Salesforce Integration: Service Account Setup

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Overview

The Salesforce integration lets Wolfia read customer context from your Salesforce instance: which accounts are customers, what stage an opportunity is in, and any custom fields you want to use in Trust Center access rules. This context powers automatic Trust Center approvals, AE notifications, and richer answers on questionnaires and RFPs. Wolfia follows least privilege: the default setup is read-only on Accounts and Opportunities. Write access is only needed if you enable an optional write-back feature, and Leads access is not needed at all.

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Permissions by use case

Grant only the permissions for the features you plan to use.

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Required: Core sync (all features)

Powers Trust Center auto-approval rules, AE notifications, account analytics, and questionnaire context.

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Optional: Enhanced matching and sales context (read-only)

Recommended if you use the Trust Center or the sales enablement features (customer call prep, sales one-pagers). All read-only.

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Optional: Questionnaire write-back

If you want Wolfia to log completed questionnaires back to the account or opportunity for record-keeping. Off by default; skip this entirely if you don’t use it.

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Not needed

• Leads - Wolfia does not read or write Leads.
• Activities (Tasks/Events), Cases - Wolfia does not request them.
• Create / Modify All Records / delete - never required by any Wolfia feature.

As Wolfia products expand (for example the sales enablement module), any new data need will be documented here as its own use case with the minimum read-only grant, never folded into the defaults.

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Prerequisites

Before setting up the integration, you’ll need:

• Admin access to your Salesforce instance
• Ability to create permission sets and users in Salesforce

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Setup instructions

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Step 1: Create a permission set

First, we’ll create a dedicated permission set for the Wolfia integration.

1. Navigate to Setup → Users → Permission Sets
2. Click New to create a new permission set
3. Fill in the following details:
   • Label: Wolfia Integration
   • API Name: Will auto-populate
   • Leave other fields as default
   
4. Click Save to create the permission set

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Step 2: Configure object permissions

Grant the permissions from the Permissions by use case table above.

1. In the permission set, navigate to Object Settings
2. Select Accounts from the list
3. Click Edit and under Object Permissions enable:
   • Read (required)
   • Edit (only if using questionnaire write-back)
   • View All Records (only if your sharing model hides records from the integration user)
4. Click Save to apply the changes
5. Return to Object Settings, select Opportunities, and repeat with the same permissions
6. If you opted into enhanced matching, repeat for Contacts and Contracts with Read only.
7. If you use custom fields in Trust Center access rules, confirm those fields are visible to this permission set under Field Permissions for each object.

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Step 3: Create an integration user

Next, we’ll create a dedicated user for the API integration.

1. Navigate to Setup → Users → Users
2. Click New User to create a new user
3. Fill in the required information:
   • Email: Use a dedicated email for this integration
   • Username: Must be unique (e.g., wolfia-integration@yourcompany.com)
   • User License: Select Salesforce Integration
   • Profile: Select Salesforce API Only System Integrations
   
4. Click Save to create the user

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Step 4: Assign the permission set

Now we’ll assign the Wolfia Integration permission set to the newly created user.

1. After creating the user, you’ll be on the user detail page
2. Scroll down to Permission Set section and select Permission Set Assignments tab
3. Click Add and Search for Wolfia Integration in the available permission sets
4. Select Wolfia Integration and click Add to move it to Enabled Permission Sets
5. Click Save to assign the permission set

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Step 5: Verify permissions

Let’s verify that the permissions are correctly configured.

1. Navigate to the User Access Summary section
2. Click on the Object Permissions tab
3. Verify that Account and Opportunity show Read (plus Edit only if you enabled write-back), and that no permissions are granted on Lead.

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Step 6: Connect in Wolfia

Now connect Salesforce to Wolfia.

1. Log in to your Wolfia account and go to Knowledge Hub
2. Scroll to Connected integrations and find Salesforce under the Sales section of “Connect more apps”
3. Click Connect. The Link Salesforce Account dialog opens
4. Hostname is optional. Leave it blank for a standard production instance, or enter your My Domain hostname (for example yourcompany.my.salesforce.com) if you use a sandbox or a custom domain
5. Click Connect. You’ll be redirected to Salesforce to authorize the connection
6. Sign in with the integration user credentials and approve access
7. After authorization, you’ll be redirected back to Wolfia
8. The Salesforce card shows as connected and the initial data sync begins

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Security considerations

• Default access is read-only on Accounts and Opportunities; nothing else is required
• Wolfia never reads Leads and never requests Create, Modify All Records, or delete on any object
• Write access (Edit) exists only for the optional questionnaire write-back feature and can be withheld entirely
• All data transmission is encrypted using HTTPS

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Troubleshooting

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Common issues

Connection failed

• Verify the username and password are correct
• Check that the instance URL is correct

No data syncing

• Verify the permission set grants Read on Accounts and Opportunities
• Ensure the permission set is assigned to the integration user
• Check that the user profile is set to “Salesforce API Only System Integrations”

Some accounts or opportunities missing in Wolfia

• Your org-wide sharing settings may hide those records from the integration user. Share the records with the integration user or grant View All Records on Accounts and Opportunities.

Custom fields not appearing in Trust Center access rules

• Check Field Permissions: the custom field must be visible to the Wolfia Integration permission set.

Permission denied errors

• Review the Object Permissions in the User Access Summary
• Ensure Account and Opportunity have Read (and Edit, if write-back is enabled)

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Support

If you encounter any issues during setup, please contact Wolfia support or consult your Salesforce administrator for assistance with permission configuration.