Salesforce is a very popular CRM system that helps businesses around the world to better connect with their customers. It also helps companies to optimize their operations, manage customer relationships, and enhance internal collaboration.
Acting as super organized personal assistants, Salesforce tools help companies keep track of their customers, leads, and sales opportunities, as well as better manage marketing campaigns, improve customer service, and analyze business data.
In this guide, we will analyze the importance of Salesforce to Salesforce integration: why it matters for businesses, the advantages it brings to them, integration methods available, what to be aware of during an integration project, and how it’s done.
Contents
- Why do businesses need a Salesforce to Salesforce integration?
- Benefits of a Salesforce to Salesforce integration?
- What companies need a Salesforce to Salesforce integration
- Salesforce to Salesforce integration methods
- Challenges businesses face during a Salesforce to Salesforce integration
- Best practices of a Salesforce to Salesforce integration
- How Rapidi powers the Salesforce to Salesforce connection
- How to set up Salesforce to Salesforce connections with Rapidi
- FAQs
WHY DO BUSINESSES NEED A SALESFORCE TO SALESFORCE INTEGRATION?
As we all know – the only constant in life is change!
Businesses rarely stay the same: they grow, merge, acquire or partner up with other businesses. As a result of such expansion, they end up working with multiple Salesforce instances (i.e. different Salesforce systems used).
That’s when the need for a Salesforce to Salesforce integration becomes most apparent.
Such an integration is set to connect separate Salesforce systems and make them communicate and share data effortlessly.
Put simply – a Salesforce to Salesforce connection is like a bridge that joins separate systems helping them get a unified view of their data across different business units, departments, or partner organizations.
Instead of operating in isolated systems, a Salesforce to Salesforce integration helps companies ensure an interrupted flow of information and allows users in different Salesforce environments to access and update data records in real time.
BENEFITS OF A SALESFORCE TO SALESFORCE INTEGRATION
In general, there are many benefits of connecting separate systems. But, when we talk about joining two different Salesforce instances, we can single out three major business areas that get significantly improved.
Better collaboration after mergers and acquisitions
After mergers or acquisitions, companies often face the problem of inheriting additional Salesforce systems. With a Salesforce to Salesforce connection, these systems can be connected and synchronized, which creates a unified data flow and visibility, as well as leads to more consistent reporting.
➡️ The Salesforce to Salesforce integration enables smoother transitions and quicker integration of business processes.
More efficient data sharing across departments
Your sales, marketing, and customer support teams need access to shared data to function efficiently. A Salesforce to Salesforce integration allows these departments to access and update information without duplicating data entry, reducing errors and improving data consistency.
➡️ The Salesforce to Salesforce integration helps you keep records in sync and your teams work together as one.
Improved partner collaboration
Collaboration with external partners may create difficulties if different (unconnected) systems are used. The Salesforce to Salesforce integration allows businesses to share relevant data selectively and securely and improve communication.
➡️ The Salesforce to Salesforce integration helps partners gain real-time access to shared records, while fostering trust and enabling faster decision-making.
In a nutshell – a Salesforce to Salesforce integration makes sharing data between different Salesforce systems possible and smooth. And, as a result, businesses are able to better manage their customer relationships and collaborate, especially when they merge, partner up, or work on joint projects.
WHAT COMPANIES NEED A SALESFORCE TO SALESFORCE INTEGRATION?
A Salesforce to Salesforce integration can be valuable for different types of businesses that seek efficient data sharing across multiple Salesforce instances.
Let’s take a look at the types of businesses and examples where a Salesforce to Salesforce connection can be really beneficial.
MULTIPLE-INSTANCE COMPANIES
Often, businesses run separate Salesforce systems for different departments and for different purposes – one Salesforce instance for sales and another for customer service.
Integrating these Salesforce instances allows each department to share customer information smoothly and access up-to-date customer information without redundant data entry. All this improves cross-departmental efficiency.
➡️ Example: A customer service team can view recent sales activities to provide better support, while the sales team can see customer service interactions and tailor their follow-ups better.
MERGED COMPANIES
When companies merge, they often bring together separate Salesforce databases. But keeping these Salesforce systems separate makes little sense. Instead, the newly formed organization needs its customer data to become a single source of truth.
