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CRM Connection Detail

Manage a CRM connection, test sync, and recheck resolved provider setup warnings safely.

Updated Oct 7, 2026 7 steps 8 questions answeredOpen this page in the platform
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Overview

Manage one CRM connection: connect, choose a safe start, control sync types, set a record owner, test the connection, and watch sync health. VanillaSoft connects through an Incoming Web Lead instead of a sign-in. SalesHive only adds and updates CRM records. It never deletes them.

How to use this page

  1. Connect the CRM

    Use Connect or Reconnect on the status card. The setup guide tracks connection, starting point, field mapping, and a test contact. VanillaSoft has no Connect sign-in button; set up its web lead as described below.

  2. Connect VanillaSoft with a web lead

    Follow the numbered steps in Set up a VanillaSoft web lead: in VanillaSoft, add an Incoming Web Lead named SalesHive, turn on Create New Contacts (and Update Existing Contacts matching on Email), map each field you want using the Web Form Field names listed on the page, tick Active and save. Copy the full posting URL with its verification key, paste it into Posting URL, tick the box if the web lead updates existing contacts, and click Connect VanillaSoft. SalesHive checks the web lead before saving.

  3. Choose a safe starting point

    After connecting, Start fresh is recommended when you are unsure. It syncs only new activity. Import existing contacts can push up to the displayed number of SalesHive contacts, create or update CRM records, and trigger CRM workflows or notifications, so it opens a confirmation before it starts.

  4. Re-import existing contacts deliberately

    After initial setup, select Resync contacts when you need to push historical contacts again. Review the confirmation before continuing because the same bulk changes and CRM-side workflows can occur. SalesHive cannot automatically undo an import.

  5. Choose what syncs and prove the connection

    Use the Contacts, Emails, Calls, and Meetings toggles to control new activity. A self-serve workspace has no dialer, so it does not see the Calls toggle. Set an optional record owner for new records where available (VanillaSoft has no Record owner section), then use Test connection to send a labeled test contact through the real sync path. For VanillaSoft, look for SalesHive Sync Test in your VanillaSoft project.

  6. Resolve a Salesforce External ID warning

    If Salesforce cannot create its Lead dedupe field automatically, sync continues with email-based matching and the page shows setup guidance. Ask a Salesforce admin to add a Text(255) Lead field named SalesHive_External_Id__c with External ID and Unique enabled. Revisit the page or select Re-run setup to check Salesforce again. The resolved setup warning clears only after the field is detected.

  7. Review sync health

    Use Last 24 hours and Recent sync activity to find failures. Fix the cause and select Retry failed records to queue matching records for the next sync.

What the buttons do

Start fresh (recommended)
Skips historical import and begins syncing new activity only. You can choose a historical import later.
Import N
Opens a confirmation before the one-time historical import of existing contacts.
Re-run setup
Reopens the setup guide. For Salesforce, it also checks whether the required Lead external ID field is now available and reports the result.
Resync contacts
Opens a confirmation before re-importing existing contacts.
Test connection
Pushes one labeled test record through the real CRM sync path.
Retry failed records
Queues failed records for the next scheduled sync after the cause is fixed.
Posting URL / Connect VanillaSoft
VanillaSoft only. Paste the web lead's full posting URL, then connect. SalesHive checks that VanillaSoft recognizes the web lead before saving it. Shows Reconnect VanillaSoft when a past connection exists.
VanillaSoft updates existing contacts, matching on Email
VanillaSoft only. On: SalesHive keeps each contact current and records calls, emails and meetings on it. Off: each contact is sent once and later changes and activity are skipped, so nothing is duplicated. Turn on Update Existing Contacts in the web lead first.
Web Form Field names SalesHive sends
VanillaSoft only. Lists each Web Form Field name SalesHive can send and what it holds, to copy into your web lead's field mappings. Open by default before you connect.

Common questions

A bulk import can create or update CRM records and can trigger CRM workflows, assignments, or notifications. SalesHive cannot automatically undo it.
If you are unsure, choose Start fresh. It only syncs new activity, and you can import historical contacts later.
No. The connection is one-way from SalesHive and only adds or updates records. Disconnecting stops future pushes and leaves existing CRM records in place.
SalesHive falls back to email-based matching when the field is unavailable, so sync can continue. Adding SalesHive_External_Id__c as a unique External ID gives each mirrored SalesHive contact a stronger stable match.
After a Salesforce admin adds or repairs the required Lead field, revisit the connection page or select Re-run setup. SalesHive checks for the field, clears only the matching resolved setup warning, and preserves newer sync or authorization errors. If the field is still unavailable, the warning remains.
SalesHive converts valid numeric values before sending a call activity to Salesforce. A nonnumeric value is omitted, and a whole-number field such as call duration also rejects decimals. Open Field Mapping on Integrations, expand Advanced · Activity & call-outcome mapping, and check the source and destination fields. Correct the mapping or source value as needed; a successful call sync does not mean every optional field was included.
Not when Update Existing Contacts is on in your web lead, matching on Email, and the matching box is ticked here: every post updates the same contact. While it is off, SalesHive sends each contact once and skips later changes.
VanillaSoft cannot receive activity records, so SalesHive fills fields on the contact instead: last call result, date and notes, last email date and subject, and meeting date and notes. Map the ones you want in your web lead. SalesHive cannot read data back from VanillaSoft, and a field fills only if your web lead maps its exact Web Form Field name.
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