LeadIQ's integration with Salesforce allows you to save your captures to Salesforce as either Leads or Contacts right at the point of capture. As Team Admin, you can control the saving behavior and standardize how objects are created in Salesforce.
We recommend you read this document in its entirety as it also contains useful recommendations for certain settings.
This doc will cover the following topics:
- Required User Permissions
- Saving Options
- Automatic Account Creation
- API Limit
- Automatic Account Matching
- Default Record Types
- Default Values
- Custom Mappings
- Circumventing Assignment Rules in Your Salesforce
LeadIQ connects to Salesforce using a simple API connection via OAuth. So, if you cannot seem to connect, it probably means you need to unblock LeadIQ in SFDC under Setup > Apps > Connected Apps > Connected Apps OAuth Usage.
Each user on the team must connect themselves to the Salesforce integration. Each user's LeadIQ instance will have the same SFDC permissions as that user's SFDC account. Users must generally have read/write permissions to all fields in the Lead, Contact, and Account objects in Salesforce in order for LeadIQ to function properly.
Please ensure that the stock (non-custom) Website field is enabled for the Lead, Contact, and Account objects within Salesforce. This is critical to our duplicate detection.
If you cannot connect, please click HERE for the most common solutions.
LeadIQ automatically detects and prevents duplicate entries from being created in your Salesforce. Prior to capturing in the extension, you will see an indication of when someone already exists in Salesforce with the cloud icon under their picture, highlighted in red here:
When you hover the mouse over the cloud icon, a window will appear with a preview of the person's details in SFDC. The blue arrow above points to a clickable link which will take you to that person's page in Salesforce.
LeadIQ uses the following data points to determine if someone already exists in Salesforce:
- First Name
- Last Name
If we find an exact match on the email address, it will automatically be treated as a duplicate. If there's not an exact match on email, the other points will be used to make a determination one way or the other.
When someone is detected as a duplicate they will NOT be added to Salesforce, even if you click the Capture (+) button.
Also, LeadIQ will NOT update the existing record in your Salesforce with new data. It will take no action in Salesforce when there is a duplicate detected.
Click Configure on the Salesforce integration. You can also simply click HERE to navigate to that page.
You can Resync your SFDC integration any time to pick up changes that have been made to your Salesforce.
If a change is made to the fields or values of the Lead, Contact, or Account objects in Salesforce, you will need to click Resync Team in order for your team's LeadIQ instances to pick up the change.
*Often times if your team starts seeing an error from the Salesforce integration which they never saw before, Resyncing fixes it.
You can choose whether you'd like LeadIQ to create Leads or Contacts in Salesforce. The basic distinction is that Contacts are associated with Accounts, whereas Leads are not.
Leads are easy as they do not need to be associated with Accounts in your Salesforce, so there are no "gotchas" along those lines.
If you choose Save as Contact, LeadIQ will create Contacts and associate them with Accounts based on the Domain or Website field in your Salesforce.
For example, if you capture someone from SalesLoft, LeadIQ will search your Salesforce for an Account with salesloft.com in the website field. You also have the option to make it so that Region and Country are also taken into consideration when matching to Accounts in Salesforce. This is useful if you have multiple Accounts with the same domain, and is addressed further down in the Automatic Account Matching section.
For more information on Saving as Contact, please see HERE.
Auto Account Creation
If you are saving as Contact and LeadIQ cannot find an Account for that person in Salesforce, it will automatically create a new Account. This is the default behavior. However, you can turn that off by unchecking this box:
If you turn off Auto Account Creation, saving a Contact will fail if there is no Account found in Salesforce. Users will see a red error in the bell icon at the top of the extension and will need to manually create the Account in your Salesforce prior to saving.
LeadIQ communicates with Salesforce using API calls. Your Salesforce has a limited number of API calls that can be made in a given period of time. This is determined by your Salesforce subscription. When you run out of API calls, apps will no longer be able to communicate with your Salesforce. Therefore it's important not to run out.
When does LeadIQ make API calls and why?
LeadIQ uses API calls at two different points:
- When you load a page of Linkedin search results while the LeadIQ extension is open.
- This is so that LeadIQ can show you the little blue cloud icon under people's pictures indicating a related item in Salesforce.
- When you click Capture and save to Salesforce using LeadIQ.
- This is to create the object in Salesforce.
As you build out your tech stack by adding more apps that talk to Salesforce, your API call consumption will go up. Your Salesforce subscription level determines your overall API call limit, and eventually you may reach that limit.
The longterm solution is to upgrade your Salesforce subscription to include a higher API call limit.
However, we realize that you might not be in a position to do that yet, so we have a feature to help ameliorate the issue in the short term.
LeadIQ's API call limiter
LeadIQ has a feature whereby it will limit the number of API calls it makes based on your limit.
It's accessible from the Salesforce Configuration page:
What this is telling us is that when LeadIQ detects that you are at 80% of your Salesforce API call limit, it will start reducing the number of API calls it makes.