A Salesforce to Salesforce connection can help you sync accounts, contacts, and deals without losing any critical data and – most importantly – eliminate data silos.
➡️ Example: After Bank X buys Bank Y, they'll want to merge their customer databases to see all client information in one place.
PARTNER NETWORKS
Businesses that partner with external suppliers, vendors, or other third parties often need to share data securely. And a Salesforce to Salesforce integration could help a lot in this.
Setting up a Salesforce to Salesforce connection will help exchange important information, such as order statuses or customer feedback, and, as a result, improve responsiveness and strengthen partnerships.
➡️ Example: A car manufacturer is sharing inventory data with its dealerships and exchanging real-time information about available models and sales.
Salesforce to Salesforce integrations help businesses of various sizes and industries:
- Avoid double data entry
- Keep information current across systems
- Work more efficiently with partners
- Get a complete view of their customers
- Make better business decisions based on shared data
Now, let’s move on to analyzing the different ways and methods of the Salesforce to Salesforce integration used by businesses.
SALESFORCE TO SALESFORCE INTEGRATION METHODS
There are multiple ways to integrate Salesforce instances, each with its own strengths. From built-in connectors to middleware solutions, businesses can choose what fits their needs and circumstances best.
Salesforce to Salesforce Connector
The Salesforce to Salesforce Connector is a built-in Salesforce tool that makes it easy to share data between Salesforce instances. It helps users to connect two Salesforce instances and share records like leads, opportunities, and cases.
PROs: Salesforce Connector is easy to set up, doesn’t require coding, works well for basic data-sharing needs, and is ideal for quick setups without the need for a third-party tool.
CONs: It has limited customization options, and complex integrations or high-volume data transfers may not be feasible. It may also lack flexibility for businesses with unique data-sharing requirements.
➡️ Example: A company can set up a Salesforce to Salesforce connection between its sales and marketing teams. When a new account is created or updated in the sales team, the relevant information, such as account name, industry, and contact details, is automatically synchronized to the marketing team.
Salesforce APIs
Salesforce provides several powerful APIs that developers can use to build custom integrations tailored to a company's unique needs.
Here is a breakdown of the main APIs:
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TYPE
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FUNCTION
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PROs
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CONs
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REST
API
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Allows you to access and manipulate Salesforce data and metadata using HTTP requests.
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Ideal for simple, lightweight data transfers. It’s commonly used for web and mobile app integrations.
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Limited bulk processing capabilities.
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BULK
API
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Allows you to handle large data sets and process many records asynchronously.
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Best for handling large data volumes, especially when synchronizing thousands of records.
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Not suited for real-time updates.
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SOAP
API
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A specific way for two Salesforce instances to exchange data that has been used for Salesforce integrations for years.
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Suitable for complex data structures and large data transfers. Offers robust security measures to protect sensitive data during transmission.
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Heavier and more complex to implement than newer approaches like REST API or Salesforce Connect.
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Metadata
API
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Gives you programmatic access to the metadata that defines your Salesforce organization's configuration.
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Best for sharing of customizations, like fields or configurations, rather than data.
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Primarily suited for setup and configuration transfer, not real-time data.
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Middleware/Integration Platforms (IpaaS)
Specialized integration platforms, like MuleSoft, Dell Boomi, Jitterbit, and Rapidi act as the bridge between two Salesforce instances and provide a robust and flexible way to connect, transform, and manage data flow between the two systems.
Moreover, middleware platforms simplify the integration process, making it easier to build secure, scalable, and reusable integrations.
How middleware platforms enable better connectivity:
- Such platforms offer pre-built connectors for Salesforce, allowing you to quickly establish connections without writing complex code.
- For more complex scenarios, you can create custom connectors to integrate with unique systems or APIs.
How middleware platforms improve data transformation:
- These platforms enable you to map fields and objects between the two Salesforce instances, ensuring data consistency and accuracy.
- You can clean and enrich data before transferring it, improving data quality.
- They help validate data and handle errors with the aim to prevent data loss and system failures.
