1.Overview

Using GF Integration with Salesforce, you can sync your gravity form submissions over salesforce without any hustle. The plugin allows you to map all the gravity form fields accurately with the Salesforce object fields. The plugin includes feed settings to help you easily map the fields (feed is the set of rules that define how to map the form fields and salesforce object fields). The pro plugin comes with various interesting features as well. The pro of Salesforce-GF integration plugin allows you to:  
  1. Allow sync between Salesforce and gravity forms using a global app or your own app .
  2. Map phone and mobile fields.
  3. Associate accounts with contacts.
  4. Associate contacts with other Salesforce objects.
  5. Enable instant sync.
  6. Use bulk sync to transfer all the historical data over Salesforce.
  7. Use the manual sync option to manage the synced entries.
  8. Sync attached files with gravity forms over Salesforce fields.
  9. Append notes with the form field.
To activate and start using the GF Integration with the Salesforce plugin, make sure you have all the prerequisites ready.

2. Setup Prerequisite

In order to set up the plugin, you need to have the following checklist ticked off:

  1. Install and activate gravity forms.
  2. An active salesforce account.
  3. For plugin compatibility, install the MWB GF integration with Salesforce plugin version 1.0.1.

3.Gravity Forms

*  (Note: If you already have the Gravity Forms plugin installed, you can skip this step.)

1. Once you have purchased the Gravity Forms plugin, in your WordPress dashboard, go to Plugins→ Add New→ Upload Plugin. Upload the plugin file and click on the Install button.

 

2. Again, in your WordPress dashboard, go to Forms→ License Key. Enter the license key in the space provided. Click on the Next button.

3. Select the respective radio button to Keep background updates enabled or Turn off background updates. Click on the Next button. 

Select the Global settings as per your choice and click on Next.

4. Your installation is complete now. Click on the Create A Form button to start creating forms for your WordPress site.

5. Click on Create A Form to start creating your forms. Add the Form Title and Form Description in the space provided respectively.


6. Select from the right panel, the type of fields you want to add. The available options are- Standard Fields, Advanced Fields, Post Fields, Pricing Fields. Fill in the field name and other details provided in the respective added fields.

7. Once you are done adding the fields, click on the Create Form button and your form will be published.

4.Installation

To install the GF Integration With Salesforce plugin, follow the steps mentioned below:

  1. Install and activate the free MWB GF Integration With Salesforce.  
  2. Buy the premium GF Integration With Salesforce plugin.   
  3. In your WordPress Dashboard, navigate to Plugins > Add New > Upload Plugin.
  4. Select the plugin zip file from the downloaded files in your system. 
  5. Click on the Install Now.
  6. “Plugin installed successfully” will be displayed once the installation process is complete. Click on the Activate Plugin button.
  7. You can access the plugin settings by clicking on Forms→ Salesforce in your WordPress dashboard.

5.Getting started with Gravity Forms and Salesforce

Note that you must have a Salesforce account to get started by connecting your account.

1. Go to Forms→ Salesforce→ Connect Your Account.

2. If you do not have a Salesforce account, click on the link- Create A Free Account.  If you have already created an account, you can proceed to connect your account.

3. You can connect your account using two methods: global app, and custom app.

 

4.1 Using the Global App

4. Click on the Authorize button.

5. You will be redirected to the Salesforce login page. Sign in with your Salesforce credentials. Click on the View Dashboard button and you can start using the integration plugin.


4.2 Using Custom App

6. Make sure that REST API is enabled in the Salesforce edition while creating the account

 7. To set up the app, in your Salesforce account, go to Setup→ Platform Tools→ App→ App Manager→ New Connected App.

 

 8. Fill in the entries for Basic Information.

9. Tick the checkbox to Enable OAuth Settings. Now, copy the callback URL from the integration plugin and paste it into the Salesforce App creation. Select relevant scope such as Access and manage your data and Perform requests on your behalf at any time. Click on the Save button. Your app will be created.

10. Now, you can connect the app with the plugin using two methods- Web method and REST API. 

4.3 REST API method:

11. In your WordPress dashboard, click on the corresponding radio button to select authorization through the REST API method. Click on the Authorise button. Login to your Salesforce account in the new window that you will redirect to and you are good to go.

