1. Concept and Notes Before Starting +

Connectors allow Pardot to sync with third party applications such as a CRM system, paid search platforms, or email marketing solution. Data can be passed back and forth between the two applications allowing a user to manage many formerly disparate marketing channels from within the Pardot interface. As an AppExchange certified solution, Pardot can sync with Salesforce Professional Edition accounts or higher.

Notes before beginning:

  • If you are establishing your Salesforce connector for the first time and want to connect to a sandbox account, you can follow the instructions below to install the Pardot AppExchange Application. However, if you already have a Salesforce connector in Pardot, you just need to append your connector’s username with your sandbox account name (e.g. “michael.scott@pardot.com” becomes “michael.scott@pardot.com.NSPARDOT”), update your password (if necessary) and check the box named ‘Connect to a Salesforce sandbox account’. Since your sandbox account is a copy of your current Salesforce account, the Pardot AppExchange Application will already be present on your sandbox account.
  • Pardot can integrate with Salesforce Person Account record types. This is an advanced Salesforce syncing option. Please contact your implementation contact or Pardot Solutions to enable this integration for your account.
  • Importing large numbers of new prospects requires initial sync with Salesforce to complete in order for the delete or email update trigger to take place.
  • Changes to records in Pardot and Salesforce should be synced within 10 minutes (usually faster). There are 4 jobs that each process up to 200 records every 10 minutes, which means a total of up to 800 records can by synced every 10 minutes (or up to 4,800 every hour). For more information, review What Triggers a Sync with Pardot and your CRM? and When are leads synced with the CRM?.

2. Give Network Access for Pardot IPs in Salesforce +

  • Log into your Salesforce administrator account.
  • Click on Setup (drop down menu under name in top right).
  • Click on Security Controls.
  • Click on Network Access. Enter the following three IP address ranges that Pardot will use when syncing with your Salesforce account:
    Start IP AddressEnd IP Address
    67.228.95.14567.228.95.145
    67.228.168.13967.228.168.141
    67.228.223.10667.228.223.107

Salesforce Pardot IP Network Access

3. Set up Salesforce connector in Pardot +

To view a webinar on how to add the Salesforce connector to Pardot, click here.

  • Log into Pardot.
  • Hover over Admin in the top navigation.
  • Click Connectors in the resulting dropdown.
  • Click on + Add Connector to add the Salesforce connector.
  • Select Salesforce from the list of vendors.
  • Enter a name for the connector that will only be used internally (i.e. “Salesforce Pardot Connector”)
  • Enter your Salesforce Username and Password. Note that if your Salesforce password changes, it must be changed here as well to maintain the connection. At a minimum, the connector user entered needs to have access to the following in Salesforce:
    • Create, update, and read all leads
    • Create, update, and read all contacts
    • Create all tasks
    • Read all users
    • Read all opportunities
    • Read all campaigns
    • Read/write Change Log object

From here, you can click Create connector to save the new connection, and move on to the “Verifying your connector” step of this article. But you may want to choose some optional Salesforce-specific settings in the connector first.

Optional connector settings: Check the boxes to enable any additional options:

OptionEffect
Automatically create prospects in Pardot if they are created in SalesforceThis enables a trigger to set any newly created leads or contacts in Salesforce to sync down to Pardot. This won’t happen for historical leads or contacts, only those created after installing the Pardot AppExchange package in Salesforce, and will only work for leads and contacts created with an email address. If this feature is enabled later on, any leads and contacts with email addresses that were created after the Pardot package was installed in Salesforce will be pushed down to Pardot. Select a Default campaign from the dropdown for any prospect created with this option. You can also create a new campaign called “Created in Salesforce”
Automatically change emails in Pardot to reflect changes in SalesforceIf a email address of a lead/contact is updated in Salesforce, the Pardot prospect will be updated to reflect this change. More information.
Exclude Salesforce “Partner” and “Customer Portal” users from Prospect assignmentThis option will exclude Salesforce Partner and Customer Portal users from displaying in the “CRM Username” dropdown when you edit a user in Pardot.
Allow editing of Prospect lists within the CRMChecking this box allows CRM users to add/remove prospects from Pardot lists from within the CRM. If you check this box, you must add the VisualForce elements to your Lead and Contact page layouts. More information.
Connect to a Salesforce sandbox account This option gives you the ability to connect to a Salesforce sandbox account. More information.
Sync emails with the CRMThis automatically logs an activity for every email sent to a prospect (list, drip, autoresponder and 1-to-1 prospect emails). NOTE: This can quickly fill up your activity views, especially on an account object. Disabling Email Logging in Pardot is not retroactive. If you sense that the email logging might interfere with your workflow in Salesforce, it is recommended that you do not enable ‘Sync emails with the CRM.’
Sync plugin emails with the CRMThis logs an activity for any emails your users send via Pardot for Microsoft Outlook, our Thunderbird extension, our Apple Mail plug-in, or our add-in for Gmail. The default activity type in Salesforce can be changed by taking the steps outlined here.
Enable Salesforce emails for task creationEnables Salesforce to send a notification email to your user when a task is created.
Enable Salesforce emails for assignment rulesEnables Salesforce to send a notification email to your user when assignment rules run.
Enable Salesforce emails for user and queue assignmentsEnables Salesforce to send a notification email to your user when an assignment takes place to a user or queue.

