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Setting Up a Salesforce Integration User for Elements Sync
Setting Up a Salesforce Integration User for Elements Sync

Which Salesforce permissions are required to run the sync.

Jim Martin avatar
Written by Jim Martin
Updated over a week ago

As a Salesforce Administrator logged in to your org, you can connect Elements to that Salesforce org using your Salesforce credentials using the Connect Org feature in Elements. This works well for the initial setup of Elements.

However, our recommended practice is to use an “Integration User” account in Salesforce for continued synchronization to Production orgs, if not sandboxes as well.

This document describes the setup of a dedicated Salesforce account for this purpose. You can use an account that supports Elements plus other integrations, but that set up is beyond the scope of this document.

Article outline

  • Prerequisites

  • Setup Salesforce

    • Create the Integration User profile

    • Create the Elements Sync permission set

    • Create the Integration User account and assign permissions

  • Setup Elements

    • Configure Elements to Sync using the new Integration User

Prerequisites

  • Elements is provisioned and the org connection has been established using a Salesforce Admin account.

  • Elements managed package v5.0 or greater is installed on each connected org. (Limited mode does not require the managed package - see below.)

  • Salesforce administrator understands how to create, edit, and apply permission sets, permission set licenses, and permission set groups.

Setup (Salesforce Administrator tasks)

Create the Integration User profile

  • Clone the Minimum Access - Salesforce built-in profile

    • Use a name that follows your naming practice, for example “Integration-Elements”.

Create the Elements Sync permission set

These steps are presented in the order viewed when Enhanced Profile features are enabled under User Management Settings. Please set this feature if necessary in order to continue.

  • Create a new permission set for Elements sync.

    • Follow your naming practice, for example “System - Elements Sync”

    • Include a description

  • Save

  • Select App Permissions, Edit, then enable the following permissions in the

    Flow and Flow Orchestration Section:

    • Manage Flow (syncing Flows)

  • Save and Confirm

  • Select System Permissions, Edit, then enable the following permissions in the
    System Section: (Take care here - if you make a mistake, it is best to cancel and start again.)

    • API Enabled (use Salesforce APIs)

    • Author Apex (sync Apex Classes and Apex Triggers)

    • Manage All Private Reports and Dashboards (sync Private Reports and Dashboards)

    • Run Reports (sync Reports and Dashboards)

    • View All Custom Settings (sync Custom Settings)

    • View All Data (summarize record information, record counts - no data is transferred)

  • Scroll to the Users Section and enable:

    • Manage Sharing (sync Sharing Rules and Restriction Rules)

    • View All Users (user provisioning from Salesforce to Elements)

  • Save and Confirm

* Enabling a permission may automatically enable additional dependent permissions - DO NOT disable any of these.
* View All Data also enables Object Permissions
* Why we use each permission is shown in (parentheses).

Create the Integration User account and assign permissions

  1. Create a new user account following your naming practice.

  2. Assign an administrator’s or a shared email account to receive messages.

  3. Assign a Salesforce license and the new profile that you created, then Save. (Note: The “Salesforce Integration” license type cannot be used for Elements sync.)

  4. Select Permission Set Assignments, Edit Assignments, then enable the following:

    1. Elements Admins (from the Elements managed package.)

    2. System - Elements Sync (or your new permission set as created above.)

      Note: If your Salesforce org has features governed by Permission Set Licenses (PSL), you may get a message that one or more PSLs for an object must be assigned to your Integration User. Review the PSL Assignment screen details and assign PSLs that cover objects not part of core CRM. An example would be Field Service Lightning.

  5. Save

  6. Complete the account setup via the verification email. Create (and securely store) the account password.

  7. Logout, then login to Salesforce as the new integration user. Do not associate a phone number to the account - use email verification.

Setup (Elements tasks)

Once the Integration User is set up in Salesforce, the Elements Org Connection must be updated to use these new credentials.

Configure Elements to Sync using the new Integration User

  • Logout of all Salesforce sessions.

  • Login to Salesforce with the integration user account again and ensure that no login dialogs pop up. If a dialog appears, complete it, logout, then login again.

  • Login to Elements.cloud as a Space Admin.

  • Select Salesforce Orgs, then highlight the org to be updated.

  • In the right panel, select the “gear” icon, then click Refresh next to the Authentication UserId.

  • Select the "gear" icon again to check that the Authentication UserId was changed to your integration user id.

  • Elements will now sync to Salesforce with the Integration User credentials.

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