Insentric uses a dedicated "API Only" user to securely extract your Salesforce data for marketing attribution and analysis. Creating this user is a necessary step to establish the connector, ensuring Insentric has a stable, "Read-Only" bridge to your records without requiring a standard seat or compromising your personal login security.

This guide uses the Salesforce Integration License, a cost-effective license type designed specifically for system-to-system communication.

Quick-Start Summary

1. Log in as a System Administrator to create the user.
2. Select the Salesforce Integration license type.
3. Create a Permission Set for object access.
4. Reset the Security Token to complete the credential set.

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Before You Begin — The "Username vs. Email" Rule

• Username: This is a unique identifier for the API user. It must look like an email address (e.g., [email protected]) and must be unique across all Salesforce organizations globally.
• Email: This is the actual inbox where you will receive the password reset link and the security token. You should use an inbox you have immediate access to.

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Step 1: Create the API User Record — Define the user identity

The first step is to define the user and assign the correct "API Only" identity.

1. Log in to Salesforce as a System Administrator.
2. Click the Gear Icon (top right) and select Setup.
3. In the Quick Find box on the left, type Users and select Users.
4. Click New User.
5. Identity Details:
   • Last Name: API User (Read Only)
   • Alias: api_ro
   • Email: Use your work email or a team alias you can access.
   • Username: Create a unique ID (e.g., [email protected]).
6. Licensing & Security:
   • User License: Salesforce Integration
   • Profile: Salesforce API Only System Integrations
7. The "Marketing User" Requirement: On the right-hand column, check the box for Marketing User.
   • Note: This is required to allow the API to see Campaign Members, even if they have read permissions elsewhere.
8. Click Save.
9. Assign the License Extension: Scroll down to the Permission Set License Assignments related list. Click Edit Assignments, check Salesforce API Integration, and click Save.

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Step 2: Configure the Permission Set — Manage data access

A new Integration User has zero access to data by default. You must create a "Permission Set" to grant specific "Read-Only" rights.

1. In Setup, search for Permission Sets and click New.
2. Label: API_Integration_Read_Only
3. License: You must select Salesforce Integration from the dropdown menu to match the user. Click Save.
4. Grant Object Access: Click on Object Settings. You will need to click into each of the following objects one by one:
   • Accounts, Campaigns, Campaign Members, Contacts, Leads, Opportunities, Tasks, and Events.
5. Inside each object:
   • Click Edit.
   • Check Read and View All. ("View All" ensures the API can see records regardless of who owns them).
   • Field-Level Security: Scroll down to the Field Permissions section. Check the Read Access box for all fields the integration needs to see.
   • Click Save.
6. Assign the Set: Click Manage Assignments > Add Assignments. Select your API User and click Assign.

Note: Access to Opportunity History and Opportunity Contact Roles is automatically granted once the user has "Read" access to the main Opportunity and Contact objects.

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Step 3: Set Password and Retrieve Security Token — Secure the connection

Because this user is "API Only," they cannot log in to the Salesforce website. We will use the "Login As" feature to bypass this restriction for setup.

1. Enable Administrative Login

Go to Setup > Security > Login Access Policies. Ensure Administrators Can Log in as Any User is checked. Click Save.

2. Set the User Password

Check your inbox for a "Welcome to Salesforce" email. Click the link to verify the account and set a strong password. Write this password down.

3. Generate the Security Token

1. Go to the Users list in Setup.
2. Find your API User and click the Login link next to their name. You are now "shadowing" their account.
3. Click the User Avatar (top right) and select Settings.
4. On the left menu, click Reset My Security Token.
   • If this option is missing, it is likely because your Profile has restricted IP Ranges. Temporarily remove those ranges from the Profile to see this link.
5. Click the Reset Security Token button.
6. Check your email. You will receive a long string of letters and numbers. This is your Security Token.
7. Click Log out as [User Name] at the top of the page to return to your Admin account.

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Step 4: Retrieve Organization ID — Identify your Salesforce instance

Insentric requires your Organization ID (a unique 15 or 18-character string) to route data to the correct account. Retrieving this information is straightforward:

1. Log in to Salesforce as a System Administrator.
2. Click the Gear Icon (top right) and select Setup.
3. In the Quick Find box, type Company Information and select Company Information.
4. Look for the field labeled Salesforce Organization ID.
5. Copy the ID (it usually begins with 00D).

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Step 5: Final Credential Delivery — Summary of login data

When setting up Insentric, you will need the following credentials:

Credential	Example Value
Username	[email protected]
Password	YourSecretPassword123
Security Token	a1B2c3D4e5F6g7H8i9J0
Login URL	https://login.salesforce.com
Organization ID	00D7g000000H3DTEA0

Log in to your Insentric Admin instance, then click Connections → Salesforce. Enter the credentials you have gathered, then click "Submit" to connect your instance.

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Troubleshooting — Resolve common connection errors

Error Scenario	Possible Cause	Recommended Fix
Login fails with "Invalid Credentials"	Token not appended	Some tools require the Security Token added to the end of the password (e.g., Password123ABC123).
Cannot see specific data fields	Field-Level Security	Go to the Permission Set and ensure the specific fields have Read Access checked.
"Reset Security Token" link is missing	IP Restrictions	Check the user's Profile. If Login IP Ranges are set, the reset link is disabled until they are removed.

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Terminology — Definition of key terms

Term	Definition
API (Application Programming Interface)	A software intermediary that allows two applications to talk to each other.
Permission Set	A collection of settings and permissions that give users access to various tools and functions.
Security Token	A case-sensitive alphanumeric code that you must use with your password to access Salesforce via the API.