Learn how set up your team's Salesforce instance to ingest information from objects for use with Nooks Sequencing and push and update records in Salesforce as appropriate.

Background

The Nooks <> Salesforce integration uses OAuth to connect. All permissions are inherited from Salesforce roles. Users will only be able to see or interact with objects or records that they’re able to see or interact with in Salesforce. Access to the Salesforce API is required to use the Nooks integration.

Nooks Sequencing requires an admin user to connect and those credentials will be used for global settings. Each individual user will connect Salesforce via individual authentication and that connection will be used for activity logging for that user.

Each user will need to have API access in Salesforce.

Access & Permissions Required for the Salesforce Integration

Nooks requires both an admin connection with Salesforce as well as connections from individual users.

Nooks will use an admin-level connection via OAuth to read objects and fields for use within Nooks. 

Nooks will use each user’s individual-level authentication via OAuth to create records in Salesforce. API access is required for all users.

Setup Steps

Step 1: Connect Salesforce in Nooks via OAuth

1. As an Admin user within Nooks, click on the Settings in the bottom left corner of the page. From the menu, select Integrations, then select Connect Salesforce.

   

2. You will be taken to the authentication page for Salesforce. Enter the Salesforce credentials you'd like to use to authenticate.

3. Return to the Nooks browser tab and refresh to confirm a successful connection.

Step 2: Install the Nooks Connected App in Salesforce

Begin by installing the Nooks Connected App in your Salesforce instance.

1. As an admin in Salesforce, open Salesforce Setup (gear icon).

2. In the Quick Find Box, search "Connected Apps". Click Connected Apps OAuth Usage.

3. Locate Nooks in your list of Connected Apps, then press Install on the right-hand side of the Nooks row.

After installing the Nooks Connected App, you can optionally customize how users in your Salesforce instance are able to connect to Nooks.

1. In the Nooks row of the Connected Apps OAuth Usage page, press Manage App Policies.

2. Inside the Nooks Connected App, press Edit App Policies.

3. Under OAuth Policies, find the Permitted Users setting. Configure it to your organization's needs.

   1. [Salesforce Default] All users may self-authorize: Allows all users in the org to authorize to Nooks after successfully signing in.

   2. Admin approved users are pre-authorized: Allows only users with the associated profile or permission set to access Nooks. After selecting this option, manage profiles for the app by editing each profile's Connected App Access list in Salesforce, or manage permission sets for the app by editing each permission set's Assigned Connected Apps.

   3. This Salesforce help article contains additional information on managing OAuth access policies for a Connected App in Salesforce.

Step 3: Create fields in Salesforce

To sequence prospects from Nooks Sequencing, fields will need to be added to the specified objects in Salesforce.

Contact and Lead Objects

• Nooks Active in Sequence

  • Object: Lead and Contact

  • Field Type: Checkbox

  • Field Label: Nooks Active in Sequence

  • API Field Name: nooks_activeinsequence__c

  • Unique: No, allow duplicate values

  • External ID: No

• Nooks Current Sequence Status

  • Object: Lead and Contact

  • Field Type: Text

  • Field Label: Nooks Current Sequence Status

  • API Field Name: nooks_currentsequencestatus__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 255

• Nooks Current Sequence Name

  • Object: Lead and Contact

  • Field Type: Text

  • Field Label: Nooks Current Sequence Name

  • API Field Name: nooks_currentsequencename__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 255

• Nooks Current Sequence Step

  • Object: Lead and Contact

  • Field Type: Text

  • Field Label: Nooks Current Sequence Step

  • API Field Name: nooks_currentsequencestep__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 255

• Nooks Sequenced By

  • Object: Lead and Contact

  • Field Type: Lookup Reference

  • Relationship: User object

  • Field Label: Nooks Sequenced By

  • API Field Name: nooks_sequencedby__c

Task/Activity Object

• Nooks Sequence Name

  • Object: Task

  • Field Type: Text

  • Field Label: Nooks Sequence Name

  • API Field Name: nooks_sequencename__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 255

• Nooks Sequence Step Name

  • Object: Task

  • Field Type: Text

  • Field Label: Nooks Sequence Step Name

  • API Field Name: nooks_sequencestepname__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 64

• Nooks Recording URL

  • Object: Task

  • Field Type: URL

  • Field Label: Nooks Recording URL

  • API Field Name: nooks_recordingurl__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

• Nooks Call Result

  • Object: Task

  • Field Type: Text

  • Field Label: Nooks Call Result

  • API Field Name: nooks_callresult__c

  • Unique: No, allow duplicate values

    • Not case sensitive

  • External ID: No

  • Field Length: 255

• Nooks Prospect Number Dialed

  • Object: Task

  • Field Type: Phone Number

  • Field Label: Nooks Prospect Number Dialed

  • API Field Name: nooks_numberdialed__c

  • Unique: No

Step 4: Add or identify existing Task "Type" field and values for use with activity logging

You will need a picklist field on the Task object that can be used to distinguish different Nooks task types from one another. Alternatively, you can use existing an existing field (such as the Salesforce standard Task.Type field) and values that cover these areas:

1. "Email Sent"

2. "Email Received"

3. "Call"

4. "Generic" or "Other"

5. "LinkedIn"

6. "SMS"

Step 5: Map Salesforce Fields in Nooks for activity writeback

1. As an admin user or a user with the "Manage CRM Settings" permission: In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click into CRM Settings > Task Mappings. You will see the mappings for activities.