 12. Turn on the Use Custom app toggle if you do not wish to use the global app.


13. Go to the app in your Salesforce dashboard and copy the Consumer Key and Consumer Secret to fill them in the respective fields one by one. 


4.4 Web Method:

14. In your WordPress dashboard, click on the corresponding radio button to select authorization through Web-to-Lead or Web-to-Case method.

15. For organization ID, in your Salesforce dashboard go to Setup→ Settings→ Company Information. Find the Organization ID from here.

16. Enter your Salesforce domain with HTTPS (for e.g. https://example.salesforce.com) in the Salesforce Domain field. Your Salesforce domain will be the URL for your Salesforce account.

 17. Finally, click on the Authorize button. Now that the connection is authorized, you can click on the View Dashboard button to proceed. You can click on the refresh icon to refresh the access token instantly. The dashboard also allows you to Re-authorize or Disconnect. It will display the number of Gravity Forms that are synced so far.

 

6.Feeds

1. Using the feeds settings, you can add as many feeds as you wish to. 

2. Besides, adding the feeds, you can also decide which feed needs to be active using the toggle button for created feeds. 

3. You can also view the feeds for a particular gravity form using the options listed in the dropdown menu in the top right corner under feed settings.

5.1 Add New Feed

1. In your WordPress dashboard go to
Forms→ Salesforce→ Feeds→ Add New.

2. You can add a title for the feed. Select the gravity form you want to create the feed for. Now choose the Salesforce object where you want to send your gravity form entries.

3.  Note: While creating feeds In the Web-to-Lead & Web-to-Case integration method, the admin can sync only two types of objects- Lead and Case

4. For Standard Value, you can directly select the Salesforce object field you want to sync the gravity form field with.

5. For Custom Value, use the placeholders from the dropdown menu to create a custom entry for any Salesforce object field. 

For example, if you want to sync First Name and Last Name from a GF entry to the ‘Name’ object field in your Salesforce account. Select placeholders for ‘First Name’ and ‘Last Name’ with space in between. Similarly, you can customize values for any object field.

6. To sync more fields, click on Add New Field and continue mapping form fields with Salesforce module fields as described above.


5.2 Primary Field:

You can select a Primary Field from the mapped fields. This allows you to update all the data for an entry made by the user corresponding to the selected primary field. 

 

5.3 Conditional Statements:

1. Enable Condition Filter from Conditional Statements if needed. Using this setting, you can trigger the feed for defined conditions.

2. You can use the AND filter. When each of the conditions defined is satisfied by the form submission, it will be synced.

3. When you use the OR filter, if any of the defined conditional statements are satisfied, the sync will be triggered.

 

5.4 Associate Accounts:

(* Note: You can associate accounts with contact object fields using this premium plugin.)


1. Go to
Forms→ Salesforce→ Feeds→ Feed with contact/ lead as object Edit→ Associate Accounts.

2. Turn on the toggle switch to Enable to associate account under the Associate account setting.

3. Choose from the dependent feeds in the dropdown. You can also create a new dependent feed by Clicking on the Add New button.

4. This will redirect you to the window to map the associated account object fields with the form fields. This associated feed can be triggered only and only when the parent feed will be triggered. 

5. Another option is to select an existing account from the given dropdown menu. It has a list of all the accounts existing in the Salesforce accounts object.

 

5.5 Add Notes:

Notes & attachments can be used in every object. In the case of contacts, the admin can associate contacts with accounts. 

1. Go to Forms→ Salesforce→ Feeds→ Add New/ Edit existing feed→ Add Notes.

2. Turn the toggle on to Enable to add notes over Salesforce CRM under Add Notes section. 

3. Using the dropdown, choose one or more options from the form fields data to add notes. 

4. Use a question mark to separate the title from the entry note.

5. Select to send the notes data to either Notes list or Notes & Attachments list.


5.6 Associate campaign: 

Note: You can associate one or multiple campaigns with contacts using this premium plugin.

1. Go to Forms→ Salesforce→ Feeds→ Feed with contact/ lead as object Edit→ Associate campaigns.

2. Turn on the toggle switch to Enable to associate campaign or Enable this to associate to multiple campaigns as per your convenience under the Associate campaign setting.

3. Refresh and select the campaigns from the options listed in the dropdown menu.

4. Select member status and click on the Update button.


5.7 Add Lead Source & Lead Status:

Note: You can add lead source and lead status for feeds created for leads object using this premium plugin.

