Salesforce integration

What syncs with Salesforce

Salesforce is the first connected tool. Companies, contacts, and deals in Aitane map to Salesforce accounts, contacts, and opportunities and sync in the direction set per field. Meeting summaries, decisions, and next actions are appended to Salesforce activity history (tasks), and the opportunity’s next step and description can be updated as well.

• Each field has one of four directions: two-way, send only, pull only, or do not send. There is no separate overwrite on/off setting
• Deletions never propagate in either direction. A record deleted in Salesforce is shown as "deleted in Salesforce" and simply unlinked
• Salesforce leads and standard or custom objects that do not exist in Aitane, such as tour arrangements or suppliers, will follow later by turning them on under "Objects to sync" in the integration settings

Connect once with OAuth, the rest is automatic

After an admin signs in to Salesforce once, Aitane continues on its own: it identifies production or Sandbox, creates the matching field, checks permissions, loads fields, builds the initial mapping, and imports existing records. Decisions only a person can make, such as stage mapping, companies sharing a domain, or missing permissions, are collected under "Decide later" and never stop the connection.

• If the org does not allow Aitane to create fields, the flow switches to installing a package that contains only the field and permission set, then resumes where it left off
• A Sandbox is a separate connection, and a banner reading "Connected to a Sandbox" appears at the top of every screen while it is active. One workspace connects to one production org
• Members connect to Salesforce from their personal settings. Writes are made under the name of the person who acted; changes by unconnected members go to approval and are sent under the approver’s name
• An admin designates one read user for Salesforce. If that person leaves the workspace, matching and pulling pause until another read user is chosen

Field mapping and record matching

Start from the recommended mapping and let admins set the Salesforce field and direction for each row. Saving creates a new version; what was already written stays as is. The deal-stage mapping table is required, and deals in an unmapped stage are held rather than sent.

• Existing records are matched in this order: saved ID, exact email match, exact corporate number, then domain. A domain match only proposes candidates and never links automatically
• When several Salesforce accounts share a domain, a person chooses under "Companies sharing a domain". The company is not sent until resolved. Only admins can "create as a separate company"
• Writes stopped by a Salesforce duplicate rule are not retried automatically; a person chooses whether to link to the candidate or create a separate record
• Values estimated by automatic enrichment are never sent. Only values entered by people or taken from public databases are eligible

Approvals happen inside everyday work

Every write to Salesforce goes through a single path: proposal, approval, send. This follows the principle shared by Aitane’s AI features: because AI operates the user’s own CRM data, the owner approves. New records and AI-proposed changes to opportunity fields are approved before sending; human updates to outbound fields and post-meeting activity appends are sent without approval. There is no dedicated approval screen. Approvals happen through "Approve and send / Reject" on the company activity row and the "Also register in Salesforce" checkbox in business-card confirmation, company creation, and meeting sign-off.

• Saving with "Also register in Salesforce" checked is the approval itself. It is on by default in business-card confirmation and sends the company and its contacts together with one approval
• On approval, the current Salesforce value is fetched again. If it differs from what was shown, you choose to overwrite with the Aitane value or keep the Salesforce value
• Pending approvals expire after 7 days and appear in the admin "Needs review" queue instead of being sent. "Send again" resends them
• Workspace settings decide who can approve: the person and admins, or admins only. View-only roles cannot approve
• After a meeting, one activity history entry titled "[Aitane] meeting name date" is appended per linked opportunity under the host’s name, and participants are registered as contacts in the same sign-off. Replacing the opportunity’s next step and appending to its description are AI-originated updates, so they go through approval. Regenerating the summary updates the same entry instead of creating a new one

Changes made in Salesforce arrive within 15 minutes

After the initial import at connection time, changes made in Salesforce are pulled every 15 minutes. When the same field changes on both sides, the later change wins per field. No approval is requested.

• Each pulled change appears as one line in the record’s activity feed, such as "Changed in Salesforce (Industry)" or "Overwritten by the change made in Salesforce (Industry, because it was later than the Aitane change)", so you can see which side prevailed
• Before-and-after values are not shown in the activity feed. They stay in a sync log visible only to admins and auditor roles. Pulls do not trigger notifications
• Edits made in Aitane to a pulled record are sent as usual. Pulled changes themselves are never echoed back to Salesforce

Catching up existing records and list actions

Connecting alone sends none of the records that already existed in Aitane; only records created or edited by people after connecting flow through. Existing records are sent in bulk only by an admin through "Send existing records" (lots), which must proceed dry run, sample of 10, full send, and stops automatically when 5 of the last 100 fail.

• The lot screen splits records into four groups with counts: ready to send, needs a person, not yet (by reason, such as unconfirmed name, several accounts sharing a domain, or unlinked parent company), and not sent
• Members can select rows in the company, contact, and deal lists and choose "Send to Salesforce / Do not send" in bulk. Only their own records created or edited after connecting qualify, and skipped records are listed with a reason. "Re-evaluate" and "Unlink" are admin-only
• Lists offer a Salesforce status filter (candidates, awaiting approval, needs review, on hold, linked) and saved views. The status itself is shown in company activity rows and the "Needs review" screen, not as a list column

When something stops, audit, plans, and rollout

Writes rejected by Salesforce validation rules or missing permissions are collected under "Needs review" with the original error and field name and are not retried automatically; fix the Salesforce side, then resend. When the daily API limit is reached, sending and pulling wait for the whole org, approved items are not marked failed, and everything resumes automatically with a notice to admins once the limit resets.

• Repeated duplicate-rule failures in a short period trip a safeguard that switches automatic new records back to "Always approve". Admins can also pause the integration entirely
• Every success and failure is written to the audit log as one line without values. Field values live only in the sync log restricted to admins and auditor roles
• Integration settings, field mapping, domain review, Needs review, and lots are admin-only. Both admins and members can connect
• At general availability the integration is planned for the Standard plan and above, including trials. Settings and field mapping are web-only; post-meeting approvals work on the web and in the mobile app
• Rollout: first the sync of companies, contacts, deals, and activity history plus the 15-minute pull; then writes from chat (with a preview of current Salesforce values) and a weekly digest; then objects that do not exist in Aitane and leads; then near-real-time updates from Salesforce

How it works

1. Sync companies, contacts, and deals to Salesforce accounts, contacts, and opportunities with a direction set per field
2. Append meeting summaries, decisions, and next actions to Salesforce activity history automatically
3. Approve new records and AI-proposed opportunity updates inside business-card confirmation, company saves, and meeting sign-off before they are sent

What it looks like in practice

Keep Salesforce current just by saving records and confirming minutes in Aitane as usual, and see in the activity feed which side each change came from.