Nimbata’s Salesforce integration automatically sends call data to Salesforce, so you can capture caller details and track which marketing sources drive phone leads. When a caller is not in Salesforce yet, Nimbata creates the records you choose, such as a Lead and an Event. When the caller already exists, it updates the record it finds. A workflow decides which calls are sent.

The integration works through the Salesforce API only: there is no package to install in your org. You connect by signing in to Salesforce and approving the Nimbata Salesforce App.

Before you start

Plan
Agency, or a Nimbata trial
Permissions
Salesforce, under Integrations, in your Nimbata role
  • A Salesforce org with API access: Enterprise, Unlimited, Performance or Developer Edition. Professional Edition works only with the API add-on.
  • A Salesforce user to connect with, in the environment (production or sandbox) you want calls in. The user needs the API Enabled permission, and create and edit access to the objects Nimbata writes to (for example Leads and Events).
  • The Nimbata project whose calls you want to send: the integration is set up per project.

Connect Salesforce

  1. Open the Salesforce integration

    Go to Integrations and click Go to integration on the Salesforce tile (1), or go straight to Integrations > Salesforce.

    Integrations

    Salesforce
    Sync your call activity automatically and view all information directly within the CRM.
    Open the Salesforce tile (1).

  2. Connect your Salesforce account

    • Click Connect (1). A Salesforce sign-in window opens.
    • Sign in with your Salesforce credentials. To connect a sandbox, click Use Custom Domain on the Salesforce sign-in page and sign in through your sandbox’s domain (or sign in at test.salesforce.com).
    • Approve the access Nimbata asks for (see What Nimbata can access below).
    • A confirmation message appears once connected, and the page shows the Salesforce user you connected with and whether you are on the Production Environment or a Sandbox Environment. To change the environment, disconnect from Salesforce first.

    Salesforce

    Sync your call activity automatically and view all information directly within the CRM.

    Connect1
    Salesforce Settings 1

    Caller not found

    0 actions configured

    Caller found

    0 actions configured

    Click Connect (1) and sign in to Salesforce.

What Nimbata can access

Nimbata connects with Salesforce’s OAuth sign-in, so you enter your password on Salesforce’s own page and Nimbata never sees it. Salesforce’s approval screen lists exactly three permissions:

Permission What Nimbata uses it for
Access the identity URL service Reads the connecting user’s email, to show on the integration page who connected Salesforce.
Manage user data via APIs Searches your phone fields for the caller’s number, and creates or updates the records your setup maps.
Perform requests at any time Keeps the connection working with a refresh token, so calls are sent after you close the window.

Nimbata does not ask for full access, and it reads and writes only through the Salesforce API, with the access of the user who connected.

Configure Salesforce

Click Set up Salesforce to add a setup, such as Salesforce Settings 1. Each setup has two sections: Caller not found, what Nimbata creates when the caller is not in Salesforce, and Caller found, what it does with the record it finds when they are. To send different calls to Salesforce in different ways, add another setup; each workflow picks the setup it sends.

  1. Map your fields

    • Nimbata loads the objects and fields of your Salesforce org, standard and custom.
    • Under Caller not found, choose the object to create, for example Lead. Click + Add object to add another, such as an Event linked to the new Lead.
    • Map the Nimbata call fields to the Salesforce fields, or click Use Default Config to fill in the recommended mapping: a new Lead and an Event that logs the call.

    Caller not found

    Choose what to create when the caller is not already in Salesforce.

    Create
    Lead✕
    Company
    Nimbata✕✕
    Last Name
    Lead✕✕
    Lead Source
    nSource Type✕✕
    Phone
    nCaller ID✕✕
    Status
    Open - Not Contacted✕✕
    Create
    Event✕
    Description
    Tracking Number:✕nTracking Number Friendly Name✕✕
    Add objectUse Default Config
    Caller not found: a new Lead with its fields mapped, then an Event.

  2. Choose how existing callers are matched

    For every call, Nimbata searches all the phone fields in your Salesforce org for the caller’s number. If it finds a record, it runs your Caller found actions on it; if not, it runs your Caller not found actions and creates the records.

    In the Caller found section, answer the two matching questions first:

    1. Which entity to enrich (1), when the Caller ID is found in more than one object: Contact, Lead, Account or All.
    2. How to handle duplicates (2), when the same Caller ID is found more than once in one object: Handle first, Handle all or Ignore all. With Ignore all, Nimbata skips the call whenever the caller matches an existing record, even a single one, and doesn’t create a new record either.

    Then use the Update tab to choose the fields to update on the matched record. Use Default Config here adds an Event that logs the call on the matched record.

    Caller found

    Choose what to update when the caller already exists in Salesforce.

    If a Caller ID is found in multiple objects, which entity should be enriched?

    ContactLeadAccountAll
    1

    When the same Caller ID is found multiple times within the same object, how would you like our app to handle the call event?

    Handle firstHandle allIgnore all
    2
    Add objectUse Default Config
    Choose the entity to enrich (1) and how to handle duplicates (2).

What you can send

You can map any Nimbata call field, for example:

  • The caller: Caller ID, Caller Name, City, State and Country.
  • The call: Start Time, Call Duration, Call Outcome, Tracking Number, Tracking Number Friendly Name, Tags, Value and Notes.
  • Where the call came from: Source Type (the tracking source), UTM Source, UTM Medium, UTM Campaign, the landing page and the click IDs (Google Ads Click ID, Facebook Click ID, Microsoft Click ID).
  • The conversation: the recording link (Rec Link), the Transcription and the AI Summary. These have a value only when your plan and your workflows record, transcribe and summarize the call.

