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Configure Salesforce Push Settings

Article author
Dustin Nathaniel Keys
Updated

Overview

Once you connect Salesforce to Apollo, you can configure how Apollo pushes data from Apollo into Salesforce.

Check out the following sections to configure push settings for contacts, leads, accounts, deals, and activities.

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Configure Push Settings

Window of Opportunity

Did you know? After you enable the Salesforce integration on a paid Apollo plan, there's a 6-hour window to configure push and pull settings and map fields. This gives you time to properly configure the integration. During this time, you can't manually pull records. After 6 hours, Apollo automatically enables syncing.

To configure the Salesforce integration push settings:

  1. Launch Apollo and click Settings > Integrations > Salesforce.
  2. Click Contacts, Leads, Accounts, Deals, or Activities, then click Sync.

Contacts and Leads

 
Setting Details

Salesforce integration push settings only affect net new contacts saved in Apollo or imported to Apollo from a CSV file. Apollo pushes any updates to your existing contacts automatically, regardless of push settings.

If you use leads in Salesforce, you can only associate contacts with leads and not accounts. However, you can let Apollo infer accounts for you in pull settings, as well as push all Apollo contacts to Salesforce leads at any time.

  1. Check Push contacts to push any newly created or updated contacts to Salesforce. When you push a new or updated contact, Apollo also pushes its account, if it isn't already in Salesforce. After enabling, click Push all Apollo contacts to push all your existing contacts.
Push contacts option enabled and highlighted on the Salesforce contacts sync page
 
Push Details

When you request a net new contact in Apollo and push it to Salesforce:

  • If the associated account isn't already in Salesforce, Apollo pushes the account too. This overrides your account push settings.
  • If the contact matches multiple existing accounts in Salesforce, Apollo randomly chooses which account to sync the contact to. For example, if you save John Smith from Cloud Cave, Inc. as a contact in Apollo, but Salesforce has multiple Cloud Cave, Inc. accounts, Apollo randomly assigns John Smith to one of the accounts.
  1. Choose how you want to push new records. You can automatically push all contacts, or push new contacts based on certain stages. If you choose to push at certain stages, select the stages.

Dropdown fields highlighted for push options and stages on Salesforce contacts sync page

  1. Next, select whether to create contacts as contacts or leads in Salesforce.

Dropdown to select contacts or leads on Salesforce contacts sync page

  1. Set a source for contacts synced from Apollo to Salesforce. The default source is Apollo.

Source selection for new contacts synced to Apollo

  1. (Optional) Check Push contacts and leads with guessed emails to push contacts with guessed emails to Salesforce. Contacts in Apollo may have verified, guessed, or unavailable email addresses. This setting only affects pushing a contact's email — not the contact itself.
  2. If you've already synced duplicate records from Salesforce to Apollo, there are two sync settings to remove them:
    • Contacts deletion sync: Check to delete duplicate records in either Apollo or Salesforce. When enabled, Apollo automatically deletes any Apollo records linked to deleted Salesforce records, and vice versa.
    • Contacts merge sync: Check to merge duplicate records in Salesforce. When enabled, Apollo automatically merges any Apollo records linked to merged records in Salesforce.

Advanced sync duplicate merge settings for contacts

  1. When finished, click Save.

You have now configured Salesforce integration push settings for contacts or leads.

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Accounts

  1. By default, Apollo pushes new accounts to Salesforce. Uncheck Push accounts to change this setting.

Push accounts option highlighted on the Salesforce accounts sync page

  1. Choose how you want to push new records. You can automatically push all new accounts, or push new accounts based on certain stages. If you choose to push at certain stages, select the stages.

Dropdown fields highlighted for push options and stages on Salesforce accounts sync page

  1. Select a source field for accounts, and enter a value. The default value is Apollo.

Source selection field on the Salesforce accounts sync page

  1. If you've already synced duplicate records from Salesforce to Apollo, there are two sync settings to remove them:
    • Account deletion sync: Check to delete duplicate records in either Apollo or Salesforce. When enabled, Apollo automatically deletes any Apollo records linked to deleted Salesforce records, and vice versa.
    • Account merge sync: Check to merge duplicate records in Salesforce. When enabled, Apollo automatically merges any Apollo records linked to merged records in Salesforce.

Advanced sync options highlighted on the Salesforce accounts sync page

  1. When finished, click Save.

You have now configured Salesforce integration push settings for accounts.

