Salesforce Integration

The Salesforce integration keeps your partner programme and your Salesforce org in step. Journeybee leads, deals, partners and partner contacts sync to Salesforce Leads, Contacts, Accounts and Opportunities, and changes made in Salesforce flow back. Everything is driven by your own field mapping, so you decide exactly which Salesforce objects and fields are involved.

Where to find it: Go to Settings, then Integrations. Salesforce sits under the CRM section.

Who can use this: Connecting and configuring the integration is admin-only. Once it is connected, anyone on your team sees the Salesforce links and linked opportunities on leads, deals, partners and contacts.

Before you start

You need a Salesforce user with API access and permission to read and write the objects you want to sync (Lead, Contact, Account, Opportunity). The connection runs as that user, so anything they cannot see or edit will not sync.
Have your Salesforce URL to hand if you use a My Domain or a sandbox, for example https://acme.my.salesforce.com or https://acme--sandbox.sandbox.my.salesforce.com. You can paste a Lightning URL, because Journeybee converts it to the matching login host automatically.
You will be asked to install the Journeybee managed package into your org as part of connecting. It adds the identifier fields Journeybee uses to link records, so the install is required.
Set up your partner stages, deal stages and custom fields first. The configuration screen maps against whatever exists at the time, and re-opening the page picks up anything you add later. See Stages and Custom Fields.

Connecting Salesforce

Go to Settings, then Integrations, and click the Salesforce card.
Optionally fill in Salesforce URL. Leave it empty to use the standard Salesforce login; enter your My Domain or sandbox URL to connect that org instead. Only Salesforce addresses are accepted, and anything else falls back to the standard login host.
Click Connect. You are sent to Salesforce to authorise Journeybee. Sign in with the user the integration should run as.
After you authorise, Salesforce opens the package install screen for the Journeybee managed package. Install it for the users who need it. The package adds the Journeybee identifier fields to Lead, Contact, Account and Opportunity, and these hold the link between each Salesforce record and its Journeybee record, so do not delete or restrict them.
Back in Journeybee, open the Salesforce card under Settings, then Integrations, and go to Configure to set up your mapping. Nothing syncs until you do.

The configuration screen

The Salesforce configuration page has four areas in its sidebar:

Integration: the connection itself, plus Remove Integration if you ever need to disconnect.
Configure: all sync settings, field mappings and stage mappings, grouped into sections.
Import: load records from Salesforce and bring partners or deals into Journeybee.
Manage: back to all integrations.

Each section shows a status of Not configured, Configured or Changes pending, and mapping sections show how many of their mappings are complete. Use the search box and the Only unmapped filter to work through a long list, then save. Changes apply to future sync activity, not retrospectively.

Partner sync settings

This section tells Journeybee how to recognise a partner in Salesforce and how to avoid creating duplicates.

Select the Account field that identifies a partner in Salesforce: pick a picklist or checkbox field on Account and the value that marks partner accounts, for example Type = Partner.
Account unique field for matching: set per partner type, including distributor. Pair a Journeybee partner field with a Salesforce Account field so an existing account is matched instead of duplicated.
Select a unique Salesforce Contact field to prevent duplicate Partner Contacts from being created: pair Email, First Name, Last Name or Phone Number with the equivalent Contact field.
Should we create a new Salesforce Account as a Partner if we don't find one? Choose Yes to have Journeybee create the account when no match is found, or No to leave it alone.

Lead and deal sync settings

One-way creation sync to Salesforce: new Journeybee leads and deals create records in Salesforce, but later Journeybee edits do not change them. Salesforce changes still sync back. Notes are not affected.
Wait for Salesforce Lead conversion: Journeybee creates only the Salesforce Lead and waits until someone converts it in Salesforce before creating or linking the Contact, Account and Opportunity. After conversion it updates the records Salesforce created rather than making new ones.
Sync sent-referral leads with Salesforce and Sync sent-referral deals with Salesforce: both off by default. Leads and deals you have sent out to a partner stay out of Salesforce unless you turn these on.
Auto-create leads from partner associations in Salesforce: a Salesforce Lead that has a partner account in your configured Lead partner association field creates a lead in Journeybee, even if nothing was linked before. Requires the Lead partner association to be mapped.
Auto-create deals from partner associations in Salesforce: the same for Opportunities associated with a known partner, where Journeybee creates the lead and the deal. Requires the Opportunity partner association to be mapped.
Choose how the integration should interact with existing objects: Link to existing objects, Link to existing objects with no attached partner, or Do not link to existing objects. This governs whether a match on your unique fields is adopted or a new record is created.
Unique field for matching: set per partner type for Contact, Account, Lead and Opportunity, pairing a Journeybee field with a Salesforce field.
Sync on Lead Status: restrict sync to leads with the statuses you tick (New, Converted, Rejected). Deals follow their lead's status. Leave it empty to sync every status. Converted is the status shown as Accepted on the Leads page.
Lead note sync direction and Deal note sync direction: Journeybee to Salesforce only (the default), or do not sync notes.

Field mapping

Field mapping is what actually turns sync on. A Salesforce object is only created or updated if you have mapped at least one field for it, so map only the objects you want involved.

Salesforce Partner Fields: Journeybee partners to fields on the partner Account.
Salesforce Partner Contact Fields: partner contacts to Contact fields, being First Name, Last Name, Email, Phone Number and Position/Job Title.
Salesforce Contact Fields and Salesforce Account Fields: Journeybee lead details to the prospect's Contact and Account.
Salesforce Lead Fields: Journeybee lead details to the Salesforce Lead object.
Salesforce Opportunity Fields: deal name, deal value, commission value, expiration date and deal custom fields.