Essentially, LeadIQ will no longer automatically do API calls when you load a page of Linkedin. It will only do them when you actually click Capture to save them to Salesforce. The difference in functionality is that little blue cloud symbol will no longer appear to notify you of an existing entry in Salesforce ahead of time. Instead, you will see a golden cloud symbol telling you the limiter is in effect.
> You will still be able to save to SFDC
> The app will still prevent you from creating a duplicate upon clicking capture.
So it is fully functional and safe, there is just no notification of the duplicate before capturing.
You can change the threshold at which the feature kicks in by moving that slider around.
If you never want LeadIQ to do automatic API calls upon loading a page of Linkedin, you can set this threshold to 0.
Leave it set to the default at first and then raise or lower it as needed later on.
Automatic Account Matching
If you have multiple Accounts with the same domain in your Salesforce, you can add Region and/or Country as additional factors in determining which Account to match a Contact to. Use the dropdown to select the field from your Salesforce that corresponds with Region or Country, and we will start using that in addition to domain when searching for the correct Account.
- Setup country or region fields in Salesforce
- Go to the SFDC integration page in our web app
- Press the green Resync button to get the latest fields
- Under Automatic Account Matching in your SFDC Config (shown below), select the SFDC fields in the Automatic Account Matching for Country or Region (or both). As long as the accounts country or region matches what we have from the prospect - we save the details.
*For a full listing of our Regions, Sub-Regions, and Countries please see this article: https://leadiqhelp.zendesk.com/hc/en-us/articles/360043534033
Default Record Types
Record types are variations on the standard object layouts. For example, your business development team and marketing team might both utilize the Lead object, but might care about different information. You might have a version of the Lead object for business development, with the fields they care about, and a different version for marketing, with entirely different fields. Here you can specify which record type LeadIQ should be using for your team.
Click Default Values the top of the page and then expand out the object type you would like to make settings for. If you have LeadIQ set to create Leads then expand the Lead Default Values, and likewise for Contacts.
LeadIQ's Default Values allow you to make it so that certain fields will always have the same value when LeadIQ creates a Lead, Contact, or Account. You might want to set it so that everything LeadIQ creates has the same Lead Source for example. This makes it easy to run a report in Salesforce later. It's important to note that these are not mappings, but rather forced values. So for example, it's typically not appropriate to set anything for Country on this page since that would mean that every Lead or Contact you save would be given the same Country.
Notice that there are two columns: "Individual Level" and "Team Level". Changes made to the Individual Level will only apply to yourself, whereas changes to the Team Level will push to the entire team.
Normally you will want to leave the "Override Owner" setting blank, so that every user will be the owner of their own saves.
The most common use case for Default Values is to set a Lead Source. In fact, for most teams this is the only thing they do in the Default Values. It's highly recommended as it allows for easy tracking in Salesforce. First, go over to Salesforce and add "LeadIQ" to your Lead Source picklist. You can ask your SFDC admin to do this for you, or follow the instructions HERE.
Once the value is added in Salesforce, come back to LeadIQ's Default Values page and click the green Resync Team button at the top of the page. This will cause LeadIQ to recognize the changes you made in Salesforce. Once the resync completes you should see the value you added in the Lead Source dropdown.
Now all your saves from LeadIQ will be given that Lead Source in Salesforce.
Click Custom Mappings at the top of the page.
On this page, the Lead object loads first, and you can scroll down to set the mappings for the Contact and Account objects. It's important that if you have LeadIQ set to save as Contact you do the custom mappings for the Contact object and not the Lead object.
LeadIQ automatically maps to most standard fields out of the box. You can't see it on this page, but fields like First Name, Last Name, Email, Company Name, are already mapped and don't need to be explicitly set here. However, if you would like certain LeadIQ data to be populated into any non-standard fields in your SFDC you can set that here.
Typically there are four pieces of data which we recommend every customer map here. Work Phones, Mobile Phones, Company Phone, and Linkedin URL. Work Phones are desk phones, Mobile Phones are the person's cell number, and Company Phone is the company's outside line. Linkedin URL will be the Sales Navigator URL if the person was captured from Sales Nav, and the regular Linkedin URL if captured using regular Linkedin.
Click Campaigns at the top of the page.
You are probably familiar with Salesforce's Campaigns. LeadIQ also has what it calls Campaigns, which are basically lists built as part of the normal usage of the tool.
On this page, you can connect your LeadIQ campaigns with Campaigns in Salesforce.
In the below screenshot, whenever I capture a lead to my "Handle" campaign in LeadIQ, it will be added to the Jim's Prospecting Campaign when created in Salesforce:
Users can set this for themselves for each campaign, or set a default for themselves that says "everything I capture will go to this one Campaign in Salesforce regardless of the LeadIQ campaign".
As Admin, you can set a teamwide default that says "ignore what my users have set for themselves and assign everything they capture to this one campaign".
Circumventing Assignment Rules in Your Salesforce
Leads, Contacts, and Accounts created in Salesforce by LeadIQ will automatically be assigned to the user that captured them. However, if you have assignment rules running in Salesforce, they will override LeadIQ. Please click HERE and refer to item 2 for a guide on how to add handling for this in your Salesforce.