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Deals

To configure push settings for deals:

  1. Check Sync Salesforce deals with Apollo to actively sync pipeline and deal information bidirectionally when Apollo detects a change in either platform.
    • When enabled, Apollo pulls all Salesforce deal information and uses Salesforce as the source of truth for any previously synced deals.
    • If you deactivate this setting at any point, Salesforce deal information remains in Apollo, but Apollo no longer actively syncs with Salesforce.
  2. (Optional) If you prefer not to use bidirectional sync, check only Pull opportunities to sync only Salesforce opportunities into Apollo.
  3. (Optional) If you prefer not to use bidirectional sync, check only Push deals to only push new and updated deals from Apollo to Salesforce.

Sync deals options enabled and highlighted on the Salesforce deals sync page

  1. (Optional) Check Hide my deals to hide deals pulled from Salesforce to Apollo. When enabled, synced deals won't appear in Apollo, but automations could still update deals in Salesforce.
  1. When finished, click Save.
You have now configured push settings for deals.

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Activities

 
Good to Know

To avoid sync failures, enable push settings for contacts, accounts, or deals before you sync activities.

When you enable push settings for activities, by default Apollo pushes activities to both contact and account profiles in Salesforce.

You can push the following activities from Apollo to Salesforce:
 
Careful with that Click

Use caution with Push emails even if the sender or recipient doesn't exist, Push all calendar events, or customizing title templates for push events. Enabling these features may result in the creation of contacts in Salesforce that you don't expect to see.

Emails
  1. Check Push emails then select the type of email to push:
    • Push outgoing emails sent within Apollo
    • Push outgoing emails not sent within Apollo
    • Push incoming emails that are replies to emails sent within Apollo
    • Push incoming emails from all other sources
    • Push internal emails
    • Push emails even if sender or recipient doesn't exist in Salesforce
Options for pushing emails highlighted on the Salesforce activities integration page
 
Internal Email Details

What's an internal email? Internal emails are communications between the domains of the connected mailboxes on your Apollo account. Non-corporate domains, such as gmail.com, aren't considered to be internal.

  1. (Optional) Click Email advanced settings to customize the email title template.
  2. (Optional) Click Email push exclusion filter to filter the emails that are synced to Salesforce.
Email push exclusion filter button highlighted
 
Exlude Who?
The email push exclusion filter may be useful to filter out email communications with external contacts that are sensitive or irrelevant, such as with board members or third-party contractors.
  1. Enter specific email domains, email addresses, or subject line keywords to create email exclusion rules. You can create incoming or outgoing email exclusions by setting From and To rules.
Email push exclusion filters with OR logic highlighted
 
The Mechanics of Mail Exclusion

Each email domain, email address, and subject line you add on a rule works with AND logic. If you filter emails from "ymail.org" with the subject line "Confidential," Apollo only filters emails from ymail.org — and not emails from other domains with the subject line keyword "Confidential."

Apollo doesn't filter by CC or BCC in emails.

Toggle AND or OR to control how a rule applies to both the From and To values:

    • AND: Only emails that match both from and to criteria will be filtered.
    • OR: Emails that match either from or to criteria will be filtered.
  1. Click Confirm.
  2. When finished, click Save.
You have now configured push settings for emails.

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Notes

  1. Check Push notes to push notes from Apollo to Salesforce.
  2. When finished, click Save.

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Tasks

  1. Check Push tasks to push notes from Apollo to Salesforce.
  2. (Optional) Click Tasks Advanced Settings to customize the title template you use when you push tasks data to Salesforce.
  3. When finished, click Save.

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Calls

  1. Check Push calls to push calls made in Apollo to Salesforce.
  2. Click View Advanced Settings to customize the title template you use when you push call data to Salesforce.
  3. When finished, click Save.

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Meetings / Events

  1. Check Push meetings to push meetings scheduled in Apollo to Salesforce.
  2. (Optional) Check Push all calendar events to push events where participants don't exist in Salesforce.
  3. When finished, click Save.

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Conversations

  1. Check Push meeting summaries to push conversation summaries as an activity / note to an associated deal or opportunity.
  2. When finished, click Save.
 
Deals Required

To push meeting summaries to HubSpot, enable and use deals on Apollo.

You have now configured Salesforce integration push settings for activities.

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Push Records Manually

You can manually push records to Salesforce during a people search or company search.

 
Manual Mode

If you manually push records, you override any push settings you have configured. This means that Apollo will push a record to Salesforce regardless of contact stage restrictions or other limits you enabled in push settings.

To manually push records to Salesforce:

  1. Launch Apollo and click People or Companies.
  2. Use the checkboxes to select at least 1 prospect or company, then click Salesforce > Push to Salesforce.

Push to Salesforce option highlighted for a record on the People search page

You have now manually pushed a record to Salesforce.

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