How middleware platforms enhance data monitoring and management:
- Such platforms provide real-time monitoring of data flows, identifying and resolving issues promptly.
- Detailed logs and audit trails help track data movement and troubleshoot problems.
- A centralized console allows you to manage and configure all your integrations from a single place.
PROs: Middleware integration platforms are best for complex integrations, are scalable and allow multiple data sources to connect.
CONs: They may be costly, require technical expertise, and the setup can be time-intensive.
⚠️ Note: Rapidi, however, is a different story: it’s not too costly as an integration option; it doesn't require special technical skills, and its setup is not time intensive.
➡️ Example: A middleware platform can sync lead and sales opportunity data from one Salesforce organization to another, push customer support cases from Salesforce to an external ticketing system, and consolidate financial data from multiple Salesforce instances into a centralized analytics dashboard.
Rapidi’s Salesforce Connector
Salesforce's AppExchange offers third-party applications designed to facilitate Salesforce to-Salesforce integrations. These tools provide synchronization features that can be configured to meet specific business requirements.
One of such tools is Rapidi that can help you connect multiple Salesforce instances, and keep your data in sync and avoid siloes.
Key benefits of the Rapidi’s Salesforce connector:
- Out-of-the-box, pre-configured templates designed with our in-build data integration knowledge
- No programming required
- Allows you to monitor the number of API calls consumed by the integration
- Built-in tools to manage all mappings and data alignment
- Supports on-premise, hosted and cloud and hybrid deployments
- Works with all Microsoft Dynamics versions
Rapidi is a great solution for integrating and/or migrating multiple Salesforce orgs and simplifying the management of various Salesforce instances.
Custom development
If your business has very specific requirements, custom Salesforce to Salesforce integrations can be built using Apex code and Visualforce pages. Such methods offer the greatest flexibility but require more development effort.
Custom integrations are ideal when out-of-the-box solutions don't meet specific business requirements.
PROs: Custom development offers maximum flexibility to meet unique business needs and handle complex data relationships or highly specific custom workflows.
CONs: Requires extensive development resources, ongoing maintenance, and can be time-consuming and rather costly.
CHALLENGES BUSINESSES FACE DURING SALESFORCE TO SALESFORCE INTEGRATION
Sometimes things don’t go according to plan. As with any other major project, businesses should be careful and aware of what can go wrong during a Salesforce to Salesforce integration.
Now is the time to zoom in on possible Salesforce integration challenges.
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CHALLENGE
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DEFINITION
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EXAMPLE
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Duplicate data
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When merging data from different Salesforce instances, duplicate entries may appear.
Such duplicates can create confusion and lead to chaotic behavior.
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The same lead or client account appearing in the system twice as distinct data entries may result in multiple sales reps contacting the same customer. This can cause frustration and reduce the chances of a successful sale.
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System downtime
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Integrations occasionally may be disrupted by system downtime.
This may happen due to scheduled maintenance, updates or patches, or unexpected outages, and disrupt business operations, especially if real-time data access is critical.
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If a sales team's Salesforce instance goes down during a sync with the customer service team's instance, customer data might become inconsistent.
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Customization complexities
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Many companies customize their Salesforce systems to make certain departments work better.
Yet, when two customized Salesforce instances integrate, their differences can clash and lead to compatibility issues, requiring extra configuration and testing.
Customization complexities may include custom fields, unique workflows, or special validation rules.
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Company A ranks its sales leads with a 1-5 rating system, while Company B uses "Hot/Warm/Cold" categories.
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Real-time data sync accuracy
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It may be challenging to keep data current and accurate across systems.
Real-time data synchronization may face delays and lead to outdated information, missed opportunities, or inefficient workflows.
Common issues include:
- Timing conflicts when both systems update the same record
- Data gets stuck in sync queues
- Failed synchronizations go unnoticed
|
A sales rep updates a customer's phone number in one system, but the change doesn't appear in the partner's system for several hours, leading to communication problems.
|
These Salesforce integration challenges mean one thing: you need to carefully plan and monitor data quality during a Salesforce to Salesforce integration.
