When creating a Zap with the Salesforce app, you will be asked to sign in to Salesforce to connect an account:
Next, you will be prompted to select the Salesforce Environment you want to connect to via your account. Most users should choose ‘production’ as their environment.
Alert: If you select ‘sandbox’ and your account does not support a sandbox environment, you will receive the following message: ‘Please check your username and password. If you still can't log in, contact your Salesforce administrator.‘
Then, log in to your Salesforce account (unless you are already logged in, you will automatically be redirected to the next step).
Select ‘Allow’ to grant Zapier the necessary permissions to perform the Zap.
If all steps were successful your Salesforce account will now be successfully connected for you to continue setting up your Zap.
If you've used our older Salesforce integration, now renamed Salesforce (Legacy), you’ll notice the new Salesforce integration has a different set of triggers and actions and a new search option. Our goal was to be “object agnostic” and allow you to easily create Zaps around the objects you use. In this vein, all of the action/trigger/searches are built around records, and you then specify the object where the record exists (or will exist!). There are also two new features for you to take advantage of:
We now support triggers for record updates (and these can be scoped down to specific fields in a record with the Updated Field in Record Trigger.
You can use SOQL to build more complex search queries in the "Find Record by Query" action
Here is a general mapping between the triggers/actions/searches of the new Salesforce integration and what those were in the previous Salesforce (Legacy) version:
New Record: New Opportunity, New Custom Object, New Lead, New Contact, New Campaign, New Case, New Event, New Note, New Account, New Task, New Folder
Standard objects are objects included with Salesforce such as account, contact, lead, opportunity, and other common business objects. You can think of an object as a database table.
Custom objects are specific to your company or Salesforce account. Custom objects are denoted with a trailing __c in the key, as seen below with Zapier_Partners__c.
Records are individual instances of an object and all associated data, such as ‘Zapier’ the account, ‘John Doe’ the contact, or ‘Jane Doe’ the lead. You can think of a record as a single row in the database table.
The New Outbound Message trigger uses Salesforce workflows and workflow rules, which allows you to set the filtering criteria on the Salesforce side for when you want your Zap to fire.
Please note to use this trigger, your Salesforce account must support workflow rules.
To setup this trigger, please follow these steps:
Create a Zap using Salesforce’s "New Outbound Message" trigger. This will automatically generate a webhook URL you can use when setting up the Salesforce workflow for this trigger.
In Salesforce, create a new workflow rule which matches the set of conditions that will trigger the outbound message to be sent out. This is the set of conditions that will trigger your Zap and save the workflow.
In the example below, the workflow will trigger when a lead’s status is set or updated to Closed - Converted.
Add an Immediate Workflow Action by selecting 'New Outbound Message' from the Add Workflow Action dropdown:
This will bring you to the ‘Configure Outbound Message’ page. You'll need to enter the Webhook URL from your Zap's Trigger field (from step 1) in the 'Endpoint URL' field. Also select the fields you want sent to your Zap; these will be the fields available to you when mapping fields to actions in your Zap. Once you're happy with your setup, click 'Save'.
Confirm your Outbound Message was added to Immediate Workflow Actions by clicking 'Done'.
Lastly, activate the workflow by clicking 'Activate'. A check should appear next to the ‘Active’ field. Alert: Your Zap will not work if the associated workflow is not activated.
To update an object with another object, you'll need to use the "Update Record" action. From there, when customising your Action step, be sure to select your 'Salesforce Object' along with 'Record to Update'.
Tip: If you're going to be dynamically updating either or both of these fields each time the Zap runs, you'll need to use a custom value.
If it's the case that you can't find a field that exists within your object, try using the Create Object action instead.
You can also view or modify your objects and relationships within Salesforce, you can do so using the Schema Builder if you're having trouble seeing it in the Zap editor.
Salesforce allows a user to have 5 access tokens authorized to one Salesforce account to all third-party applications, including Zapier. After those 5 access tokens are generated, older tokens are automatically revoked without notification. This does not mean you're limited to only having five total Zaps using the Salesforce integration, just number of Connected App Access across all the third-party apps you use.
Sometimes when you add custom fields or objects in Salesforce, there is a delay between when they will appear in the Zap editor. To fix this with a trigger you can scroll to the bottom of the Salesforce Object menu and select to reload and bring in new choices.
If you are dealing with actions, here's a couple steps that may help:
Hard refreshing the page (Shift+F5 on a PC or CMD+Shift+R on a Mac) a couple times
Click ‘Refresh fields’ at the bottom of the Zap step
Copy that Zap and edit the copied version to see if the fields appear
Recreate the Zap from scratch
Wait a while longer, sometimes it takes a little while for the cache to refresh with those fields
This is a somewhat common class of errors for Salesforce, which might manifest itself when working inside the Zap Editor or when receiving automated alert emails. Timeout errors indicate that Zapier's request to Salesforce took too long to get an answer.
Timeout errors can be caused by any number of things:
Lots of data in your Salesforce Account, specifically of the type you're trying to access. (think: enterprise level)
Your object contains many computed fields
Ephemeral outages or Salesforce API issues. Check our API Status Board for possible issues.
Most of the time these errors are transient and you need to wait. If the error happened on a trigger for a Zap that is turned on (ie. Salesforce as a trigger), you can safely ignore it (we will automatically recover this scenario). If the error occurred on the action step for a Zap that is turned on, you can attempt to replay failed Tasks within our Task History interface.
This usually means that a Salesforce admin has restricted updates or insertions on that particular field(s) listed in the error message. You’ll need to contact your Salesforce admin to get the necessary permissions for the action.