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Salesforce Connector

SiftHub's Salesforce Connector integrates your Salesforce data into SiftHub, enabling you to search and receive AI-generated answers directly from your Salesforce records via the SiftHub Platform.

Connection Options

SiftHub connects to your Salesforce content via an API Integration (Client Credentials Flow), providing comprehensive access to your data. This method requires specific configuration within your Salesforce organisation, including the creation of a Connected App, a dedicated Integration User, and associated profiles and permission sets.

What Gets Connected

SiftHub connects to and indexes data from specific Salesforce objects and their critical fields.

Supported Objects:

  • Account

  • Contact

  • Opportunity

  • Task

  • Event

  • EmailMessage

  • ContentDocument

  • Note

Critical Fields (Necessary for proper functioning)

1. Core System Fields (Always Required)

  • Id - Primary identifier for all objects

  • CreatedDate - Used for initial data loading and sync

  • LastModifiedDate - Used for incremental sync operations

  • IsDeleted - Required to check if the record is deleted in Salesforce

  • CreatedBy - User who created the record

  • LastModifiedBy - User who last modified the record

2. Object-Specific Required Fields

Account Object:

  • Name, Type

  • ParentId- Related object

Contact Object:

  • Name, Email

  • AccountId- Related object

Opportunity Object:

  • Name, StageName, IsClosed, Probability, Amount, CloseDate, OpportunityContactRoles

  • AccountId - Related object

Task Object:

  • Subject, Status, Priority, ActivityDate

  • WhatId - Related object

  • WhoId - Related contact

Event Object:

  • Subject, StartDateTime, EndDateTime

  • WhatId - Related object

  • WhoId - Related contact

Note Object:

  • Title

  • ParentId - Parent object reference

EmailMessage Object:

  • Subject, FromAddress, ToAddress, CcAddress, BccAddress

  • RelatedToId - Related object reference

ContentDocument Object:

  • Title, FileExtension, ContentSize, LatestPublishedVersionId

  • LinkedEntityId - Related object reference

How It Works

Once connected, SiftHub:

  • Indexes content from the supported Salesforce objects8.

  • Utilises CreatedDate and LastModifiedDate fields for initial data loading and subsequent incremental synchronisation operations.

  • Makes the connected content searchable and available for AI-generated answers within the SiftHub platform.

Content Updates

  • New or modified content appears in SiftHub within 6 Hours

  • Updates include:

    • New Objects

    • Objects changes

    • Permission changes

    • Deletions

  • Deleted Objects are automatically removed from SiftHub results

Access Control

SiftHub partially supports Salesforce’s native permissions

Supported:

  1. Profile

  2. Permission Set

  3. Permission Set Groups

Currently unsupported:

  1. Org Wide Defaults

  2. Role Hierarchy

  3. Restriction Rules

  4. Sharing Rules

  5. Field level access

  6. Record level access
     

Examples (Provided the user is present in Salesforce and SiftHub platform)

  1. Example of Field level access: 
    Let's imagine a sensitive field in Salesforce on the Opportunity object called Commission_Amount__c.

    1. Permissions in Salesforce

      1. Integration User: The Salesforce profile for this user is given access to view the Commission_Amount__c field.

      2. Sales Rep (Alex): Alex's Salesforce profile is denied access to the Commission_Amount__c field. When Alex logs into Salesforce directly, they cannot see this field on any opportunity.

    2. Outcome in SiftHub

      1. Because the Integration User has access to the Commission_Amount__c field, SiftHub ingests this field and its data during its sync.

      2. When Alex logs into the SiftHub platform, they will be able to see the Commission_Amount__c field and its values.

    This demonstrates that SiftHub's platform access mirrors the permissions of the Integration User, overriding the specific field-level restrictions applied to an individual user like Alex in Salesforce. Any field visible to the Integration User becomes visible to all SiftHub users.

  2. Example of Record level access:
    If one User A of Salesforce has a profile or permission set or permission set group which gives that user A the access to Opportunity object, then he will have access to all the Opportunities on SiftHub platform.

