A Single View of All Your Leads – Salesforce Gmail Integration: Step By Step

salesforce gmail integration
You CAN build month on month business growth by keeping a global view of all your communications with new sales leads.

Our Salesforce Gmail integration automatically lets you keep records of all incoming and sent emails to your leads from within your Salesforce database.

You can even set up tasks in Salesforce so that your schedule is updated whenever you receive new emails.

At CloudWork, we encourage you to use CRM integrations as a key way to maintain an overview of all your business relationships. Now, more than ever, a successful business must be able to show a listening ear to their customers and be able to create a personal experience for every client. Customers want to feel that the businesses they buy from understand their needs and are flexible enough to adapt to their specific situation. Successful businesses are often taking a lean entrepreneur approach to their business model by creating a sense of personalization for each individual customer, while using business processes that can scale up and meet ever-growing demand.

Our Salesforce Gmail integrations are a good example of the resources we are creating for businesses to better manage their inbox and continually convert sales leads into new customers every month of the year.

For Salesforce Professional Users Only

To make use of this integration, you will need to have your REST API enabled. All professional Salesforce accounts are provided with this in place, or you can contact Salesforce customer support and request that it be enabled. If you are using a trial account, you will not be able to use this integration. In that case, check out our other Gmail integrations for more ideas about how to get more value out of automating and task managing your emails.

Set up the Salesforce Gmail Integration

1. Click on the + sign from your account home page to start a new integration. Select Salesforce from the menu of apps available
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2. Select Gmail from the choice of apps to integrate with Salesforce
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Now you can choose the Salesforce Gmail integration that will help you best keep a global overview of your lead nurturing and engagement.

For example, a tour operator uses our Salesforce Gmail integration to keep copies of the full body text of all emails received from leads. Now, each time the tour operator makes contact with a lead to promote a potential business group booking, they have full access to the followup questions and specific needs that a lead outlined in an email to them.

3. Select the inbound integration that makes business sense to your lead followup:

  • copy the full email body text to your Salesforce lead record, or
  • add a notation with your lead’s email subject line and the email date to your Salesforce lead


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4. Configure which emails received should be monitored for adding to Salesforce lead records
If you leave blank, all emails received in your Gmail inbox will be added to the relevant lead record, where it exists.

If you only want to add emails with a particular label, or with particular words used in the subject line or text body, indicate them here. This will prevent all email correspondence with leads from being imported into Salesforce, and only add those emails about a given subject.

For example, our tour operator emails regularly with a business lead, but only wants to keep track of the discussions regarding an upcoming New York business trip. They leave Mailbox and subject blank and add the words “New York” to the field “Has the words”.

5. Configure whether Gmail correspondence will be visible for all leads (Choose No from the drop down list), or whether details are only viewable by the lead owner (Choose Yes)
That is, indicate whether email correspondence should be private or not.

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6. Click the ‘Create Integration’ button. Your integration is ready!

In Salesforce, new emails will now appear in the individual leads database screen under “Notes and Attachments”. You can use the formatting function within Salesforce if you want to prioritize this field and place it closer to the top of the page. This will more easily prompt your sales staff to review all previous correspondence before making the next contact.

Additional tips

  • You may need Administrator privileges in Salesforce to implement these integrations. Check with Salesforce support if you are having any problems.
  • You can also use a Salesforce Gmail integration to trigger a reminder to yourself to act on the latest requests from sales leads. Set up the “Add Gmail messages to Salesforce as tasks” integration to automatically update your to do list any time an email about a particular subject is received from one of your leads.
  • Set up integrations to create 360 degree views for all contacts and leads in Salesforce by automatically attaching both inbound and sent emails to the relevant lead with our integrations.
  • Use a MailChimp/Campaign Monitor integration with Salesforce to also track whether clients subscribe to your email lists, and consider adding a prompt in your script for followup calls – or even just a footer to your emails – to encourage leads to subscribe to your email campaigns.
  • Set up a time once a month for a manager to review your communications with sales leads: are there other processes that can be automated or regular requests/queries that can be addressed earlier in the sales funnel process? Discuss any patterns with your marketing team so you can develop content resources aimed at specifically addressing these common queries or obstacles to buying.
  • Create a similar process to discuss queries and unresolved issues with product development teams. This will let you identify new innovations that can address areas of unmet customer demand.

Track your emails from leads with this Gmail integration to attach notes to Salesforce leads now