Salesforce Help & Support

  • How to Get Started with Salesforce on Zapier
  • Tips and Tricks with Salesforce triggers and actions
  • Popular Things To Do With Salesforce
  • Common Problems with Salesforce on Zapier

How to Get Started with Salesforce on Zapier

When creating a Zap with the Salesforce app, you will be asked to sign in to Salesforce to connect an account:

Click to connect Salesforce

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.

Salesforce Select 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).

Salesforce Login

Select ‘Allow’ to grant Zapier the necessary permissions to perform the Zap.

Salesforce Permissions

If all steps were successful your Salesforce account will now be successfully connected for you to continue setting up your Zap.

Salesforce Successful Connections

Changes from previous Salesforce integration

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:

  1. 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.
  2. 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
  • Updated Record: Updated Opportunity
  • Updated Field on Record: Closed Opportunity
  • Create Record: Create Contact, Create Lead, Create Custom Object, Create Campaign, Create Opportunity, Create Event, Create Case, Create Note, Create Task, Create Case Comment, Create Account, Create Document
  • Update Record: Update Opportunity, Update Lead, Update Custom Object, Update Contact
  • Find Record: All searches and writes

Tips and Tricks with Salesforce triggers and actions

Overview

How Salesforce objects and records work with Zapier
Using the new outbound message trigger
Using the find object by query search
Updating an object with another object
I want to select more than one value from the dropdown field
Create a link to your Salesforce objects


How Salesforce objects and records work with Zapier

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.

Salesforce Custom Objects

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.


Using the new outbound message trigger

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:

  1. 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.
    Salesforce Webhook URL
  2. 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.
    Salesforce Configure Workflow Rule
  3. Add an Immediate Workflow Action by selecting 'New Outbound Message' from the Add Workflow Action dropdown:
    Salesforce Rule Converted Leads
  4. 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'.
    Salesforce Configure Outbound Message
  5. Confirm your Outbound Message was added to Immediate Workflow Actions by clicking 'Done'.
    Salesforce Edit Rules Converted Leads
  6. 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.
    Salesforce Converted Leads Activate
    You can read more about creating outbound messages on Salesforce here.

When you have completed these steps, you can return to setting up your Zap. This workflow will send an Outbound Message when your workflow’s criteria is met and trigger your Zap!


Using the Find Object by Query Search

Tips for building a SOQL WHERE clause for your search:

  • Confirm all fields included in your query have appropriate field accessibility and are not ‘hidden’.
  • Fields names do not have to be wrapped with quotes.
  • Field values should usually be inside single quotes (e.g. 'John Doe').
  • The double quote character (") should typically be avoided.

WHERE clause examples:

  • Name = 'John Doe' AND Status = 'Active'
  • Where can be a mapped field from a previous step.
  • CreatedDate 2011-04-26T10:00:00:08:00
  • Name LIKE 'A%'

  • Updating an object with another object

    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.


    I want to select more than one value from the dropdown field

    If you have a multi-select pick list field in Salesforce then you can select multiple items by using ; semi colon character between them like so:

    Alternatively if you're passing data from a previous step, you can use the Formatter to build a string with ; as the separator.


    Create a link to your Salesforce objects

    If you're trying to create a direct link to a specific record make sure you're including your prefix from your Salesforce domain to the respective object ID.
    image

Popular Things To Do With Salesforce

Common Problems with Salesforce on Zapier

Overview

Salesforce Setup
Connected app access limits to Salesforce
What Salesforce account types and editions are supported on Zapier?

Common Problems
Custom domains
How search actions work
Custom fields/objects not loading
My Zap keeps assigning a record or object to the same owner

Common Errors
Error: "This connection to Salesforce appears to no longer be working"
Error: "TotalRequests Limit exceeded"
Error: “DUPLICATE_VALUE”
Timeout errors
Error: “OAUTH_APP_BLOCKED"
Error: "we’re having trouble loading ‘Object’ data"
Error: "INVALID_FIELD"
Error: "INVALID_FIELD_FOR_INSERT_UPDATE"
Error: "FIELD_CUSTOM_VALIDATION_EXCEPTION"


Connected app access limits to Salesforce

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.

You can manage your connected apps access to directly in Salesforce and view your Zapier account connections which are called "Zapier CLI App".


What Salesforce account types and editions are supported on Zapier?

We support Sales/Support Accounts and any edition (including Essentials). Unfortunately, we don’t support Marketing Cloud accounts.


Custom domains

Unfortunately at this time Salesforce accounts using Custom Domains aren’t able to connect up to Zapier. We do support My Domains.


How search actions work

Salesforce search actions return the most recently created record that meets the search criteria, even if there are multiple records that match.


Custom fields/objects not loading

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

My Zap keeps assigning a record or object to the same owner

Check in your Salesforce account to see if there is a workflow rule/auto-assignment rule that's overriding it.


Error: "This connection to Salesforce appears to no longer be working"

If you run into this error this means your Salesforce account has exceeded the 5 connection app access limit. To resolve this, follow these steps:

  1. Review your connected apps in Salesforce to make sure you have a token that you can use with Zapier.
  2. Connect/reconnect your Salesforce account either within the Zap Editor or on your My Apps.

Error: "TotalRequests Limit exceeded"

This error means the number of times Zapier is allowed to ask Salesforce for data has been exceeded for your connected account, as there are Salesforce API Request Limits.

There are 2 ways Salesforce limits requests to their API:
1. Requests within a 20-second period (called "concurrent" requests)
2. Total API requests within a 24-hour period

To resolve you have a couple of options:

  • Upgrading to a Salesforce plan with more users and higher request limits will stop this error from occurring.
  • If you have Zaps using the Updated Record Triggers, you can consider using the Updated Field on Record Trigger to scope down the number of updates your Zap triggers on.
  • If you have Zaps using New/Updated Record Triggers, you can consider creating a Salesforce outbound message workflow and switching the Trigger to “New Outbound message”.

Error: “DUPLICATE_VALUE”

If you see this error, there may be a "Duplicate Rule" in place on your Salesforce account preventing Zapier from creating the record. Here is an example of a "Duplicate Rule" for Account objects:

Salesforce Standard Account Duplicate Rule

If the Actions are set to 'Alert', the rule will block these "fuzzy duplicates" from getting created and throw the "DUPLICATE_VALUE" error).

Unchecking the 'Alert' box will allow the "duplicate" to be created.

Salesforce's help docs cover more details on duplicate rules for standard objects and how to customize a duplicate rule.


Timeout errors

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.


Error: “OAUTH_APP_BLOCKED"

A Salesforce admin for your organization has blocked the Zapier integration from your account. To unblock, an admin will need to do the following:

  • Navigate to Setup > Manage Apps > Connect Apps OAuth Usage
  • Look for the 'Zapier' Connected App
  • If the "Action' button for the Zapier app says "Unblock", then this Connected App has been blocked.
  • To unblock Zapier, click the "Unblock" button
  • To proceed, review the dialog box that appears and click "OK"

Error: "we’re having trouble loading ‘Object’ data"

If you run into this error, this means we couldn't find new objects with the name "" or that we're currently not able to use this object type. You can report this to support.


Error: INVALID_FIELD"

Double check what type of field you're trying to update. It could be encrypted and isn’t able to be unencrypted. Salesforce has this help on how a Salesforce admin can unencrypt these fields .


Error: "INVALID_FIELD_FOR_INSERT_UPDATE"

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.


Error: FIELD_CUSTOM_VALIDATION_EXCEPTION"

Double check if one of the fields/objects has a custom validation rule. You would need to check that rule and ensure that the record we are creating through the Zap adheres to that rule.

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