Salesforce Integration: Steps and Requirements for Switching to a Generic Salesforce User

Hello Jotform Support

I am working as part of a project team from Barker and Scott consulting supporting NatureServe. They lost their Database Administrator. We are working with them to re-establish all of their integrations with Salesforce. We are looking to replace their departed user with a generic user. Can you please help us support them by answering the following questions:

Top Priority Question: We need to reconnect your integration to Salesforce using a new Salesforce User.  

a) What are the exact steps?  

b) Are there any configuration settings or follow-up steps (on your web portal or within Salesforce) that might need to be re-done after the switch? (The new User in Salesforce has the same permissions and so we are hoping this is an easy User account change.)

Question 2: How does the integration authenticate into Salesforce (such as via OAuth)?

Question 3: What direction is the sync? To Salesforce? From Salesforce? Both? Does the integration update records in Salesforce after it has created one? We want to ensure that we can merge records as needed and still maintain the link the integration has to the record.

Question 3a: If yes, how does your integration find its record within Salesforce? Does it use an ID field in Salesforce? Does it store the Salesforce Record ID on your server?

Question 3b: If yes, if we need to merge duplicate records, do we simply make sure your ID field value in Salesforce is preserved so that your integration can continue to update the latest record?

Question 4: Does your integration have/install a Managed Package (and what’s the latest link to it)?

Question 5: What Salesforce permissions does the app truly require: 

a) objects (create, read, update, delete - otherwise no access);

b) fields (read, edit - otherwise no access);

c) what "apps" and "systems" permissions?

Question 6: What OAuth Scopes does the app require?

Thank you so much for your assistance

Hi Melissa,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

Let me help you with your questions regarding reconnecting Jotform's Salesforce integration using a new Salesforce user.

1. Reconnecting Integration with a New Salesforce User:

1. Open your form in Jotform Form Builder.
2. Go to the Settings tab, then select Integrations.
3. Find Salesforce integration and click it.
4. In the Connected Account section, click the three dots icon and select Change Account.
5. Confirm the change and select the new Salesforce user account with the same permissions.
6. Save the integration.

No additional configuration or follow-up steps are typically needed if the new Salesforce user has the same permissions.

2. Authentication Method: Jotform integrates with Salesforce using OAuth authentication, where you authenticate and authorize Jotform to access Salesforce data.

3. Sync Direction and Record Updates: The integration can create or update Salesforce records from Jotform submissions. It supports both creating new records and updating existing ones based on matching rules you configure.

3a. Record Identification: The integration finds records in Salesforce using matching fields (such as email) and can store Salesforce Record IDs to update the correct records.

3b. Handling Merged Records: To maintain the integration link after merging duplicates, ensure that the Salesforce Record ID used by the integration is preserved in the merged record.

4. Managed Package: Jotform's Salesforce integration is available via the Salesforce AppExchange as a managed package. You can add Jotform from AppExchange to have a Salesforce button on your forms for easy mapping.

5. Required Salesforce Permissions:

• Objects: Create, read, update, and delete permissions on relevant Salesforce objects.
• Fields: Read and edit permissions on the fields mapped to your form.
• Apps and System Permissions: Permission to access the Salesforce API and integration features.

6. OAuth Scopes: The app requires OAuth scopes that allow it to create, read, update, and delete Salesforce records as per the permissions above.

If you want detailed steps on creating or updating records, managing duplicate rules, or setting up API-only users for integration, I can provide those as well.

Give it a try and let us know how it goes.