Linking Sales Cloud Engage Users to Pardot Users

This entry is part 2 of 1 in the series Sales Cloud Engage Installation and Setup Guide
  1. Linking Sales Cloud Engage Users to Pardot Users

In order for users to access Sales Cloud Engage features within Salesforce, they must be linked to a Pardot user. The following steps will walk you through linking your Salesforce users to your Pardot users.

These instructions are for a Pardot and Salesforce Administrator.

Before You Begin

  • Before you begin, make sure the Pardot AppExchange Package has been installed and the connector has been set up and verified.
  • User email addresses must be unique — they cannot exist in another Pardot account or on a user record in the recycle bin.

Bulk Linking Salesforce and Pardot Users

This method involves exporting a list of users from Salesforce and importing them in Pardot. This method can be used to create up to 50 users at a time. If you need to create more than 50 users at once, split your .csv file into multiple files with 50 users each.

Exporting Users from Salesforce

  1. In Salesforce, run a report for a list of all the Salesforce users who need access to Sales Cloud Engage. The filters you use for this report will depend on your organization.
  2. The report should include the following columns: First Name, Last Name, Username, Email. Delete any additional columns to save work later.
  3. Export the report from Salesforce as a Comma delimited .csv.
  4. Open the .csv file in a spreadsheet program.
  5. Add a column named Role.
  6. Delete the footer text. It should start with the report name and contain copyright info.
  7. Add each User’s Pardot role in the Role column. Note that the role name must exactly match the role name in Pardot. If you leave this value blank for a user, you’ll be prompted to manually choose a role during user import. For more information on user roles, see this article.
  8. Save the file.

Once you’ve exported and edited your Sales Cloud Engage user list, you can import the users in Pardot.

Importing Users into Pardot

  1. In Pardot, navigate to Admin > User Management > Users.
  2. Click Import Users.
  3. Click Choose File.
  4. Map the fields as follows:
    Header Row First Row Field
    First Name First Name
    Last Name Last Name
    Username CRM Username
    Email Email
    Role Role
  5. Choose any value from the Expire password after 90 days dropdown. This field does not apply to Sales Cloud Engage users because they do not use Pardot passwords.
  6. IMPORTANT: Mark Enable salesforce.com single sign on.
  7. Select a Time Zone.
  8. Click Next.
  9. Confirm your selections, and click Confirm & Save. 

Confirming Users Were Successfully Linked

To confirm that user accounts were linked successfully, navigate to Admin > User Management > Users (while logged into Pardot as an admin user).  Find a few of your new users and look for a Salesforce account listed in the Email/CRM field. If the accounts are successfully linked, it will look like the example in the red box:

Accounts Linked

If some users weren’t successfully linked, follow the instructions here to link them.

Creating Single Users

  1. Navigate to Admin > User Management > Users.
  2. Click +Add User.
  3. Enter the user’s First Name and Last Name.
  4. Enter the user’s Email address.
  5. IMPORTANT: Unmark Send Activation Email. This will prevent your user from signing into Pardot directly at pi.pardot.com.
  6. Set the user’s Time Zone.
  7. Select the user’s CRM Username from the dropdown.
  8. Choose the user’s Role.
  9. Change any Security Limits or Preferences.
  10. When finished, click Create user to save.