Contact and Opportunity Field Mapping Options

Introduction

Salsa's integration with Salesforce allows you to manually configure how data maps between Engage Supporters and Salesforce Contacts as well as how custom donation data syncs from Engage to Opportunities in Salesforce. This document describes these mapping options and how to configure them.

Locate these field sync details in the Salesforce menu on the left side of your screen, under the Settings tab.

Two separate mapping sections allow for mapping...

• Contacts ↔ Supporters Field Mapping—This mapping control is under Contacts subsection as seen in the image above.
• Activity → Opportunity Custom Fields Mapping—This mapping control is under Opportunities subsection as seen in the image below.

Each section contains different field mapping capabilities.

Contacts ↔ Supporters Field Mapping

As the arrow indicates, this integration runs in both directions.

Standard Fields

Standard Supporter fields map automatically to Salesforce once the integration is connected to the Salesforce account. However, initial and ongoing sync rules may need to be adjusted to suit your business needs, on the Field Mapping screen.

Supporter Custom Fields

The Salsa Engage-Salesforce sync allows users to map standard and custom fields on the Salesforce Contact record to Engage Supporter fields. However, Salesforce allows for more custom field types than Engage allows. You may not need to sync all custom fields. All Salesforce Contact custom fields show up in the Mapping UI, but you may not need to map all Engage fields. This allows users to create Engage custom fields on the fly without auto-mapping and polluting Salesforce with extraneous, marketing-only data. As a result, there is a certain order to follow.

1. Create the field in Salesforce.
2. Navigate to your Salesforce page by clicking the blue button on the left side of Engage.
3. Click the Settings tab.
4. Under the Contacts section, in the Field Mapping area, click the pencil icon next to the number of Supporter fields mapped to Salesforce. 
5. Make sure the field shows to be available for sync.
6. There are multiple options:
   • <Create New Field> in Engage to sync with the Salesforce field.
   • Map to an existing field in Engage. This option allows the user to search for an existing field in the system and sync with it. Only compatible Salsa Engage field types displays in the list, i.e., for the Date/Time Salesforce field, only Date/Time Engage custom fields are shown.
   • Do Not Sync with any field in Engage.
     

Initial Sync Rules

Data managers may want to configure and maintain different rules for how data is handled between the initial and subsequent syncs. The initial sync rules apply when an Engage Supporter is automatically matched with a Salesforce Contact.

• Use Salesforce Value, Unless Blank — If Salesforce is blank, then update Salesforce with value in Engage. If Salesforce is not blank, sync will overwrite Engage value with the existing Salesforce value.
• Always Use Salesforce Value, Even if Blank — Engage overwrites with what’s in Salesforce, even if the field is blank in Salesforce.
• Use Engage value, unless blank — If Engage is blank, then update Engage with value in Salesforce. If Engage is not blank, sync will overwrite Salesforce value with Engage value.
• Always Use Engage Value, Even if Blank — Salesforce overwrites what is in Engage, even if the field is blank in Engage.
• Disabled — No data will synchronize for this field.

Ongoing Sync Rules

These ongoing sync rules represent how the integration between Salesforce and Engage should handle data in these fields for every sync after the initial sync. Ongoing sync rules apply when updates are made in either system on an already synced Salesforce Contact and Engage Supporter:

• Use Latest Value — Update Salsa Engage and Salesforce using the latest data found in either system.
• Use Salesforce Value, Unless Blank — If Salesforce is blank, then update Salesforce with value in Engage. If Salesforce is not blank, sync will overwrite Engage value with the existing Salesforce value.
• Always Use Salesforce Value, Even if Blank — Engage overwrites what is in Salesforce, even if the field is blank in Salesforce.
• Use Engage Value, Unless Blank — If Engage is blank, then update Engage with value in Salesforce. If Engage is not blank, the sync will overwrite Salesforce value with Engage value.
• Always Use Engage Value, Even if Blank — Salesforce overwrites what is in Engage, even if the field is blank in Engage.
• Create Update Entry in Salesforce — (Standard Fields Only) Changes made in Engage create an entry in the Supporter Update Queue in Salesforce.
  • Rule Logic:
    1. Updates in Engage are NOT applied to the Salesforce contact until the user decides what to keep between the update and what exists in Salesforce.
    2. Updates to fields in Salesforce with this rule are applied to Engage upon sync.
  • How to find/use the Salsa Engage Updates:
    1. Click on the App launcher in Salesforce.
    2. Search for “Salsa Engage Updates.” Any pending updates are listed. Click into the record and any fields that need review is highlighted yellow.
       
  • When Update is Applied: After you decide how an update should be applied to a field, the result will sync back to Engage on the next synchronization.
• Disabled — No data will synchronize for this field.

Activity Custom Fields → Opportunity Custom Fields

The Salsa Engage-Salesforce sync allows users to map additional, custom information within Engage Activity Custom Fields to your Salesforce Opportunity. The fields that are available to sync depend on the form to which they relate. Activity Custom Fields must be related to Fundraising, P2P, Event, or General-type custom fields. General-type custom fields are available on all forms so they're available for each.

NOTE: the sync is only in one direction—from Engage Custom Fields to Salesforce Opportunities.

1. Create the custom field in Salesforce.
2. Navigate in Engage to your Salesforce settings by clicking the blue button on the left side.
3. Click the Settings tab.
4. Under the Opportunities section, in the Field Mapping area, click the pencil icon to edit.
   
5. Click a tab to map how each field should map for each activity type: Fundraising, Events, or Peer-to-Peer. For donations received through Engage Fundraising forms, custom opportunity fields in Salesforce can be mapped to either Fundraising or General-type custom fields.
   • • For donations received through Engage Events, custom opportunity fields in Salesforce can be mapped to either Event or General-type custom fields.
     • For donations received through Engage Peer-to-Peer Events, custom opportunity fields in Salesforce can be mapped to either Peer-to-Peer or General-type custom fields.
       
6. To create a new mapping, find the Salesforce field and select from a list of compatible Engage fields for that form type.
   
   
   
   • For any field, you can also create a new field in Engage by choosing the "create a new field" option for the desired field type. When new Engage Activity Custom Fields are created, they will mimic the type of field being copied from Salesforce. For example, if you create a new "picklist" field based on a field from Salesforce, the new Engage field will contain the same choices as the original Salesforce field.
   • You may create a distinct mapping for each form type. For example, if you don't want certain fields to map for a particular form type, you can leave it set to Do Not Sync for that form type while mapping it for a different form type. So, if you create a Message to the Project Team field that you only want to use on Peer-to-Peer forms, you can set it to Do Not Sync on Fundraising and Event Forms.

Troubleshooting

If, for example, you add to a picklist in Salesforce, the integration will recognize that the Opportunity field has become unsynced with the Activity Custom Field. You will see a warning icon on the Settings tab and on the corresponding Activity Type tab. You will also receive instructions how to resolve the issue.