1. Turn on the toggle switch to Enable to add Lead Source. Select from the options listed in the dropdown- Web, Phone Enquiry, Partner Referral, Purchased List, Other.

2. Turn on the toggle switch to Enable to add Lead Status. Select from the options listed in the dropdown menu: Open – Not Contacted, Working- Contacted, Closed- Converted, Closed- Not Converted

 

5.8 Add Attachments

1. Switch on the toggle switch to Enable to add attachments over Salesforce CRM.

2. Make sure you are using the ‘file upload’ field from the advanced settings in your gravity forms. 

3. Or, go to Forms→ Select form to edit→ Advanced Settings→ File Upload. Define file upload settings from the GF backend and you are ready to allow your users to upload attachments. 

7. Settings

1. To be able to view the logs of the sync gravity form submissions over your Salesforce account, Enable logs settings.

2. Go to Dashboard→ Forms→ Salesforce→ Settings.

3. Turn on the toggle button for Enable logs from here.

4. If you enable the toggle button for the Plugin Data setting, all the data saved in the plugin will be deleted once you uninstall the plugin.

5. You can also enable Email notification to get notified right in your inbox in case of any incidents of errors. Enter the email address to which you want the error notifications to be delivered, in the metabox provided in this setting.

4. Set the number of days after which the log will be deleted automatically in the metabox provided for Delete logs after N days.

5. Enable Manual Sync from the settings tab using the toggle button. You can now manually sync your gravity form entries by following the steps described in the next subheading.

6. Enable Instant Sync using the toggle button. Each form submission will be instantly synced over your Salesforce account once the entry is made if this setting is enabled.

7. Click on the Save button.

 

7.1 Manual Sync Using Entries

1. Go to Forms→ Entries→ Select the form to view the entries. You can find a particular entry using the encircled filter based on any form field.

 

2. Select an entry you want to edit and sync manually. Click on View to open or edit the form entries. Click on the Edit button to update the form fields. Click on the Update button once you have made all the necessary changes. 

3. If you want to add a quick note with the submission, you can enter it in the space provided and click on the Add Note button. Tick the checkbox to sync the entry notes to Salesforce CRM.

4. This is where you can sync the form entry manually. Simply click on the Send to Salesforce button to send the updated submission to your CRM object fields. You can click on the Logs button to see the details of synchronization.

8.FAQ's

Yes, the ‘Enable Email Notification’ option in the Settings tab section allows the admin to receive an email if the data entry data from the gravity form entry is not submitted and an error response comes from Salesforce.

To enable email notifications, make sure the ‘Email Notification’ option is toggled on. Just below there is a box for entering the admin’s email address. Enter the email address where you’d want to receive error messages and click the Save button.

Yes, you can do this either by creating a new account or by linking an existing one. To get the functionality set up and running, simply turn on the Enable Association toggle button and choose the account that needs to be associated from the dropdown menu in the Select Account option.

Customers can easily attach a file to a Gravity Form entry by using the attachment field. Users may easily send documents, photos, and other assets using the attachment box in Salesforce CRM.

Simply turn on the Enable Attachment toggle button to allow attachments and record images to be included in the GF entries.

Yes, A tag is an identifier that a CRM user can apply to any given submission, entry, or record in order to facilitate sorting, filtering, or segmentation inside CRM records.

If you want to simply organize your GF submissions in Salesforce CRM, you can use the plugin’s tags feature. If you want to append tags along with your feed, you are just required to add a tag to the specified entry or can add multiple tags separated by a comma.

The primary field is introduced in the Salesforce CRM data streams to avoid data redundancy.

Simply select one of your form fields that need to be converted to CRM data from the drop-down menu as your primary field.

Make sure “Do not allow duplicate values” is checked in Salesforce CRM’s property settings on to the Salesforce CRM to avoid multiple records of submissions.

Yes, Make sure you activate your plugin license before performing any data synchronization process. As soon as you purchase the PRO plugin from the site, you receive an activation code along.

No, you need to have it by yourself. Gravity Forms is a premium WordPress plugin and it is not available for free in the WordPress Plugin Directory. So, it is needed for you to have the Gravity Forms plugin purchased and installed to use our GF Integration with Salesforce plugin.

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