How to integrate Heypoplar with Salesforce for seamless data sync

If you’re juggling customer data between Salesforce and Heypoplar, you know the pain: manual exports, stale info, and a nagging feeling you’re missing something. This guide is for you—the ops lead, the admin, or the “accidental techie” who just wants accounts, contacts, and custom fields to stay in sync, without hair-pulling. We’ll walk through setting up a real data sync between Heypoplar and Salesforce—what works, what’s annoying, and how to avoid the classic gotchas.

Before You Start: What You Actually Need

Let’s cut the fluff. Here’s what you need for this integration:

  • A working Salesforce org (not just a sandbox, unless you’re testing)
  • A Heypoplar account with admin permissions
  • API access on both sides (if you’re on Salesforce Professional or lower, check your API limits)
  • Patience for the first setup—after that, it’s hands-off

Pro tip: If your company’s Salesforce is locked down tight, loop in your admin early. You’ll need to create a connected app and fiddle with permissions.

Step 1: Understand What Gets Synced (And What Doesn’t)

Before you wire things up, know what data you actually need to sync. Heypoplar can push and pull a lot, but more isn’t always better.

  • Common sync targets: Accounts, Contacts, Opportunities, Custom objects, specific fields
  • What doesn’t sync well: Attachments, formula fields, some Salesforce custom logic (like rollups or triggers)

Don’t try to sync everything. Pick the objects and fields that matter. Over-syncing leads to weird errors and messy data.

Step 2: Connect Heypoplar to Salesforce

Here’s where you actually hook things up.

2.1 Create a Salesforce Connected App

You need this for Heypoplar to talk to Salesforce over the API.

  1. In Salesforce, go to Setup.
  2. Search for App Manager and hit New Connected App.
  3. Give it a name (e.g., “Heypoplar Integration”).
  4. Under API (Enable OAuth Settings), check the box.
  5. Set the Callback URL to:

https://app.heypoplar.com/oauth/callback

  1. Add OAuth Scopes:
  2. Access and manage your data (api)
  3. Perform requests on your behalf at any time (refresh_token, offline_access)
  4. Full access (full) (if unsure, but try to stick to least privilege)
  5. Save. You’ll get a Consumer Key and Consumer Secret. Note these.

2.2 Authorize Heypoplar

  1. Log in to Heypoplar.
  2. Go to Integrations > Salesforce.
  3. Click Connect.
  4. Enter your Salesforce instance URL, Consumer Key, and Consumer Secret from above.
  5. Authenticate via Salesforce login.

If all goes well, Heypoplar should say “Connected.” If not, triple-check your credentials and permissions.

Heads up: If your Salesforce uses SSO or has IP restrictions, you might need admin help to loosen things up for API access.

Step 3: Map Your Data

This is where most integrations go sideways. Take your time here.

3.1 Choose Objects to Sync

  • Decide if you want one-way (Salesforce → Heypoplar or vice versa) or two-way sync.
  • Most folks start with Accounts and Contacts. Add more later.

3.2 Field Mapping

  • Heypoplar will let you map Salesforce fields to its own fields, including custom ones.
  • Match up field types (e.g., don’t map a multi-select picklist to a single-line text).
  • Watch out for required fields—missing mappings can cause silent failures.

Pro tip: Start with a small subset (e.g., just Accounts) and expand once it’s working.

Step 4: Set Sync Rules and Filters

You don’t want every record syncing—just the right ones.

  • Filters: Only sync records that meet certain criteria (e.g., only Accounts with a certain status)
  • Conflict rules: Decide what happens if data changes in both systems. Most pick “Salesforce wins” or “Last update wins.”
  • Frequency: Real-time is nice, but hourly or daily is usually fine, and less likely to slam your API limits.

Honest take: Real-time sync sounds cool, but unless you really need it, stick to scheduled syncs. It’s more stable.

Step 5: Test with a Sandbox (Really—Do This)

Don’t roll this out live until you test.

  • Set up a Salesforce sandbox and a test Heypoplar workspace.
  • Run a few test records through. Change values and watch them sync.
  • Watch for common issues:
  • Data type mismatches
  • Picklist values not matching
  • Permission errors

Pro tip: Keep a rollback plan. If things get weird, you want to be able to clean up test records fast.

Step 6: Go Live—But Monitor Closely

Once tests look good, connect your production Salesforce and Heypoplar accounts.

  • Start with a small batch of records.
  • Monitor sync logs in both systems (Heypoplar usually has a sync status dashboard).
  • Set up alerting for sync failures, if possible. You don’t want to find out weeks later.

What to ignore: Fancy dashboards about “total records synced” are less useful than actual error logs. Focus there.

Step 7: Ongoing Maintenance

Integrations aren’t “set and forget.” Here’s what to watch for:

  • Salesforce schema changes: If someone adds or renames fields, you may need to redo mappings.
  • API limits: If you’re syncing tons of records, keep an eye on daily API usage in Salesforce.
  • User permissions: If team members lose access, syncs can fail quietly.

Check in on the integration every month or so. Most issues come from unnoticed changes upstream.

What Works, What Doesn’t, and What to Skip

What works well: - Syncing standard objects (Accounts, Contacts) is solid - Basic field mapping is straightforward - Scheduled (not real-time) syncs are reliable

What’s annoying: - Custom objects and complex picklists need extra setup - Attachments and notes typically don’t sync—don’t waste time trying - Error messages are often vague (“Sync failed: unknown error”). Read the logs.

What you can ignore: - Over-customizing the sync. Get the basics working first; fancy stuff later. - Over-promised “AI data enrichment” features. They rarely work as advertised.

Final Thoughts: Keep It Simple, Iterate Often

You’re not trying to build a spaceship—just keep your data lined up. Start simple: sync the basics, watch for errors, and only add complexity when you have to. Most integration headaches come from trying to do too much up front.

If you run into a wall, reach out to support, but don’t be afraid to scale back your sync scope. In integrations, less is almost always more.