Setting Up Salesforce
LeadIQ's integration with Salesforce allows you to save your captures to Salesforce. You can save as either Leads or Contacts right at the point of capture. It also enables you to update existing Leads or Contacts in your Salesforce with new data. As Team Admin, you can control how your team creates and updates objects in Salesforce.
We recommend you read this document in its entirety as it contains useful recommendations for certain settings.
This article covers the following topics:
- Required User Permissions
- Saving Options
- Automatic Account Creation
- API Limit
- Automatic Account Matching
- Assignment Rules
- Default Record Types
- Default Values
- Custom Mappings
- Updating Records
LeadIQ connects to Salesforce using a simple API connection via OAuth. Using OAuth means that your Salesforce username and password are never saved or stored in LeadIQ.
If you can't connect, you might need to unblock LeadIQ in SFDC under Setup > Apps > Connected Apps > Connected Apps OAuth Usage. This page is sometimes not in alphabetical order so make sure you check ALL the pages!
Each user on the team must connect themself to the Salesforce integration using their own Salesforce login. LeadIQ does not use a service account or a single "integration user" account. Users are not automatically connected once the Team Admin connects. Each user's LeadIQ instance will have the same permissions in Salesforce as the user. LeadIQ can only see what they can see, and do what they can do. For this reason, users must 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 that 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, unless your plan has the optional "One-Click Update" functionality enabled, 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.
As you can see, this can be set at either the Individual level or the Team level. If you set the object type at the Team level, it will apply to the whole team and any Individual level settings will be ignored. If you do not set it at the Team level, individuals will be able to come to this page and set the object type for themselves. This can be useful on teams where some users need to save as Contact and others need to save as Leads.
If you choose Save as Contact, LeadIQ will create Contacts and associate them with Accounts based on the Domain, not the Account Name. So, it will be searching the Website field of your Accounts for the company domain.
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/or Country are 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 Representational State Transfer (REST) API. Your Salesforce has a limited number of API calls that can be made in a given period of time. This limit is imposed by your Salesforce subscription, not LeadIQ. 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 double check for duplicates and 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 long-term 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 that first round of API calls mentioned earlier, 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 the 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 the domain when searching for the correct Account.
- Navigate to the Salesforce configuration page in the LeadIQ web app (https://account.leadiq.com/app/integrations/salesforce)
- Scroll down to Automatic Account Matching
- Use the dropdown menus to select the Region and/or Country fields from your Salesforce.
- The country works best as it is more specific.
- If there is more than one Account with the same domain, LeadIQ will now try to match a Contact with whichever Account is in the same Country or Region.
*For a full listing of our Regions, Sub-Regions, and Countries please see this article: https://leadiqhelp.zendesk.com/hc/en-us/articles/360043534033
Active Assignment Rule for Leads
This feature allows you to decide whether your Assignment Rules in Salesforce will apply to Leads or Contacts created by LeadIQ.
If set to "All leads created" your Assignment rules will apply to Leads or Contacts created by LeadIQ.
If set to "Never apply" your Assignment rules will not apply to Leads or Contacts created by LeadIQ.
It is recommended that you set this to Never apply.
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.
As Team Admin, you can assign the record type for Lead, Contact and Accounts, for your selected team member when they export a prospect into your Salesforce instance.
Click Default Values at 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.
Export Field Mappings
Click Export Field 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, and 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 that we recommend for every customer map here. Work Phones, Mobile Phones, Company Phones, and LinkedIn URLs. 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 Status Mapping at the top of the page.
Status Mappings are a way to see the value of a certain field from Salesforce right in the extension. For example, you might choose a field called "Contact Status", and now whenever you load a prospect in the extension that already exists in Salesforce, you'll see the value of their Contact Status field.
It's helpful to set this for a field that your reps need to check all the time, maybe in order to know if they should capture someone or not, or what Outreach Sequence to put them in.
Simply use the dropdown under Lead, Contact, or Account and select the field whose value you would like your users to see in the extension.
You can also edit the display text. The reason you might want to do this is that maybe the field you picked has a lot of possible values, and maybe your LeadIQ users don't always know what these values mean in the context of their workflow. So, what you can do is, instead of displaying a value from Salesforce, you can display an instruction for your users.
In the below example, we've set it up so that each possible value of the Contact Status field is simply showing whether to Capture or Don't Capture. That way, users don't need to know what "Cool Off" means. They simply know not to capture that person.
You can even use the Additional Fields feature to choose additional fields which will be displayed in the preview that appears when you hover the mouse over the Salesforce cloud symbol in the extension.
Click One-Click Update at the top of the page.
This feature enables LeadIQ to update existing Leads or Contacts in your Salesforce at the point of capture in the extension. So, when an end-user clicks the + button on a prospect in the extension, and that prospect already exists in your Salesforce, LeadIQ will update that record. Note that we do not have the capability to update your Accounts at this time. This only works for Leads and Contacts.
Expand either the Leads or Contacts section on this page, depending on which object type you are saving as. You'll see that it loads all your Salesforce fields for that object.
You have three options, which can either be set for all fields or for each field individually.
Never Update - LeadIQ will never update existing records in your Salesforce. The feature is OFF. It is off by default for all teams until you turn it on.
Always Update - LeadIQ will update whether there is data in the field or not.
Update if blank - LeadIQ will only update if the field if it's blank. It will not update fields that contain a value.
As stated, you can set this for all fields at once using the "Default for Lead/Contact fields" dropdown:
Or you can set it for each field individually:
In this way, you can completely customize and control LeadIQ's updating behavior on a field-by-field basis.
LeadIQ uses three fields to identify existing records in your Salesforce:
Here are some general rules about the matching and updating logic:
- Email match alone is enough for LeadIQ to update a record.
- If only Name and Company match, LeadIQ will still default to updating a record but the end user will have the option to create a new record instead.
- If only the Name matches, LeadIQ will default to creating a new record, and the user will have to hover over the cloud symbol and select the correct record to update.
- If only the Company matches, LeadIQ will not identify a record to be updated.
You'll also see two check box options at the top of this page.
Checking "Add updated Contacts and Leads to Salesforce Campaigns..." will make it so that when you capture a prospect that already exists in Salesforce, they will be added to any Salesforce Campaigns that you have configured in the Campaigns page (see next section of this config guide).
Checking "Override Contact and Lead ownership when the record is successfully updated" will make it so that if your users capture someone who already exists in Salesforce, they will become the owner of that record. It will allow them to "steal" ownership of existing Leads, Contacts, and Accounts in Salesforce.
Click Campaigns at the top of the page.
You are probably familiar with Salesforce's Campaigns. LeadQ has Lists, which are basically lists built as part of the normal usage of the tool.
On this page, you can connect your LeadIQ lists with Campaigns in Salesforce.
You have the option to capture your leads into a default campaign on a Team Level.
Or, you can also export leads from LeadIQ lists to Salesforce Campaigns on an individual level.
In the below screenshot, whenever I capture a lead to my list in LeadIQ, it will be added to the Prospecting Campaign when created in Salesforce:
Users can set this for themselves for each campaign, or use the middle option to set a default for themselves that says "everything I capture will go to this one Campaign in Salesforce regardless of the LeadIQ List."
As Admin, you can use the top option to set a team-wide default that says "ignore what my users have set for themselves and assign everything they capture to this single campaign".
If you have any questions about integrations, you can reach out to the LeadiQ Support Team by clicking Submit a Request at the top right of this page.