Verifying your connector

Your Salesforce connector will now appear in the connectors table. It automatically saves as Not Verified. Click Verify Now to deploy the connection. If Pardot is able to successfully send and receive data to and from Salesforce, the status will change to checkmark denoting a proper integration.

4. Install AppExchange Application in Salesforce +

  • Install the Pardot AppExchange composite application (if you are installing this on a sandbox account, be sure to log out of Salesforce, then replace “login” in this installation URL with “test”).
  • Run the installation wizard. This will automatically update your Salesforce account with a custom application, custom tab, and custom fields under leads and contacts. Also a custom tab will be installed for the Pardot LeadDeck application. Once installed, you may need to customize your view to actually display these fields. This will ensure that your Sales Associates can seamlessly share information between the two programs.
  • Review actions and click “Deploy” to complete install.
  • Once the connector is installed, make sure that the user on the Pardot/Salesforce connector has read permissions on the following object: ObjectChangeLogs. This allows the connector to create prospects in Pardot when they are created in Salesforce. You can find this object in Salesforce by going to: Setup> Manage Users> Profiles> Edit (the profile assigned to the Pardot connector user)> Custom Object Permissions.

Notes:

  • If your Salesforce username or password changes, you will need to make the same change within Pardot.
  • Salesforce does limit API usage based on edition type. It limits the number of API requests (or calls) that an organization may execute concurrently or within a 24-hour period. Contact Pardot support if you feel that you may not have enough API calls available to your organization to sync frequently with Pardot.

5. Map Pardot Lead Fields to Contact Fields in Salesforce +

You need to map the recently installed lead fields to corresponding contact fields so when the lead is converted in a contact, the lead’s data will transfer to the contact level. This should be done for all lead fields installed via the Pardot / Salesforce AppExchange package.

  • Log into Salesforce with appropriate administrative rights.
  • Click Setup in the top navigation.
  • Click Customize in the resulting left navigation.
  • Click Leads to expand the navigational menu.
  • Click Fields in the sub-menu.
  • Scroll down to your custom fields and click Map Lead Fields.

Map lead fields

  • Choose the corresponding contact fields (denoted by “Contact:” before the field name) from the drop down.
  • Click Save to retain your selection.

6. Get your Pardot Custom Fields to Appear on Salesforce Lead/Contact Layouts +

Installing the AppExchange application will install your Pardot fields, visualforce pages, and buttons to your Salesforce account but these will not be displayed on lead and contact records by default. To display the Pardot data in salesforce, you will need to edit your Salesforce lead and contact layout settings.

Be sure to follow these instructions for both Leads and Contacts.

  • Log in to Salesforce.
  • Click Setup in the top navigation.
  • Click Customize in the resulting left navigation.
  • Click Leads to expand the navigational menu.
  • Click Page Layouts.
  • A drag-and-drop box containing all of your field options will appear at the top of the page.
  • Find the ‘Section’ option for the lead layout page.

Drag down a new ‘Section’ from the drag-and-drop box and format the new section to contain Pardot specific information:

  • In the pop window, Enter ‘Pardot’ (or similar) for the name of the Section.
  • Select 2-Column for the number of columns and check the checkboxes for displaying section heading on detail page and edit page.
  • Click Ok.
  • Return to the Fields section of the drag-and-drop editor and scroll right to locate the Pardot custom fields.
  • Drag all the Pardot Fields into your new section. These include Pardot Score, Pardot Grade, Pardot URL, Pardot Campaign, Pardot Created Date, Pardot First Activity, Pardot Last Activity, Pardot Comments, and Pardot Notes. There are also several fields you can drag in for Google Analytics if you are using the Google Analytics Connector.