Test the integration

  1. Send a test event

    • Click Send Test and Save. A test panel opens with the call fields your setup uses.
    • Fill in the test data fields, and click Send event. Include a Caller ID: if it is already in Salesforce, Nimbata runs your Caller found actions, otherwise your Caller not found actions.
    • The panel shows a result for each record, with its Salesforce ID, for example “Lead created successfully. ID: …”.

  2. Check the records in Salesforce

    The test writes real records to your org, such as a test Lead and an Event. Open them by their IDs to confirm the fields are mapped as you expect, and delete them when you are done.

  3. Save the setup

    Click Save.

Send calls with a workflow

Nimbata sends a call to Salesforce when a workflow with a Salesforce action runs for it. Both inbound calls (to your tracking numbers) and outbound calls (placed by your team) can be sent. A workflow that runs when a call ends, with no filter, sends every call, and its filters (for example 1st Time Caller (1yr), call outcome or tracking number) narrow it down. Form submissions and SMS are not sent to Salesforce.

  1. Create a workflow

    Go to Workflows, click Create and choose From Scratch. Keep the Inbound Call trigger, or choose Outbound Call, with Call Ends, and add any filters you need.

  2. Add the Salesforce action

    Click the + plus sign, select Perform action, and choose Salesforce under Integrations. Pick your setup under Select configuration (1), then click OK.

    Pick the Salesforce setup to send (1), then click OK.

  3. Enable the workflow

    Click Enable (1).

    Salesforce callsWorkflow is valid.
    Enable1
    Trigger Enrollment
    Inbound CallOutbound CallForm SubmissionSMS Received
    A customer calls your tracking number
    Fires whenCall StartsCall EndsUser Updates Property
    Action group1
    SalesforceSalesforce Settings 1✕
    Add another action
    Finish
    The workflow sends every inbound call to Salesforce when it ends. Click Enable (1).

Detailed guide: Create a workflow

Check it worked

The Salesforce page now shows the workflow that uses the integration. Place a test call to one of your tracking numbers: once it ends, the record appears in Salesforce.

Salesforce

sam@harborpine.example

Sync your call activity automatically and view all information directly within the CRM.

Used in 1 workflow

Events are sent when an inbound call ends.

Manage workflows+ Create
Salesforce Settings 12 actions configuredSalesforce calls
The page shows Used in 1 workflow, and the setup lists the workflow that sends it.

🎉 Done! Nimbata sends call data to Salesforce for every call your workflow sends.

Disconnect Salesforce

  • In Nimbata: open the Salesforce integration and click Disconnect in the page’s three-dot menu. Nimbata deletes the Salesforce tokens it holds for the project and stops sending calls.
  • In Salesforce: disconnecting in Nimbata does not withdraw your approval in Salesforce, so revoke it there too if you want the app’s access gone. As the connecting user, open your personal Settings, enter Connected Apps in the Quick Find box, select Connected Apps (or OAuth Connected Apps), and click Revoke next to Nimbata Salesforce App. A Salesforce admin can revoke it for any user under Setup > Connected Apps OAuth Usage.

Once access is revoked in Salesforce, Nimbata can no longer reach your org, and no calls are sent until you connect again.

Troubleshooting

Salesforce says “API is not enabled”

Your Salesforce org or user has no API access, which the integration needs.

  • Check your edition: Enterprise, Unlimited, Performance and Developer Edition include the API. Professional Edition needs the API add-on.
  • Check that the connecting user’s profile or a permission set grants API Enabled.
  • Then click Connect (or Reconnect) again.

The connection fails, or Salesforce shows a redirect error

  • Close the Salesforce window and click Connect (or Reconnect) again from the Salesforce integration page, so the sign-in starts from Nimbata.
  • Sign in to the environment you want: the regular login for production, or Use Custom Domain for a sandbox.
  • Approve the three permissions on Salesforce’s approval screen. If you deny them, Nimbata cannot connect.

The Salesforce tile says Disconnected

Nimbata has lost its connection to Salesforce. Your Salesforce settings are saved, but nothing is sent until you reconnect: open the integration and click Reconnect in the red Disconnected. banner.

Integrations

SalesforceDisconnected
Sync your call activity automatically and view all information directly within the CRM.
A disconnected integration shows a red Disconnected badge on its tile.

An older connection stopped working after a new one

Salesforce allows up to 5 active approvals of the same app for each Salesforce user. If you approve it a sixth time with the same Salesforce user, Salesforce revokes the oldest approval, and the connection that used it stops working. Reconnect the one you need, or connect with a different Salesforce user.

Records go to the wrong Salesforce environment

The environment button at the top of the page shows Production Environment or Sandbox Environment. It cannot be changed while connected: disconnect from Salesforce in the page’s three-dot menu, then connect again and sign in to the other environment.

Send Test and Save is greyed out

  • Connect Salesforce first: the button stays off until the integration is connected.
  • Map at least one field under Caller not found or Caller found.
  • If the test answers “Please provide a valid caller id”, fill in the Caller ID box in the test panel.

Calls are not reaching Salesforce

  • Check that a workflow with a Salesforce action is enabled, and that its filters let the call through.
  • Check that the workflow’s Salesforce action uses the setup you configured, under Select configuration.
  • Check that the Salesforce tile does not say Disconnected.
  • Send a test from Send Test and Save to see the error Salesforce returns.