Custom fields appear alongside the standard ones, filtered to the partner types they belong to, and only Salesforce fields of a compatible type (and that your connected user can write to) are offered.

Status and stage mapping

Salesforce Partner Stages: choose an Account picklist field, then map each Journeybee partner stage to one of its values.
Salesforce Lead Status: map New, Converted and Rejected to your Salesforce Lead statuses. There is also a special Converted (Lead was converted in SF) option, so a lead converted natively in Salesforce marks the Journeybee lead as accepted.
Salesforce Opportunity Stages: map each Journeybee deal stage, per partner type, to an Opportunity stage.

Partner associations

These settings write the partner on to the synced Salesforce records so your team can see where a deal came from. Each is optional:

Account, Lead and Opportunity Partner Association: the field on that object that holds the partner account's record ID.
Account, Lead and Opportunity Partner Contact Association: the field that holds a contact ID. Journeybee links the partnership's primary contact.

What syncs and when

Journeybee to Salesforce happens within seconds of a change. Rapid edits are batched into a single write, so you get one clean update rather than a burst.
Salesforce to Journeybee runs on a schedule, every 15 minutes. Each run picks up Salesforce records changed since the last run that carry a Journeybee identifier field, plus any records caught by the auto-create settings.
Notes sync one way, from Journeybee to Salesforce. A note is attached to the Salesforce record as a file called Journeybee Note.
Auto-create is capped per run, at up to 500 leads and 50 deals, so a large backfill catches up over several runs rather than in one go.

Importing existing Salesforce data

Partners

In Partner Import Settings, pick the Salesforce Account field and value that identifies your partners, then choose the Partner Type for this import. Only one type can be imported at a time.
Open the Import tab and load records. Journeybee lists the matching accounts with their Salesforce contacts, and you choose which to bring in.
Start the import. Each account becomes a Journeybee partner, with its selected Salesforce contacts added as partner contacts and the Salesforce IDs stored so future changes stay linked.

Imported partners are created as offline partners, so no portal invitation is sent. Invite them from the partner page when you are ready. See Partner Contacts.

Deals

Map your Opportunity stages first, so imported deals land in the right pipeline stage.
Under Partners to Import Deals For, select the partners whose opportunities you want. The list shows how many unimported opportunities each one has.
Run the import. Journeybee creates a lead and deal for each opportunity, and marks the lead as accepted. Deals that already exist but are missing their link fields are repaired rather than duplicated. An opportunity whose Salesforce stage is not one you have mapped is skipped, so map every stage you expect to import. If you have mapped no Opportunity stages at all, deals are imported on your default Journeybee stages instead.

Only one deal import can run at a time per connection, and your selection is cleared when the import starts so a retry never re-imports the same opportunities.

Working with Salesforce from Journeybee

Open in Salesforce: leads, deals, partners and contacts show a Salesforce link that takes you straight to the matching record in your org.
Salesforce owner: a lead or deal shows the owner of its Salesforce record, and you can search your Salesforce users and set the owner without leaving Journeybee.
Linked opportunities: a lead lists the opportunities on its Salesforce account or contact and marks the ones already connected. Use Create deal from CRM to link an existing opportunity, and Journeybee stamps the lead on to it and pulls it in as a deal on the next sync.

Troubleshooting

Nothing is syncing at all. Check the section you expect to sync actually has field mappings saved. An object with no mapped fields is never created or updated.
A banner says Salesforce needs reconnecting. The connection's refresh token has expired or been revoked, and sync is paused until it is restored. Admins also get an email. Open the Salesforce card under Settings, then Integrations, and connect again. This clears the flag and sync resumes on the next run.
Records are rejected as duplicates. When a Salesforce duplicate rule blocks a create, Journeybee links to the matching record of the same object instead of creating another one. A cross-object match, such as Salesforce's standard Contacts-versus-Leads rule, cannot be linked, so that record is skipped. Resolve it in Salesforce or adjust the rule.
Writes fail on required fields or validation rules. Salesforce rejects the write if a required field is empty, a validation rule fails, or the connected user lacks access to the field. Map the missing field in Journeybee, or relax the rule for the integration user.
Changes in Salesforce take a while to appear. That direction is on a 15-minute cycle. Also check the Salesforce record still has its Journeybee identifier field populated, because clearing it unlinks the record.
A converted Salesforce Lead stopped updating. Once a Lead is converted, Salesforce makes it read-only. Journeybee keeps syncing to the Account, Contact and Opportunity created by the conversion instead.
Sent referrals are missing from Salesforce. The two sent-referral toggles are off by default. Turn them on if you manage sent referrals in your own pipeline.
The connection went to the wrong org. Remove the integration and connect again, this time entering your My Domain or sandbox URL on the connect form.

Good to know

Salesforce uses OAuth2. Journeybee stores the connection at company level, so it does not matter who reconnects it later, as long as they are an admin.
Everything is opt-in. A setting you leave blank simply means that behaviour is off: no fields are written and no records are linked by default.
Partner sync covers referral, reseller and distributor partners. Lead and deal mapping applies to referral and reseller partner types.
The Journeybee identifier fields added by the managed package are how records stay matched. Keep them on the objects and readable by the connected user.
Removing the integration stops all syncing but leaves your Journeybee records, and the Salesforce records, exactly as they are.
For the other tools you can connect, see Integrations.