Edit your Leads and Contacts Page Layouts to drag a new ‘Section’ for each of the Pardot activities and list memberships:

  • Use the drag-and-drop editor to create another section on your Layout.
  • Select 1-Column for the number of columns and uncheck the checkboxes for showing section heading.
  • Click Ok.
  • Click on the Visualforce Pages tab and drag both Pardot Lead Activities and Pardot Lead List Membership into your new section.
  • You may need to add more height to the Visualforce Pages. To do this, click on the wrench icon at the top right corner of the section to access the section properties. Enter 350 for the height of Pardot Lead Activities.
  • You can then Preview your new layout and Save it if you are satisfied with the changes.

Pardot Fields added to Salesforce Lead & Contact Page Layouts

7. Add 'Send to Pardot' Button and 'Send Pardot Email' to Salesforce Layouts +

The ‘Send to Pardot’ button makes it easy to add Salesforce leads or contacts to Pardot if they do not already exist there. It will create a new record in Pardot, based on email address, and update all corresponding data points. If the record already exists in Pardot, no harm done — it will not create a duplicate but will simply sync. If you have the setting to “Automatically create prospects in Pardot if they are created in Salesforce” you may not want to have this button installed.

The ‘Send Pardot Email’ button allows your Salesforce users to send a Pardot tracked email from inside of Salesforce. The users can send a free form tracked email, or use a marketing approved Pardot email template to send to a lead or contact. See more information here.

  • Log into Salesforce with appropriate administrative rights.
  • Click Setup at the top of the screen.
  • In left-hand navigation bar, under App Setup, click on Customize.
  • Under Customize, select Leads, then Page Layout. This is similar to the process you used to insert your custom fields.
  • In Lead Layout box at top of page, select Buttons. (Fields will be the default selection.)
  • Select the “Send to Pardot” button and drag it into the section labeled Lead Detail at the top of the layout with the other grayscale buttons.
  • Select the “Send Pardot Email” button and drag it into the section labeled Lead Detail at the top of the layout with the other grayscale buttons.
  • Select Save or Quick Save at top of the Lead Layout box.
  • Repeat steps 4-7 for Contacts to add this button to the Contact layout also.

8. Check your Salesforce Security Settings for VisualForce Pages +

Depending on your Salesforce settings you may need to make the visualforce elements viewable by various user profiles. Note if you are experiencing an “insufficient privileges” message within Salesforce, you should first try following these steps.

  • Log into Salesforce with appropriate administrative rights.
  • Click Setup in the top navigation.
  • Click Develop in the left navigation.
  • Click Pages in the sub-navigation.
  • Click on the Security link to the left of the Pardot VisualForce page(s): Pardot Lead Activities, Pardot Contact Activities, Pardot Lead List Membership, Pardot Contact List Membership, and Pardot LeadDeck.
  • Select the profiles to which you want to grant access.

For more information, see this excellent blog post.

salesforce-visualforce-permissions.png

9. Create Salesforce Fields in Pardot as Custom Fields +

Now that you have installed the Pardot AppExchange App and edited your Salesforce layout, the next step is to map the custom fields to Pardot. This will enable custom fields to sync back and forth. (Note: Default fields will map automatically though you can edit their mapping later if needed.)

Map Prospect Custom fields:

  • In Pardot, hover over Admin.
  • Hover over Configure Fields.
  • Click on Prospect Fields.
  • Click on + Add Custom Field.
  • Enter a Name for the custom field. The name should correspond with a custom field in Salesforce.
  • The Custom Field ID field will auto-populate with the name you entered above. Leave as is.
  • Add any desired tags.
  • Select a custom field from the Salesforce Field Name drop-down menu.
  • The Type field and any relevant information will auto-populate.
  • Click Create Custom Field.
  • Repeat these steps to add all of the Salesforce Lead and Contact custom fields that you want to sync with Pardot.
  • Additional resource on creating custom fields.

