Create and Execute a Salesforce to VanillaSoft Batch Integration

Bath integrations are designed to allow any number of Salesforce objects to be simultaneously pushed to VanillaSoft. This kicks off an import process to add or update records in your designated VanillaSoft project. Batch integrations are triggered manually by an administrator, as opposed to real-time integrations which are triggered automatically through data signals.


Configuration

Due to the manual processing of bath integrations, there are not many configuration options to be concerned about.

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VS Integration Name: This is the display name of your integration for your reference. A placeholder name is generated for each new integration; this can be changed at any time. This field is mandatory.

VS Project Name: This displays the project that the integration points to. Each integration will reference a single project.

Update Only: When checked, it will prevent the integration from creating new records in VanillaSoft. It will only update existing records based on an update key match.

 

Select Campaign and Execute

A batch integration can be executed multiple times, using multiple campaign sources.

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Campaign Name: To execute a batch import, you need to select a Campaign. Any objects (Lead, Contact, Account, Opportunity) associated with the Campaign will be imported into VanillaSoft with the mappings specified. It may be necessary to create a new Campaign in order to house the data you wish to import.

Execute Batch Upload: This will send the selected Campaign to VanillaSoft to import. This is handled in the background by generating a .csv file that will be added to VanillaSoft's import queue. You can check the status of your import under the View Imported Contacts menu in your project.

 

Salesforce Lead to VanillaSoft Mapping

When a batch import is triggered, any Lead objects contained within your designated Campaign will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Several fields are mapped by default, but fields can be added or removed by clicking the Edit Mapping button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will always try to match based on the object's Salesforce ID first. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

2nd Key: If the system cannot find a match based on Salesforce ID, we will check the 2nd Key to try and find a match. Note that only email, phone, and custom fields can be used as a 2nd Key in VanillaSoft.

 

Salesforce Contact to VanillaSoft Mapping

When a batch import is triggered, any Contact objects contained within your designated Campaign will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Several fields are mapped by default, but fields can be added or removed by clicking the Edit Mapping button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will always try to match based on the object's Salesforce ID first. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

2nd Key: If the system cannot find a match based on Salesforce ID, we will check the 2nd Key to try and find a match. Note that only email, phone, and custom fields can be used as a 2nd Key in VanillaSoft.

 

Salesforce Account to VanillaSoft Mapping

When Contact objects contained within your designated Campaign are transferred to VanillaSoft, they can bring data from their parent Account object. This section allows you to define what data should be sent to VanillaSoft. Only Account Name is mapped by default, but fields can be added or removed by clicking the "Edit Mapping" button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Note on Update Key: Unlike other objects, Accounts do not possess an update key specific to them. This is because the update key for the Contact will be used instead for any Account data transfers. If a Contact match is found, the Account data will be written to that record.

 

Salesforce Opportunity to VanillaSoft Mapping

When an Opportunity is included in your batch import, any Opportunity data you have configured mappings for will be transferred to VanillaSoft. This section allows you to define what data should be sent to VanillaSoft. Only the Salesforce ID update key is mapped by default, but fields can be added or removed by clicking the "Edit Mapping" button.

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Salesforce Field: This is the object field in Salesforce that will be sent to VanillaSoft. You can see a full list of available fields once you click the Edit Mapping button.

VanillaSoft Field: This is the destination field in VanillaSoft that will be updated by the integration. When in Edit Mapping mode, you will be able to select the destination VanillaSoft field from a drop-down menu.

Default Value: This allows the specified value to be passed to a field in VanillaSoft in cases where the field is empty or blank in Salesforce.

Update Key: When data is sent to VanillaSoft, the system will try to match based on the Opportunity Salesforce ID. In any case where we find or create a record in VanillaSoft that didn't already have a Salesforce ID, we will pass it through to be used in future updates.

Note on Updates: Unlike other objects, Opportunities are always treated as update only - meaning if we cannot find a match based on Salesforce ID, no Opportunity will be created. This is because there can be multiple Opportunities associated with a record, but VanillaSoft will only store and reference one Opportunity at a time per contact record.


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