Salesforce self service integration guide

Grata sends selected company and contact data to Salesforce. You can also use Salesforce company matches and selected CRM Intel fields in Grata. Automatic updates follow the preferences and company mappings you select.

You must be a Grata account admin to set up a new integration.

If you need Grata admin access, contact the Grata customer success team.

You can connect Grata through either:

Using a System Admin account is the simpler option. Grata recommends a dedicated integration user.

A dedicated integration user keeps the integration’s API activity under one account. This gives Salesforce admins more visibility, traceability, and control over access.

The recommended setup combines:

The Salesforce user must have API access and the required read and write permissions. Delete permissions are not required.

If you choose a dedicated integration user, complete the following setup before you connect Salesforce to Grata.

Salesforce API Integration is the permission-set license. It is different from the Salesforce Integration user license selected when you created the user.

You can set stricter access at the individual-field level during this setup.

Read access to both Contacts and Leads is required, even if you select only Contacts or only Leads for syncing. Grata creates data according to the record selection you make during Grata setup.

You can now use this Salesforce user’s username and password to authenticate the connection from Grata.

For screenshots and the source procedure, see the Salesforce User & Permissions Guide.

Contact Grata if you need help with this setup.

If you are already signed in to Salesforce in the same browser, the Salesforce sign-in prompt may not appear.

If Grata shows a message that only account admins can set up integrations, select OK. Contact the Grata customer success team to request admin access.

Contact Grata Support if you have trouble connecting.

Use Records to Sync in the first setup step to choose whether to sync Accounts and Contacts or Leads.

When you sync Accounts and Contacts, Grata sends company data to Salesforce Accounts and contact data to Salesforce Contacts.

When you sync Leads, Grata sends company and contact information to a single Salesforce Lead record.

CRM Intel supports Leads. After a Lead is converted to an Account in Salesforce, Grata can still recognize that company as a match.

Before you configure Company Mapping, select the Salesforce Account record types to sync.

As a Grata admin, your selection controls which record types are available to non-admin users in your account. When those users sync a company, they can select only the record types you made available.

A company match does not prevent a separate record when the record types differ.

Select your CRM preferences before you configure the fields that Grata will populate.

Use Pull info from my CRM to let Grata check Salesforce for company matches.

This setting supports filters such as Show my companies, which shows Grata profiles that match companies in your CRM.

Leave this setting on. If you turn it off, the integration sends data only from Grata to Salesforce. Grata cannot index company matches from your CRM, which slows syncs.

Grata checks for matches weekly. If you have access to Auto-Update, you can change this frequency to daily or monthly.

Use Auto-Update Companies & Contacts in my CRM to run automatic data enrichment.

Select the records to update:

Grata enriches Salesforce data weekly by default.

If you have access to Auto-Update, select the blue calendar icon to change Auto-Update Frequency.

Automatic company updates follow your saved Company Mapping settings. Review the mappings and Replace settings before you use automatic updates.

Use Company Mapping to select which Salesforce Account fields receive Grata data during a sync.

An asterisk (*) identifies a required field.

If you do not map a Grata field to a Salesforce field, Grata does not send data to that Salesforce field.

Use this table to identify the data you want to sync and select a compatible Salesforce field type.

Bold types are recommended in the Salesforce field-types reference. Bold does not identify a required mapping.

Field type and destination field are separate requirements. For example, URL and Text are supported types for Company Domain, but you must still map it to Website.

The field names below follow the Salesforce field-types reference.

Use Replace to control how Grata updates each mapped company field.

Replace ON

Replace OFF

These settings also control which existing company fields automatic enrichment can overwrite.

For example, you can turn Replace on for Employee Headcount and off for a priority field. Grata can then update headcount without changing the priority field on an existing record.

Use Static Mappings to populate a Salesforce field with a fixed value each time a company syncs. The value does not depend on the data in the Grata profile.

For example, set Engagement Status to Not Started so that newly added companies start with that status in Salesforce.

Use Contact Mapping to select which Salesforce Contact fields receive data when you sync companies and contacts.

Contact Name is required. Map it to the Salesforce Full Name field. An asterisk (*) identifies a required field.

The Salesforce field-types reference lists these supported types. It does not mark recommended types for the contact rows.

Use the optional Job Titles filter to select the contact titles you want to sync.

Contacts that do not match the selected titles are excluded from the sync.

Use the contact field toggles to control existing contact values.

Replace ON

Replace OFF

If you select Do not write a value, Grata does not send data to that contact field.

Use CRM Intel to display up to 25 selected Salesforce fields in Grata.

Use the search box to find a field. Select the checkbox next to each field you want to display.

CRM Intel fields are read-only in Grata. They are available in Company Search, Conference Pages, Buyer Search, Banker Search, and other supported views.

After CRM Intel is enabled, all users in your Grata account can view the selected Salesforce fields.

Grata checks Salesforce for updates on a schedule. If a Grata company profile shows old Salesforce information, select Sync to refresh it.

On a company profile, use View in CRM to open the matching CRM record. For instructions about CRM Intel filters, sorting, table columns, and the Chrome extension, see CRM Intel.

If you remove a CRM Intel field from the mapping, Grata removes it from the company profile and from filters and saved searches that use it.

If you select no company checkboxes, Sync applies to all companies in the list or search. Select the companies before you start if you want to sync only part of the results.

If you map Lists(s), start the sync from a Grata list to send the list name to Salesforce.

Grata MCP also supports syncing a Grata list or a single company to a connected CRM. It can return the CRM record link after the company has been synced.

For MCP access, available tools, and credit rules, see Using Grata's MCP Server.

Before syncing a company, Grata checks the Salesforce Website field for a match. It recognizes domain formats such as amazon.com and http://www.amazon.com as a match.

For Accounts, the record type also affects the result:

Before creating a contact, Grata checks the first and last name. It then checks the email address for a match.

The first sync of a Grata company profile uses one credit.

The number of mapped fields and contacts on the profile does not change the credit charge.

After the first sync, later syncs of the same company use zero credits.

For CRM actions through Grata MCP, see Using Grata's MCP Server.

Yes. Contact your Grata representative to arrange a Salesforce sandbox test before you make syncing available to all users.

Grata collects only the CRM data you explicitly authorize it to access.

For example, if you grant access to a specific CRM object, Grata collects only the data associated with that object.

Grata uses industry-standard security protocols:

Grata retains your CRM data only while the CRM connection is active.

If you revoke authentication or disconnect the integration, Grata permanently deletes all associated CRM data.

Grata does not share your CRM data with other customers. It does not use your CRM data to inform other company profiles on the Grata platform.

The connection is a secure data pipeline between your Grata account and Salesforce CRM. It supports your search experience.

For more information, see the Integrations and Data Privacy FAQ.

Open Connections → Company Syncing. On the Salesforce tile, open the three-dot menu. Select Disconnect Salesforce from Grata.

Grata immediately removes the stored connection credentials. Disconnecting the integration also permanently deletes the associated CRM data.

Only organization administrators can view the Audit Log.

Go to Accounts → Audit Log to see:

For more details, such as the number of contacts synced, contact Grata Support.

Contact Grata Support, or open Help → Messages in Grata.