If you’re tired of copying data back and forth between Cloudshare and Salesforce, you’re not alone. Most go-to-market teams want sales and demo environments to "just work" with their CRM, but nobody wants to babysit another integration. This guide is for people who want their sales, demo, or POC environments to talk to Salesforce—without a bunch of unnecessary steps or tools that promise magic but deliver headaches.
Let’s get practical: here’s how to connect Cloudshare and Salesforce, what you really need to know, and where you can skip the fluff.
Why bother integrating Cloudshare and Salesforce?
If you’re reading this, you probably already get the main point: sales and solution engineers need a way to spin up demos and POCs fast, but tracking all that activity in Salesforce is a pain. Integrating the two means:
- No more manual updates when someone runs a demo or POC.
- Sales leadership gets visibility into what’s happening, without nagging.
- Less time spent on admin, more time actually selling.
Of course, integration isn’t magic. You’ll still need to think through what data you really want in Salesforce (hint: not every single Cloudshare event is useful). But automating the basics is a big win.
1. Prerequisites: What you actually need
Before you start, make sure you have:
- Admin access to both Salesforce and Cloudshare.
- A clear idea of what Salesforce objects (e.g., Leads, Opportunities, Accounts) you want to connect to Cloudshare events.
- Some patience. Even with good tools, expect a few hiccups.
Pro tip: If you’re a small team, don’t bother with over-engineered solutions. Start with the basics and improve over time.
2. Decide what you want to sync (and what you don’t)
Here’s where most integrations go sideways. Before you touch any settings:
- List what should flow from Cloudshare to Salesforce.
- Example: When a demo environment is created, log an activity on the Opportunity.
- Example: When a POC expires, mark a field on the Account.
- Decide what (if anything) should flow back from Salesforce to Cloudshare.
- Example: Trigger a Cloudshare environment when an Opportunity hits a certain stage.
- For most teams, one-way sync from Cloudshare → Salesforce is enough to start.
What’s not worth it? Stuff like logging every tiny Cloudshare event or syncing user lists both ways. It sounds nice but usually creates more noise than insight.
3. Pick your integration method
You’ve got a few options here, depending on your budget and technical appetite:
a) Native integration (if available)
As of 2024, Cloudshare doesn’t offer a true “one-click” Salesforce integration. Some features (like sharing activity data by webhook) are built-in, but you’ll need to do some setup.
b) Middleware tools (Zapier, Workato, Tray.io, etc.)
- Pros: No code, lots of templates, easy to tweak.
- Cons: Monthly fees, sometimes slow, limited to what’s exposed by APIs/webhooks.
- Good for teams without a dedicated developer.
c) Custom integration (APIs, webhooks, Flows)
- Pros: Full control, can handle complex logic, no recurring fees.
- Cons: Requires dev time, ongoing support, more upfront hassle.
- If you’ve got a Salesforce admin who’s comfortable with Flows or Apex, or a developer who likes APIs, this route can be pretty robust.
Honest take: For most sales teams, middleware is the sweet spot. It covers 80% of use cases without a ton of hassle.
4. Set up Cloudshare to send data out
Cloudshare supports sending data out via webhooks and APIs. Here’s how to set it up:
a) Configure Cloudshare webhooks
- Log in to Cloudshare as an admin.
- Go to Settings > Integrations > Webhooks (names may change, but look for “webhooks” or “notifications”).
- Add a new webhook.
- Set the webhook URL to your middleware’s endpoint (e.g., a Zapier webhook URL) or a custom endpoint you control.
- Choose which Cloudshare events to send:
- Environment Created
- Environment Expired
- User Added or Removed
- (Skip: super granular stuff like “VM Started”—it’s almost never useful in Salesforce.)
- Test the webhook—Cloudshare should let you send a test payload.
Gotchas: - Make sure you’re not sending sensitive data you don’t want in Salesforce. - Webhooks can fail silently; always check logs after setup.
b) Use the Cloudshare API (advanced)
If you need more control, Cloudshare’s API lets you fetch environment, user, and event data. You’ll need to:
- Generate API credentials in Cloudshare.
- Write a script or use a tool (like Workato or Tray.io) to call the API on a schedule.
- Map the data to Salesforce fields.
Unless you need a lot of customization, stick with webhooks.
5. Set up Salesforce to receive data
This is where things get a bit fiddly, especially if you haven’t done it before.
a) Using middleware (recommended for most)
Let’s say you’re using Zapier:
- Create a new Zap.
- Set the trigger: Webhook Received (catch the Cloudshare event).
- Add filters or formatting as needed.
- Set the action: Create Salesforce Record (e.g., log an Activity or update an Opportunity).
- Map Cloudshare fields to Salesforce fields. Keep it simple—only sync what you’ll actually use.
- Test it all the way through with live data.
Other tools like Workato or Tray.io follow the same basic flow.
b) Salesforce Flows or Apex (DIY approach)
If you want to keep it all in Salesforce, you can:
- Set up a Salesforce Platform Event or REST endpoint.
- Build a Flow or lightweight Apex trigger that listens for incoming data.
- Parse the Cloudshare payload and update records accordingly.
This works, but it’s more brittle. You’ll need a developer or admin who’s comfortable with Salesforce automation.
6. Map your data (don’t overthink it)
Too many integrations fail because people try to sync everything. Start small:
- Minimum viable mapping:
- Cloudshare environment → Salesforce Activity (log demo details)
- Cloudshare user added → Salesforce Contact (optional)
- Cloudshare environment expired → Salesforce custom field (flag for follow-up)
Skip: Stuff like syncing every VM status, or trying to mirror Cloudshare’s full environment structure in Salesforce. It’s overkill and clutters your CRM.
7. Test, test, and test again
This stuff breaks in weird ways—here’s how to avoid surprises:
- Run through a real workflow (spin up a demo, let it expire, etc.).
- Check that Salesforce gets updated as expected.
- Look for duplicate records or weird field mappings.
- Make sure errors get logged somewhere you’ll actually check.
Pro tip: Demo it to your team before rolling it out. If they’re confused, simplify.
8. Train your team (but keep it light)
Don’t send a 10-page manual. Just show your sales and SEs what’s new:
- “Now, when you spin up a Cloudshare environment, it gets logged in Salesforce automatically.”
- “Here’s where to see demo activity on your Opportunities.”
- “If something looks off, ping [your admin] instead of ignoring it.”
The goal: fewer manual steps, fewer surprises.
What works, what doesn’t, and what to ignore
What works: - Automating demo/POC activity logging. Saves time and improves CRM hygiene. - Triggering follow-ups based on POC expirations. - Giving sales leaders visibility into real buyer engagement.
What doesn’t: - Syncing every little detail. You’ll just create noise. - Overcomplicating the mapping—start simple and iterate. - Assuming it’s “set and forget.” Check it regularly for broken links or missing data.
What to ignore: - Any tool or consultant promising “zero setup” or “AI-driven automation” for this use case. It’s never that easy. - Overly expensive integration platforms if you’re just syncing a handful of fields.
Keep it simple, tweak as you go
Integrating Cloudshare and Salesforce isn’t rocket science, but it’s also not magic. Start with the smallest useful workflow, make sure it’s rock-solid, and only then add more bells and whistles. If something breaks, don’t panic—just roll back to the basics, and you’ll be back on track.
Remember: the goal isn’t a “perfect” integration, it’s less manual work and more time selling. Don’t let the tools run the show.