You will be asked to log into your Salesforce account if you are not already, and then click the "Allow" button to return to Formsite with the new token.

  • 3.

    Optionally select the "Use Sandbox" option and your Salesforce account level to integrate with a Salesforce sandbox. Note: you will first need to have a sandbox instance enabled within your Salesforce account and use your sandbox account's credentials above. Contact Salesforce for more help.
    NOTE: In most cases you should choose the "Partner" sandbox option as this refers to the type of API WSDL that is used, and not necessarily your Salesforce account level.

  • 4.

    Setup mappings between Formsite items and Salesforce fields:

    a. Add new items to your form based on a Salesforce object:

    • i. Go to the "Form Editor" page.
    • ii. Add a Salesforce Object Block to your form (found in the Item Blocks section).
    • iii. Select the Salesforce Object you would like to add to your form from the list. Set the other options and Save.
    • iv. All of the fields from the Salesforce object will be added to your form. You can then delete any that you do not want, making sure that all required items remain.
    • v. Note: Once the object is added, we recommend reviewing the object mappings at the "Form Settings->Integrations->Salesforce" page.

    b. Or, Using existing items on your form:

    • i. Click the "Add Object" link in the Salesforce settings to start mapping a new Salesforce object.
    • ii. Select the Salesforce object you wish to map from the list in the Object dropdown.
    • iii. Configure mappings by selecting the Form Item that corresponds to the Salesforce Field. Click the "+" or "-" icons to add or remove mappings.
    • iv. Change the Salesforce Object Id setting, if necessary. This determines the Salesforce field that updates will be based on. The Salesforce Object Id setting is only shown for objects that have more than one possible id field.
    • v. Note: All required Salesforce fields (denoted by a "*") must be mapped to a form item that is on the first page on which the Salesforce object exists.
  • NOTE: Your Formsite and Salesforce accounts are separate - we cannot retrieve any information regarding your Salesforce account for any reason.

    NOTE: The Salesforce API feature must be enabled in your account. This feature is enabled by default for Unlimited, Enterprise, Developer, and some Professional Edition organizations. You may need to upgrade your account for API access. Contact Salesforce for more information.

    Collecting Salesforce results

    Once Salesforce integration has been completed, your form is ready to accept results. When a user fills out your form, their responses will be inserted into the mapped Salesforce object.

    Any validation performed by Salesforce will be done before the result is saved into your Formsite results, and the error messages from Salesforce will display on the form just as Formsite error messages do.

    When editing a result from the "Results->Results Table" page, or when using multi-page forms or the Save & Return feature, your Salesforce results will automatically get updated based upon the Salesforce Object Id field, as described above.

    NOTE: Your Salesforce account is independent of your Formsite account. Results will be saved to your Salesforce objects as well as Formsite when the form is submitted or results are edited. Deleting results within Formsite will not delete results from Salesforce.

    Salesforce Object IDs

    Some Salesforce object fields require the ID of a related Salesforce object. Salesforce refers to these as "reference" fields. For example, if using the Contact ID field of an Account object, it requires the ID of a Contact object to relate the Contact to the Account. To look up an object's ID, log into your Salesforce account and navigate to the object you want to use. Then, in your browser's address bar, copy the ID code that appears after the last slash at the end of the URL. The ID is usually 15 characters and should look something like "001F000000rXh8U".

    As an alternative, we have also added lookup links to the Salesforce settings page that you can use to query your Salesforce account for compatible object entries and their IDs.

    If you know ahead of time the ID to use in your form, you can Pre-Populate the ID into a field or use a Hidden Field with a Default Value.

    Tips and troubleshooting

    If for some reason a result was not submitted to Salesforce, or Salesforce integration was not setup yet when the result was stored, you can resubmit a result to Salesforce by simply editing and saving the result on the "Results->Results Table" page.

    Adding or deleting choices for multiple choice items (Radio Button, etc.) in a Salesforce Object Block is not recommended because the choices are defined by Salesforce. Additionally, we do not recommend changing the type of items added to your form from Salesforce Object Blocks because Salesforce only accepts data in particular formats for certain fields.

    After adding a Salesforce Object Block to your form, we recommend reviewing the fields so that you can delete or edit any items, as desired. There are often fields that may not make sense for your users to fill out, or question text that may not effectively describe a given field to your users. Any items mapped to required Salesforce fields should not be deleted.

    If you load the "Form Settings->Integrations->Salesforce" page without a valid login, you will only be able to see basic information about currently mapped objects until you save the page with valid Salesforce credentials.

    Additional information

    Send out customized links to your form with pre-populated fields from Salesforce using our Pre-Populate Fields Link, found on the "Share" page, and Salesforce's Email Template and Mass Email features.

    You can alternatively use our Server Post integration feature to integrate with Salesforce by mimicking the Web-to-Lead functionality that Salesforce offers. To do this, setup the Server Post feature with the URL that the Web-to-Lead form generated by Salesforce posts to. You can then add the parameters as Additional Parameters, and use the Results Labels feature to match the name of the items on your form with the parameters expected by Salesforce.

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