How to create Connected App & Integration User

Prerequisites

Before creating a Connected App, ensure you have:

  • System Administrator or equivalent permissions in your Salesforce org

Step-by-Step Creation Process

Step 1: Navigate to Connected Apps Setup

  1. Log in to your Salesforce org

  2. Click the Setup gear icon in the top right corner

  3. In the Quick Find box, search for "App Manager"

  4. Click App Manager under Apps

  5. Click New External Client App button

Screenshot 2025-08-04 at 6.25.29 PM.png

Step 2: Basic Information Configuration

Fill out the required basic information:

Screenshot 2025-06-17 at 1.49.50 PM.png

Connected App Name

  • Enter a descriptive name for your app (e.g., "SiftHub")

  • This name will be visible to users during authorization

API Name

  • This auto-populates based on your app name

  • You can modify it if needed (must be unique in your org)

Contact Email

  • Provide a valid email address for the app contact

  • Users will see this email if they have issues with the app

API (Enable OAuth Settings)

  1. Check "Enable OAuth Settings" - This is mandatory for API access

  2. Callback URL

    • Enter the URL where Salesforce will redirect users after authentication: https://sifthub.io/oauth/salesforce-callback

  3. Selected OAuth Scopes Choose appropriate scopes:

  • Perform requests at any time (refresh_token, offline_access) - Enables refresh tokens

  • Access the identity URL service (id, profile, email, address, phone) - User profile data

  • Access custom permissions (custom_permissions) - Custom Permissions

  • Manage user data via APIs (API)

  Screenshot 2025-06-17 at 2.25.47 PM.png

  4. Enable Client Credentials Flow

  5. Click on Create

Step 3: Create Custom Profile

  1. Go to Setup → Users → Profiles

  2. Click on M in Navigation Pane & Clone the Minimum Access - API Only Integrations Profile

  3. Name the Profile as “Sifthub API Integration Profile”

  4. Scroll down to Field Level Security

    1. For each object (Account, Contact, Opportunity, Event, Task, EmailMessage)

    2. Open field level security for each object

    3. Select all the fields and ensure Read access to all fields are given.

    4. Click Save

Refer to the example below

Screenshot 2025-08-06 at 12.28.10 PM (1).png

Step 4: Create Integration User (API-only User)

  1. Navigate to Users

     

  • Go to Setup → Users → Users

  • Click New User

    Screenshot 2025-08-04 at 6.28.41 PM.png

  2. Configure Integration User

  • First Name: Integration

  • Last Name: User (or your app name like "SiftHub")

  • Email: Use a dedicated email (e.g., sifthub-integration@yourcompany.com)

  • Username: Must be unique across all Salesforce orgs (e.g., sifthub-integration@yourcompany.com)

  • Nickname: IntegrationUser

  • User License: Salesforce Integration

  • Profile: Sifthub API Integration Profile (Created in Step 3)

  • Generate new password and notify user immediately: Uncheck this

  3. Click on Save

Step 5: Create Custom Permission Set for API Access

  1. Navigate to Permission Sets

    • Go to Setup → Permission Sets

    • Click New

  2. Configure Permission Set

    • Label: Sifthub API Access

    • API Name: Sifthub_API_Access

    • Description: Permission set for Sifthub integration API access

    • License: Salesforce API Integration

  3. Configure System Permissions

    • Go to System Permissions

    • Click Edit

    • Enable the following permissions:

      • Access Activities ✓

      • View All Users ✓ (for user queries)

      • View Setup and Configuration ✓ (for permission queries)

      • View All Data ✓

    • Click Save

  4. Assign Permission Set to Integration User

    • Click Manage Assignments

    • Click Add Assignment

    • Select your integration user created in Step 4

    • Click Next

    • Click Assign

Step 6: Managing Policies

  1. Go to Setup → External Client App Manager

  2. Find your Connected App and click the dropdown arrow

  3. Click on Edit policies

OAuth Policies Options:

  • Permitted Users: Admin approved users are pre-authorized

Screenshot 2025-08-06 at 12.54.20 PM (1).png

  • Enable Client Credentials Flow->Run as: Select your integration user created in Step 4

  • Refresh Token Policy: Refresh token is valid until revoked

App Policies Options:

Since you selected "Admin approved users are pre-authorized”

  1. Select Profiles to assign specific profiles

    a. Add Sifthub API Integration Profile (Created in Step 3)

  2. Select Permission Sets to assign permission sets

    a. Add Sifthub API Access (Created in Step 5)

Screenshot 2025-08-06 at 2.30.12 PM.png

Step 8: Retrieve Credentials

  1. View External Client Connected App

    Screenshot 2025-08-06 at 2.33.00 PM.png

  2. Important: Copy and securely store:

    • Consumer Key (Client ID)

    • Consumer Secret (Client Secret)

    • Your Salesforce Domain

Troubleshooting Common Issues

"invalid_client_id" Error

  • Verify the Consumer Key is correct

  • Ensure the Connected App is active

  • Check if the user has access to the app

"redirect_uri_mismatch" Error

  • Verify the callback URL matches exactly

  • Check for trailing slashes or HTTP vs HTTPS

"invalid_scope" Error

  • Ensure requested scopes are configured in the Connected App

  • Verify the user has permissions for the requested scopes

"invalid_grant" Error

  • Check if authorization code has expired (10 minutes)

  • Verify the redirect URI matches the one used for authorization

  • Ensure client credentials are correct