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Admin setup
Admin setup
Gin Lin avatar
Written by Gin Lin
Updated over a week ago

Only Cooby Custom plan users can integrate Cooby with Salesforce. If you are interested in Salesforce Integration, please contact the Cooby Sales Team.

Follow the steps to set up Salesforce integration for your team. Once you have completed all the steps, your team can start syncing messages!

Please note that Salesforce System Administrator permission is required for this setup.

I. Connect Cooby to Salesforce

Connect to Salesforce

  1. From the integration center of your Cooby Workspace. Click on Salesforce.

  2. Press Admin setup then click Connect to Salesforce

Click Connect to Salesforce Sandbox if you want to test Cooby in the Sandbox environment before officially applying it. You can also reconnect to the production version by disconnecting from your sandbox version afterward.

Install Cooby in Salesforce from AppExchange

  1. Click Install Cooby to be directed to the AppExchange page.

  2. Click Get It Now.

  3. Log in to your Salesforce account. (If you're already logged in, please skip these steps.)

    1. If you haven't logged in to AppExchange yet, select Login in the Trailblazer.me field.

    2. Select Continue with Salesforce

    3. Enter your username and password, then click Log In

    4. Click Allow to authorize the access

    5. Fill in the basic information to complete your sign-up process.

  4. Select which Salesforce account you want to install Cooby, then choose which environment to install Cooby into.

    1. Press Install in Sandbox if you want to test Cooby in the Sandbox environment before officially applying it. You can also reconnect to the production version by disconnecting from your sandbox version afterward.

  5. Click Confirm and Install.

  6. Choose Install for all users in the pop-up when prompted, then click Install

  7. It will take a while to install. You will receive an email: “Package Cooby Install Successful” when it’s done.

Set Up API Key

  1. Copy the API key list from your Salesforce settings page. Then, click Manage API key to be directed to the Salesforce page.

  2. Paste it on the API key value, and click Save.

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Enable Cooby Required Fields permission set

  1. Click Enable permission set to create the permission set with required Salesforce fields.

  2. Once enabled, a success notification will be displayed on your page, and you will automatically be led to the next step.

Learn more about Cooby Required Field permission set

II. Set up Admin Permissions

Assign Cooby Admin permission set

  1. Click Assign permission set to enable your Cooby admin permission in Salesforce.

  2. You will be directed to the assign Cooby Admin permission set page. Select the user for this permission set, then click Next and Assign.

  3. Once completed, manually check this step to mark it as done!

Assign Cooby Required Fields permission set

  1. Click Assign permission set to enable your Cooby required fields permission in Salesforce.

  2. You will be directed to the assign Cooby Required Fields permission set page. Select the user for this permission set, then click Next and Assign.

  3. Once completed, manually check this step to mark it as done!

Learn more Cooby Required Field permission set

III. Testing WhatsApp Message Syncing

Grant sync access to Cooby

  1. Go to your WhatsApp Web, refresh the page, and you will see the Salesforce icon on the Cooby nav bar as well as the Salesforce right-side panel. Click Authorize.

Auto-link contacts

  1. Click on a WhatsApp contact. If a phone number matches one of your Salesforce contacts, a contact card will be displayed on your WhatsApp Web side panel.

Learn more about contact linking

No matching phone number? Click here to review how to create a contact on WhatsApp Web!

Start syncing messages

  1. Once the contact is created, you can start syncing messages! With Auto-sync permission, your messages with this contact will automatically sync to Salesforce. If you use manual sync, you’ll need to select the messages to sync to Salesforce.

  2. If you would like to manage your sync permission setting, click Manage permission.

    1. Integration permission

      This permission enables a user access to the Salesforce permission. When turned on, they will have access to the Salesforce Sidebar on their WhatsApp Web, and they will have the ability to sync chats into Salesforce.

    2. Sync permission

      This permission setting enables a user’s chats to be automatically synced to Salesforce. By default, Auto-Sync is enabled, meaning all chats from linked contacts will be automatically synced to Salesforce. You can also change the setting to Manual-Sync, allowing you to select which messages to sync manually.

Learn more about message syncing

IV. View WhatsApp Messages in Salesforce

Open Lead/Contact profile

  1. On WhatsApp Web, find a linked Lead/Contact and click the Salesforce icon next to their name to open their profile in Salesforce.

Enable WhatsApp Conversations view

  1. Click setting and select Edit Page.

  2. Drag WhatsApp Conversations to wherever you want to add the component. For example, it can be under the Activity section.

  3. Click on Save then Activate, choose App Default then select Sales.

  4. Click Save and return to the previous page, you should see the new component.

The above steps can be applied to Contacts, Leads, Tasks, Opportunities, and Accounts. The example provided only shows the Contact object, but the steps are the same for each.

View WhatsApp messages

  1. The initial message sync may take up to 15 minutes. Once syncing is complete, WhatsApp messages will appear in the WhatsApp Chats by Cooby panel.

Learn more about message syncing

V. Onboard Team Members

Invite team members

  1. Click Invite Member to member page, onboard others and sync their WhatsApp messages.

  2. For how to send the invitation, please review here.

Assign Cooby Member permission set

  1. Click Assign permission set to manage team members who can sync and view messages in Salesforce.

  2. Choose the member whose messages will be synced to Salesforce, then click Save.

Learn more Cooby Member permission set

Assign Cooby Required Fields permission set

  1. Click Assign permission set to enable member's Cooby required fields permission in Salesforce.

  2. You will be directed to the assign Cooby Required Fields permission set page. Select the user for this permission set, then click Next and Assign.

  3. Congregation! All your admin setup is completed! 🎉 You can now notify your members to start syncing their messages!

Next Step: Start Message Syncing

We hope this document helps you better understand how Cooby works. For any concerns or questions regarding your Salesforce integration, kindly email us at [email protected] 💜

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