Map Account Custom fields:

  • In Pardot, hover over Admin.
  • Hover over Configure Fields.
  • Click on Account Fields.
  • Click on + Add Custom Field.
  • Enter a Name for the custom field. The name should correspond with a custom field in Salesforce.
  • The Custom Field ID field will auto-populate with the name you entered above. Leave as is.
  • Add any desired tags.
  • Select a custom field from the Salesforce Field Name drop-down menu.
  • The Type field and any relevant information will auto-populate.
  • Click Create Custom Field.
  • Repeat these steps to add all of the Salesforce Account custom fields that you want to sync with Pardot.

Which custom Salesforce fields won’t sync with Pardot?

Formula fields:

  • A Formula field does not hold a value itself, but rather a way of arriving at a value. These can reference other related objects’ fields, or the current object’s field. Salesforce does not consider a formula field’s value to ever change–rather, the result changes. This means if a formula field references a related object, and that related object changes, our “Pull” job can not detect the change. So, while this field type will sync, a change in its value will not trigger a sync.

Lookup fields:

  • A lookup field is a field that links to another object. We do not sync with arbitrary relational fields. User assignment and account are two special cases; however we do not sync with any custom lookup fields associated with an account, lead, or contact record.

Record Type fields:

  • A Record Type field is a field that references additional data. We do not sync with arbitrary reference fields. Record Type ID is a special case; however we do not sync with any custom Record Type fields associated with an account, lead, or contact record.

Geolocation fields:

  • Geolocation sources its value from two fields (longitude and latitude). When attempting to sync, Pardot looks for the field “geolocation” which is not found on the edit view of a lead record. Because we are not able to see this field in edit mode, Pardot will not sync with it. Pardot will however, sync with the longitude and latitude fields separately.

Text Area (rich) fields:

  • Pardot will sync with this field type, however, the value that pulls down to pardot will be displayed in html code.

Notes on custom fields:

  • If a custom Salesforce field is in use by any Pardot field, it won’t display as an option to map.
  • If you’re using a custom field in Salesforce on both leads and contacts, we pull the name of the Salesforce field from the contact field ID.
  • Any time you don’t see the field name you wish to map, click the green “refresh” arrow to have the connector pull a fresh list of all fields we can “see” and that aren’t already in use.
  • If you are having troubles mapping a field, please visit the article, “Why won’t my field sync?

10. Add users' Salesforce Usernames to Pardot users' profiles +

Associating CRM usernames with a Pardot has two major functions: allowing for Single Sign-On between Pardot and Salesforce, and allowing any actions that the Pardot connector user takes to be attributed to that user. You will want to map your users’ Salesforce usernames to their Pardot user profiles.

  • In Pardot, Click on Admin.
  • Click on User Management.
  • Click on Users.
  • Click on the action gear icon to the far right of the appropriate user.
  • Click Edit.
  • Scroll down to the bottom of the Edit User box, right under Time Zone.
  • Select the appropriate Salesforce user from the CRM Username drop-down menu. (The CRM username and the Pardot user account you are editing should be the same person.)
  • Click Save user.

Now when you drill into your Pardot user profile, you will see your Salesforce username in the CRM Username field.
There will be a “Verify” link next to the username. Click Verify and enter your Salesforce password, as outlined below.

11. Set your Users' Salesforce/Pardot Single Sign-On +

It is important to set up your Salesforce/Pardot single sign-on as it enables the users to transfer seamlessly between the CRM and Pardot. This also prevents Salesforce users from having to enter their Pardot username and password  in order to view an iframe in a lead or contact record.

Administrators can enable single sign-on for their users in Pardot, either through user import, at the individual user level, or by following these steps. Keep in mind, when using these steps, users will not be able to access Pardot directly–they must gain access to Pardot through the CRM:

  • Go to Admin > User Management > Users.
  • Use the checkboxes on the left side of the table to select all users you wish to enable single sign-on for.
  • From the dropdown at the bottom left of the users table, select Enable single sign-on with CRM.

You can also have your users follow these steps, if they wish to enable single sign-on themselves:

  • Log into Pardot.
  • Hover over your email address in the top right to see your settings.
  • Click My Settings
  • Verify that your CRM username is correct.
  • If incorrect or absent, click Edit My User Information to change or add it.
  • If your username is correct, click Verify after the name.
  • Enter your Salesforce password when prompted and click Verify.
  • You will receive a message letting you know whether or not this was successful.
  • If successful, log into Salesforce and click on the Pardot tab. You should be able to go directly into the application without logging into Pardot separately.
  • Each of your employees will need to perform these steps to utilize the single sign on. Note that if your SugarCRM username or password changes, you will need to make the same change within Pardot.