   

2. Call Tasks subtab: Map fields and values to be used when writing back call tasks.

   1. Recording URL

   2. Prospect Number Dialed

   3. Task Type = Call

   4. Step Name

   5. Sequence Name

   6. Disposition

3. Email Tasks subtab: Map fields and values to be used when writing back email tasks.

   1. Task Type (Outgoing) = Email Sent

   2. Task Type (Incoming) = Email Received

   3. Step Name

   4. Sequence Name

4. Basic Tasks subtab: Map fields and values to be used when writing back basic tasks/action items.

   1. Task Type = Generic or Other or Action Item

5. LinkedIn Tasks subtab: Map fields and values to be used when writing back LinkedIn tasks.

   1. LinkedIn Messages section

      1. Task Type = LinkedIn

      2. Step Name

      3. Sequence Name

   2. LinkedIn Connection Requests section

      1. Task Type = LinkedIn

      2. Step Name

      3. Sequence Name

6. SMS Tasks subtab: Map fields and values to be used when writing back SMS tasks.

   1. Task Type = SMS

   2. Step Name

   3. Sequence Name

Step 6: Map Salesforce fields in Nooks for Contact and Lead Sequencing data

In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click into CRM Settings. Use the Sequence Field Mappings subtab under the Contact Mappings and Lead Mappings tab to select the Contact and Lead fields into which Nooks will populate Sequencing data.

1. In the Contact Mappings tab > Sequence Field Mappings subtab: Populate field mappings for the following Contact fields:

   1. Actively Being Sequenced = field “Nooks Active in Sequence”

   2. Current Sequence Status = field "Nooks Current Sequence Status"

   3. Current Sequence Name = field “Nooks Current Sequence Name”

   4. Sequence Step = field “Nooks Current Sequence Step”

   5. Sequenced By = field “Nooks Sequenced By”

   

2. In the Lead Mappings tab > Sequence Field Mappings subtab: Populate field mappings for the following Lead fields:

   1. Actively Being Sequenced = field “Nooks Active in Sequence”

   2. Current Sequence Status = field "Nooks Current Sequence Status"

   3. Current Sequence Name = field “Nooks Current Sequence Name”

   4. Sequence Step = field “Nooks Current Sequence Step”

   5. Sequenced By = field “Nooks Sequenced By”

   

Step 7: Add creation field defaults for Accounts, Leads, and Contacts in Nooks

In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click into CRM Settings. Click into the Account Mappings, Contact Mappings, and Lead Mappings tabs to de

1. In the Account Mappings tab > Creation Defaults subtab:

   1. Under LinkedIn Company Mappings, select what LinkedIn data you want Nooks to write into Salesforce when creating new Account records from LinkedIn. Press Save LinkedIn Mappings (lower-right) when finished.

   2. Under Other Defaults, select fields to be populated with a default value when created by Nooks (e.g., "Source = Nooks). Press Save Configuration (lower-right) when finished.

      

2. In the Contact Mappings tab > Creation Defaults subtab:

   1. Select fields to be populated with a default value when created by Nooks (e.g., "Contact Source = Nooks"). Press Save Configuration (lower-right) when finished.

      

3. In the Lead Mappings tab > Creation Defaults subtab:

   1. Select fields to be populated with a default value when created by Nooks (e.g., "Lead Source = Nooks"). Press Save Configuration (lower-right) when finished.

      

Step 8: Configure your Workspace's SMS opt out fields

In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click into CRM Settings. Click into the Contact Mappings and Lead Mappings tabs, then the SMS subtab under each. Here, configure which field on the Contact and Lead objects Nooks should write to when a prospect opts out of SMS messages.

1. Click into the Contact Mappings tab > SMS subtab.

   1. Use the dropdown to select a field for Nooks to write SMS opt out status into.

      

2. Click into the Lead Mappings tab > SMS subtab.

   1. Use the dropdown to select a field for Nooks to write SMS opt out status into.

      

Step 9: Map data sync fields for Accounts, Leads, and Contacts in Nooks

In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click into CRM Settings to map Account, Lead, and Contact fields for use in filtering. These fields are used for filtering within the Accounts page and Prospects page, for Sequencing Automations, and for Template variables.

