Step by step process for integrating Salesforce CRM data with Xactlycorp

If you’re trying to get your Salesforce CRM data into Xactlycorp, you’re probably dealing with sales commissions, quotas, or some kind of incentive calculation. This guide is for admins, sales ops, or IT folks who just want a clear, honest process—no hand-waving, no “digital transformation” fluff. Just what works, what breaks, and what’s not worth your time.

Ready? Here’s how to actually integrate Salesforce with Xactlycorp and keep your data (mostly) sane.

Step 1: Decide What Data Actually Needs to Move

Don’t start with “let’s sync everything.” That’s how you end up with a mess, slow syncs, and angry sales reps. Instead:

  • List what Xactly needs: Usually, Opportunities, Accounts, Users, and maybe custom fields.
  • Ask: Do you need all Opportunity stages, or just Closed-Won? Do you care about every custom field?
  • Less is more. Only sync what Xactly uses for comp plans, crediting, or reporting.

Pro tip: Map this out on paper first. It’ll save you hours of cleanup later.

Step 2: Check Your Salesforce Data Health

Xactlycorp will only be as good as the data you feed it. If your Salesforce data is sloppy, you’ll have issues like missed payments or quota errors.

  • Run Salesforce reports to find missing, duplicate, or inconsistent fields—especially on Opportunities and Users.
  • Standardize data where possible (e.g., picklist values, date fields).
  • Set up validation rules in Salesforce if you’re noticing recurring issues.

What to skip: Don’t expect Xactlycorp to “clean up” your Salesforce data. Fix it before you start the integration.

Step 3: Get the Right Access and Permissions

You’ll need admin rights (or someone who does) for both systems.

  • In Salesforce: You’ll need API access. That means either an API-enabled user or an integration user account.
  • In Xactlycorp: You’ll also need admin or integration privileges to set up data connections.

Security tip: Use a dedicated integration user with a strong password and limited permissions. Don’t use someone’s personal login.

Step 4: Choose Your Integration Method

There are a few ways to move data from Salesforce to Xactlycorp. Here’s what actually matters:

  1. Native Connector (Preferred)
  2. Xactlycorp offers a packaged integration for Salesforce. It’s the most direct, less code, fewer headaches.
  3. Set up via Xactly Integration Platform or “Xactly Connect” (naming changes, but same idea).

  4. Keeps support happy if something breaks.

  5. Flat File Exports

  6. Export CSVs from Salesforce and upload them to Xactlycorp.
  7. Good for testing or simple, infrequent syncs.

  8. Not practical for daily or real-time needs.

  9. Custom ETL or Middleware (e.g., MuleSoft, Dell Boomi)

  10. Useful if you have complex mappings or need to involve other systems.
  11. More moving parts = more stuff to break.
  12. Not worth it unless your org is already deep into these tools.

Bottom line: Use the native Xactlycorp-Salesforce connector unless you have a compelling reason not to.

Step 5: Configure the Native Salesforce Connector

Assuming you’re using the built-in connector, here’s what to actually do (details may shift slightly with Xactlycorp’s UI changes):

  1. Install the Xactly Integration Package in Salesforce
  2. Download from Salesforce AppExchange or as directed by Xactlycorp support.

  3. Install in your Salesforce instance. Test first in a sandbox, not production.

  4. Set Up the Connected App

  5. Create a Connected App in Salesforce for API access.
  6. Define scopes (e.g., api, refresh_token).

  7. Note down the client ID and secret.

  8. Connect Xactlycorp to Salesforce

  9. In Xactlycorp, go to Integration settings.
  10. Enter your Salesforce instance URL, client ID, and secret.

  11. Authenticate as your integration user.

  12. Map Objects and Fields

  13. Xactlycorp will prompt you to map Salesforce fields (e.g., Opportunity Amount → Xactly Deal Amount).

  14. Map only what you need. Unmapped fields slow things down and can cause sync errors.

  15. Set Sync Schedule

  16. Decide how often to refresh data (hourly, daily, etc.).

  17. For most sales orgs, nightly syncs are fine. Real-time is usually overkill and just adds risk.

  18. Test the Connection

  19. Run a test sync with a small data set.
  20. Check for errors in both Salesforce and Xactlycorp logs.

What to watch for: Don’t expect perfect mappings. Some custom Salesforce fields may need reformatting or won’t line up 1:1 with Xactlycorp.

Step 6: Test With Real (But Not Production) Data

  • Use your Salesforce sandbox and Xactlycorp’s test environment.
  • Create sample Opportunities, Accounts, and Users that mimic real scenarios (weird characters, edge cases, multi-currency, etc.).
  • Run the sync and see what breaks.

Don’t ignore errors: Even “minor” warnings can mean broken payout logic down the road.

Step 7: Roll Out in Phases, Not All at Once

  • Start with a limited group of users or a single sales team.
  • Monitor for sync issues, missing records, or calculation problems.
  • Collect feedback—if sales reps can’t see their deals or payouts, you’ll hear about it fast.

Skip the “big bang” launch. If something goes wrong, it’s easier to fix with a small group than the whole company breathing down your neck.

Step 8: Monitor, Audit, and Clean Up

  • Set up automated alerts for sync failures or data mismatches.
  • Spot-check records in both systems weekly, especially after big Salesforce changes (new fields, new processes).
  • Document what you changed—future you (or someone else) will thank you.

Pro tip: If something looks off, check Salesforce field changes first. Sometimes admins add or rename fields and forget the impact on integrations.

What Actually Works (And What Doesn’t)

Works well: - Native connectors for most standard fields and objects. - Nightly or scheduled syncs (less stress than real-time). - Limited, well-defined data mapping.

Doesn’t work well: - Syncing every single field “just in case.” - Ignoring Salesforce data quality issues and hoping Xactlycorp will catch them. - Over-customizing the integration—keep it simple unless you have a real need.

Ignore: - Fancy real-time dashboards unless you’re truly running split-second comp plans (you aren’t). - “No code” promises—some admin work is always required.

Keep It Simple, Iterate, and Don’t Panic

Integrating Salesforce CRM with Xactlycorp isn’t rocket science, but it’s easy to make it harder than it needs to be. Start with the basics, sync only what’s necessary, and test every change before it hits production. Fix problems as you go—don’t let perfect be the enemy of done.

And remember: if something breaks, it’s almost always a mapping or data quality issue. Check your logs, ask for help, and keep moving.