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How To Mass-Activate Salesforce Access for Multiple Users

For users of the Email Sidebar on:

3 min read

 

Important

To use RG Email Sidebar Admin panel, special access permissions are required. To request the permissions for your organization, contact [Revenue Grid support team] by email(mailto:[email protected]).

Admin panel provides tools for managing end users. Some of its key settings duplicate RG Email Sidebar Customization and Sync settings on the admin level.

This article supplements Managing Organizations and Managing Users.

The RG Sync Engine supports bulk user authorization in Salesforce. When combined with mass email access authorization via Exchange Impersonation, this setup eliminates the need for end-user actions. Additionally, using this method prevents authorization prompts for end users when access tokens expire.

To set up immediate out-of-the-box Salesforce connection for all RG users in your org, use the new CRM Connectivity widget of RGES Admin panel’s Profiles tab. A prerequisite for this feature is creation of either a service Salesforce account granted full data visibility in the org or an API only user set up to authorize Salesforce access for multiple end users. Presently, the latter authentication option is unavailable.

To quickly establish a Salesforce connection for all RG users in your organization, use the CRM Connectivity widget in the Profiles tab of the RGES Admin panel. A prerequisite for this feature is creating either a Salesforce service account with full data visibility or an API-only user for authorizing Salesforce access for multiple end users. Currently, the API-only user option is not available.

Important

Mass-authorization of users in Salesforce with Salesforce Service Account is compatible only with RG Sync. It is not yet available for the Add-In mass-authorization.

Authorization using a service account with granted data visibility

Follow the instruction below to mass-authorize Salesforce access for the end users via the the CRM connectivity widget.

Important

You must use a dedicated service-only Salesforce account for this feature. Do not use an active RGES user account.

  1. Create a Salesforce user account with granted data visibility for all data in the Org (“View all data”) that will be accessed and managed by RGES users in your company. If you intend to mass-authorize RGES end users’ access to a Salesforce Sandbox environment, create a corresponding service user account in this environment. Note that you should not provision the account in RG Email Sidebar, as it will only be used for Salesforce access authorization.

  2. Open RG Admin panel > Profiles tab > Connectivity subtab.

  1. In the CRM widget, click the Log in with Salesforce button.

Note

Presently, only the Salesforce OAuth authorization option is available; it implies that the pre-set service Salesforce account’s refresh token will be used to authorize access for a specified group of RGES end users.

  1. Log in to the dedicated service account using the standard Salesforce OAuth window that opens in your browser.

  1. If authorization was successful, you will see that the Salesforce service account status changed to Connected.


Re-establishing connection after refresh token expiration

If the service account’s refresh token expires, causing RG Sync for the entitled end users to be suspended, the local RG Admin will see the status change to Disconnected in the CRM widget on the Connectivity tab.

Tip

Users’ sync status/Salesforce connection can also be monitored via the Users sub-tab of admin panel’s Profiles tab. Specifically, the Synchronization status of the users whose synchronization changes to the Disabled status; if clicking on such user brings up a notification “invalid_grant: expired access/refresh token”, that means the user’s access token requires refreshing.

To get a new refresh token and reestablish Salesforce connection:

  1. Open the Connectivity subtab of the Profile tab in the RG admin panel.

  2. In the CRM widget, click Refresh.

  1. Log in to the dedicated service account after refresh using the standard Salesforce OAuth window that opens in your browser.

Now RG users’ Salesforce connection will be recovered.