1. Click into the Account Mappings tab > Data Sync Mappings subtab.

   1. Click + Add Custom Field Mapping and select the Salesforce field you want to pull in.

   2. Once you’ve added the fields, click Save Mapping to save the page.

      

2. Click into the Contact Mappings tab > Data Sync Mappings subtab.

   1. Click + Add Custom Field Mapping and select the Salesforce field you want to pull in.

   2. Once you’ve added the fields, click Save Mapping to save the page.

      

3. Click into the Lead Mappings tab > Data Sync Mappings subtab.

   1. Click + Add Custom Field Mapping and select the Salesforce field you want to pull in.

   2. Once you’ve added the fields, click Save Mapping to save the page.

      

The data will be synced for newly mapped fields upon the next change to a record in Salesforce. For example, the next time an Account is modified, all fields will sync for that Account. Your Nooks representative can also manually initiate a full sync during deployment.

Step 10: Configure your Workspace's Advanced Settings

In Nooks Settings > All Settings, you'll find a section for Integrations. Under this section, click CRM Settings. Next, select the Advanced Settings tab to configure how Nooks should create new activities and prospects in your Salesforce instance.

Configure the following two settings:

1. Log Activities For

   1. Only Completed Activities (default): Nooks will only create Salesforce Task records for activities that have been completed in Nooks.

   2. All Activities: Nooks will create Salesforce Task records for Nooks activities as soon as they are created in Nooks. Nooks will create these activities as "open" Task records. When an activity is completed in Nooks, Nooks will update the "open" Task record to a "completed" Task record.

2. Create New Prospects As

   1. Contacts: Nooks will create Salesforce Contact records for prospects newly created via Nooks.

   2. Leads: Nooks will create Salesforce Lead records for all prospects newly created via Nooks.

FAQs

Is there a managed package to install?

No, there is no managed package to install at this time.

What records does Nooks create in Salesforce?

Nooks creates the following records in the following scenarios.

• Nooks creates Leads and Contacts when Sequencing if they do not already exist in Salesforce, depending on the settings you configure in your Nooks Workspace.

• Nooks creates Tasks for activities in Sequence.

• Nooks can create Accounts, if desired.

Nooks does not create the following records.

• Nooks does not create Opportunities.

Does Nooks create duplicate Contact/Lead records in Salesforce?

No. Nooks looks for existing Contacts or Leads before creating a new Contact record. Nooks will look for existing Contact records by comparing the following fields: “Email”, “Name”, “LinkedIn URL”. If a Contact does not already exist, Nooks will check for existing Leads via the "Email" field. If no existing Contact or Lead record is found, Nooks will create a new Contact or Lead record based on your Nooks Workspace settings. 

Who will be listed as the Created By user for records created by Nooks?

For Leads/Contacts, the user who is Sequencing the Lead/Contact will be used as the Created By user on the Lead/Contact record.

For Tasks, the user who is completing the activity will be used as the Created By and Assigned To (i.e., Task "Owner") user.

If a prospect is removed from a Sequence, what happens to Contact/Lead fields such as "Nooks Current Sequence Name"?

The field will be cleared.

If a person is in two Sequences at once, what is populated in Lead/Contact fields such as "Nooks Current Sequence Name"?

The field will be overwritten with the most recent Sequence information.

Is IP allowlisting required?

No. This is not needed.

Why would end-users run into an OAuth error when attempting to connect Nooks to Salesforce?

If users receive OAuth Error OAUTH_APPROVAL_ERROR_GENERIC when they try to connect their Nooks accounts to Salesforce, it can mean that the user attempting to log in does not have sufficient permissions to authorize or use the Nooks Connected App.

First, verify the the Nooks Connected App is installed in Salesforce.

1. As a Salesforce admin, launch Salesforce Setup (gear icon at the top-right of Salesforce).

2. In the Quick Find box, search "Connected Apps". Select Connected Apps OAuth Usage.

3. Locate Nooks in the list of your instances Connected Apps.

4. Verify that the Nooks Connected App is installed. If it is not currently installed, press Install in the "App Actions" column.

If the Nooks Connected App is installed, next verify that the policies your team have configured for the Nooks Connected App permit the impacted user to sign in.

1. Click Manage App Policies next to Nooks Connected App.

2. Click Edit Policies.

3. Review the Permitted Users policy.

   1. All users may self authorize: Any user in your Salesforce organization can approve and connect to the app during the OAuth sign-in flow.

   2. Admin approved users are pre-authorized: Only users with explicit access (through their Salesforce Profile or Permission Set configuration) can use this app. If this option is selected, verify that the impacted user's Salesforce Profile or Salesforce Permission Sets currently permit them to access the Nooks Connected App.