BEST PRACTICES OF A SALESFORCE TO SALESFORCE INTEGRATION
Now that you’re aware of the possible challenges you may face while performing a Salesforce to Salesforce integration, it’s time to examine how to avoid common integration issues and ensure smooth data flow between systems.
Here are six main Salesforce to Salesforce integration best practices.
1. Perform regular data audits
To avoid duplicate records, it’s a good idea to perform regular data audits, which will help identify and clean up duplicate entries, as well as ensure data accuracy across Salesforce instances.
Here is what you can do:
- Schedule monthly data quality checks
- Use duplicate detection tools before and after integration
- Clean up outdated or incorrect records promptly
- Document all data-cleaning procedures
💡 Tip: Run weekly reports to identify and merge duplicate customer records across systems.
2. Manage Salesforce’s API limits
Salesforce has limits on the number of API calls that can be made within a certain timeframe. Exceeding these limits can lead to delays and failures in data syncing.
Here is what you can do:
- Monitor daily API call usage
- Schedule bulk data transfers during off-peak hours
- Use bulk API for large data sets
- Design integrations to minimize unnecessary API calls
💡 Tip: Instead of syncing every field change immediately, batch updates and sync them hourly to reduce API usage.
3. Ensure data security and compliance
Data security is paramount when sharing sensitive information across Salesforce instances. Especially when you deal with customer (personal) data.
That’s why it’s essential you follow Salesforce’s security guidelines and ensure compliance with the data protection regulations, like the GDPR for Europe or the CCPA for the US.
Here is what you can do:
- Implement strong authentication measures
- Encrypt sensitive data during transfer
- Maintain detailed audit trails
- Perform regular security assessments
💡 Tip: Set up IP restrictions and two-factor authentication for all integration connections.
4. Use sandbox environments for testing
To minimize the risks, use sandbox environments to test the integration. Such testing will not affect live data, and helps you catch errors and spot issues that may arise once the integration goes live.
Here is what you can do:
- Test all integrations in the sandbox environment first
- Simulate various scenarios and edge cases
- Verify data mapping accuracy
- Test error handling procedures
💡 Tip: Before merging customer databases, run a full test sync in sandbox to identify potential issues. Test for data accuracy, syncing speed, and security to ensure everything is working as expected.
5. Set up a clear data governance policy
Having clear rules around data management will help you maintain consistent and high-quality data. Pay attention to data ownership, update frequency, and validation rules to keep data organized and trustworthy.
Here is what you can do:
- Assign data owners for each Salesforce instance and assign people who can modify integration settings
- Set up field-level security and control which records sync between systems
- Manage external sharing settings
- Define how long to keep different types of data
- Set up archiving procedures and validation rules
- Establish record deletion protocols
- Plan data backup
💡 Tip: Create guidelines for data entry, updates, and deletion, and communicate these to all relevant teams to prevent any miscommunication or misunderstandings.
6. Actively monitor and troubleshoot the integration
Active monitoring of the integration helps detect issues quickly, whether it’s a syncing delay or an unexpected API limit alert. Regular troubleshooting keeps the integration functioning smoothly.
Here is what you can do:
- Regular performance checks
- Monitor sync success rates
- Update integration mappings as needed
- Keep integration documentation current
💡 Tip: Create dashboards to track successful vs. failed synchronizations.
Finally, let’s find out why Rapidi is your reliable Salesforce integration partner.
HOW RAPIDI POWERS THE SALESFORCE TO SALESFORCE CONNECTION
Rapidi offers a simple, flexible way to connect multiple Salesforce instances, making your CRM data clear and accessible.
Rapidi’s Salesforce to Salesforce integration provides an easy, reliable sync based on years of experience and best practices, featuring pre-configured templates for efficient, customizable data transfers.
With Rapidi, you can securely connect your Salesforce systems via the Salesforce web API. Data is protected by SSL encryption and advanced security tech, ensuring safe, seamless transfers with minimal impact on bandwidth and no changes to your current systems.
Certified by Salesforce AppExchange, Rapidi has passed extensive security and availability tests. Our solution is designed to scale with your business, adapting effortlessly to your evolving needs.
Got questions? Reach out anytime to learn more about our Salesforce integration solutions.
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