Notes:

  • If an Administrator enables a user’s single sign-on before the user has activated their Pardot account, the user’s profile will have an alert message reading ‘User has activated their account. This user is SSO-only and cannot log in using their email and password.’ This means that single sign on users have an activated Pardot account without having a Pardot password. So they appear as activated but are incapable of logging into Pardot normally (from the regular log in screen).
  • If you receive an error message stating that you were unable to verify your single sign-on and you have already confirmed you are using your current Salesforce password, you will need to reach out to your Salesforce administrator to request enabling API access for your Salesforce user account. API access is required to be able to set-up single sign-on.
  • Single Sign-On is not currently compatible with portal users. They will still be able to have leads assigned to them.

Optional: Test the Connector +

Complete a few tests to ensure that the connector is syncing in the way you expect. Instructions for the tests.

Additional information about Salesforce and Pardot syncing:

12. Import Prospects into Pardot +

Import your existing leads and contacts into Pardot. The connector will not auto-create existing Salesforce leads and contacts in Pardot so you will have to perform at least one export out of Salesforce and import into Pardot to establish the records in both systems. Upon import, Pardot will sync the prospect record with the existing Salesforce lead or contact record and further updates to either records in either system will sync automatically.

Optional: Advanced Syncing Topics +

Special: Connecting to a Salesforce Sandbox +

  • Right-click and obtain the link location for the Pardot AppExchange composite application.
  • Update the URL for download to say “test” instead of “login” and hit enter.
  • When prompted, enter your sandbox-specific username and password.
  • Run the installation wizard, review actions and click “Deploy” to complete the install.
  • Once the connector is installed, make sure that the user on the Pardot/Salesforce connector has read permissions on the following object: ObjectChangeLogs. This allows the connector to create prospects in Pardot when they are created in Salesforce. You can find this object in Salesforce by going to: Setup> Manage Users> Profiles> Edit (the profile assigned to the Pardot connector user)> Custom Object Permissions.

If you already have a Salesforce connector in Pardot, you just need to append your connector’s username with your sandbox account name (e.g. “michael.scott@pardot.com” becomes “michael.scott@pardot.com.NSPARDOT” — the sandbox name is case sensitive), update your password (if necessary) and check the box named ‘Connect to a Salesforce sandbox account’. Since your sandbox account is a copy of your current Salesforce account, the Pardot AppExchange Application will already be present on your sandbox account.

Special: Troubleshooting +

Can’t verify connector even with correct login credentials and network security settings:

If your organization restricts IP access at the User Profile level (a security option available with Salesforce Enterprise Edition and higher), you may need to whitelist Pardot IP ranges there as well.

              • In Salesforce, go to Setup
              • Expand Manage Users under Administration Setup
              • Click Profile
              • Add the Pardot IP ranges to the role for your connector user

salesforce.com User Roles IP Settings

Special: Release History +

Note: The release history of the Pardot AppExchange Application below was compiled retroactively and may not be complete.

  • December 17, 2012 – Name 4.0, Number 1.25. Added ability to send tracked Pardot emails from the Salesforce lead or contact record.
  • August 21, 2012 – Name: 3.9, Number: 1.23. Corrects an issue with the activities iframe for prospects with ‘+’ characters in their email addresses.
  • November 8, 2011 – Name: 3.7, Number: 1.21. Resolves issue where clicking the “Send to Pardot” button after updating an email address in Salesforce was creating a new record in Pardot.
  • July 22, 2011. Email changes in Salesforce now sync down to Pardot.
  • May 9, 2011 – Name: 3.4, Number: 1.17. Includes an updated version of LeadDeck.
  • March 14, 2011. Includes the Pardot Lists VisualForce element, which enables list management in the CRM.
  • January 7, 2011 – Name: 3.2, Number: 1.15. Includes trigger to stop syncing deleted leads and contacts.
  •  - Name: 3.1, Number: 1.14
  • October 30, 2009 – Name: 2.7, Number: 1.8. Activities section was changed from an S-Control to a VisualForce Element.
  • May 5, 2009 – Name: 2.5, Number: 1.7. Includes fields for Google Analytics parameters.
  • April 17, 2009 – Name: 2.4, Number: 1.6.
  • November 30, 2007 – Initial release!