EMMA FOR SALESFORCE · GUIDE

Manage billing.

Keep your subscription details up to date.
Manage purchasing, payment cards and billing contacts.

4 minute readFor Salesforce administrators

In this guide

Purchasing is managed via a dedicated billing portal.
Checkout only support monthly billing paid by card.
In app you can change billing details, view and resend invoices.

Pricing

Billing occurs monthly from your date of purchase, with pricing based on how many active Emma audience members. If your active Emma audience members total changes in the new billing month, you will be automatically moved to the appropriate billing tier.

Select the image to view it at full size.

Emma for SalesforceVIDEO WALKTHROUGH

Watch the walkthrough

Purchasing

To purchase, go to the billing tab in Salesforce and click on the subscribe now button for your chosen plan type. Once clicked, you will be taken to our dedicated Stripe portal to complete the purchase process.

Before you can purchase you must:
‍
1. have tried our product in a Salesforce Production environment.
2. be a Salesforce system administrator.

Change card details

To update your card details, go to the billing tab in Salesforce and click on the billing portal button. Once clicked, you will be taken to our dedicated Stripe portal to complete the process.

Change contact details

Cancellation

You can cancel at anytime you will just be charged for the month you are in. The only way to cancel is to Contact us. Uninstalling the application, leaving Emma or Salesforce will not cancel your subscription and you will still be liable for any charges incurred.

Common questions

Search these questions

How do I use the My Account page?

Managing your Emma for Salesforce subscription doesn't always require access to Salesforce. Whether you're ready to convert your trial to a paid plan, need to update your card details, or want to reinstate an expired subscription, the My Account page at beaufort12.com/my-account handles all of this without needing to log in to Salesforce at all.

All you need is your Salesforce Org ID and the billing contact email address to get started.

The Solution

Visit beaufort12.com/my-account and choose the option that best matches your situation:

Purchase a License
If you are on a trial and ready to buy, select this option. Enter your Salesforce Org ID and email address, then click Generate Payment Link. A secure payment link will be sent to your email to complete the purchase.

Update Payment Details
If you have an active paid subscription and need to update your card, select this option. Enter your Org ID and billing email to receive a link to the Stripe billing portal, where you can update your payment method, billing address, and view past invoices.

Renew an Expired License
If your subscription has lapsed, select this option. Enter your Org ID and billing email to generate a renewal payment link and reinstate your subscription.

Finding your Org ID
In Salesforce, go to Setup > Company Information. Your Organization ID is an 18-character code beginning with 00D (for example, 00D5g000000AbCdEAK).

Go to Billing Portal directly
If you are an active subscriber, you can also click Go to Billing Portal on the My Account page to access Stripe directly, manage payment methods, and download invoices without generating a new link.

How do I manage billing?
Why can I access the billing portal?
How much does the integration cost?

Do you provide non profit discounts?

While margins for our small company are tight after processing and platform fees, we want to support our nonprofit customers. To help, we can provide a 10% discount to an organisation with non-profit status. The rest of the monthly subscription will allow us to support customers and actively develop our products.

To get this discount, please first sign up and purchase our product. This will create a license and subscription in Salesforce. Then you can contact us with proof of your non-profit status, and we can apply a discount to all future invoices.

How do I cancel?

If you are looking to cancel please contact us with your Salesforce Org Id and the reason you wish to cancel. We will then locate your license and proceed with the cancellation.

Once you have contacted us to cancel, you can follow our uninstall guide to remove the package.

Can you sign an NDA?

We’ve not typically needed to sign NDAs to gain access before. As an official Salesforce partner, the special grant login we use is to review logs and checking your org’s settings to help resolve specific issues.

However, I completely understand your need your data concerns. If an NDA is essential on your side, we’d need to run it through our legal team to review, which may incur an external cost. I’m happy to check what that would look like in terms of fee and timeline if you’d like me to explore that.

Just so you’re aware, we’re a small company with tight margins. Normally, we provide email-based support only, but in this case I felt we could help speed things along for you with access and see information that is only available to us stored in your org. If you’re comfortable proceeding without an NDA, access would only ever be granted to myself (I’m one of the founders) or to Barbara, our resident Salesforce MVP and Nonprofit specialist (Barbara’s LinkedIn). We do not work with any external developers our team is all in-house. Of course, if it helps, I can also notify you when we’ve completed our checks so you can immediately remove our access.

Please let me know how you’d like to proceed. If you’d prefer the NDA route, I’ll get the legal review cost and turnaround time confirmed for you straight away. Or I can provide more suggestions via email. Another option would be to engage one of our consulting partners.

How can I reduce costs?

Our integration is priced with tiers, based on your subscribed audience members. If you would like to lower your subscriber count to qualify for a lower tier, we have these recommendations:

Run a re-engagement campaign to remove disengaged audience members. Many online resources describe this process: you send a final campaign to re-engage members who haven't opened an email in a specific timeframe. Then you archive them if they don't re-engage.
Create a separate Emma Account (or sub-account) for any audiences you don't need to sync to Salesforce, as we count at the account level. Don't connect that account to our integration.

Can I map a field in both directions?

Data can be mapped in both directions using a combination of our import wizard and field mappings.

Import Wizard

Will push data from Salesforce to Emma
It can be scheduled to run as often as every hour of every day
It can add new records and update existing field mappings in Emma.

When setting up your import source, we recommend applying a filter to include only recently modified Salesforce records. For more information on the import wizard, please click here.

Field Mappings

Will push data from Emma to Salesforce.
It runs as part of the primary sync, which by default runs every hour.
Can be used when updating records or creating new ones.

For more information on the field mappings please click here.

Important notes:

Test this solution thoroughly in a sandbox first.
It is worth noting that there is no conflict resolution in this solution, and each direction's timings must be considered, so they don't overwrite each other back and forth.
When you implement this solution, please be sure to run the sync once from the source of truth to the other system (so they are aligned) before enabling the sync in the other direction.
If you need to map Salesforce checkbox fields, please see our FAQ on checkbox-handling .

Can a Salesforce Integration User be the Emma Sync User?

The problem is that the integration user is designed for non-native scenarios like Zapier-style workflows. These can be less secure as the credentials are stored off-platform, so it makes sense to have a more limited user license type.

Our product is a native Salesforce application that securely integrates with the platforms we connect to. Credentials are stored securely within Salesforce, ensuring data protection. We offer various screens and processes that operate entirely within Salesforce, unlike third-party tools like Zapier. For optimal sync performance, we recommend using a system administrator license, as it provides the necessary permissions for a successful integration that is native. Extensive permissions are contained within our permission sets, which are continually updated when we upgrade users.

In addition, the integration user license is limited in terms of assignment. Salesforce currently doesn't let you log in as the integration user, so you can't start this process. There are workarounds to this, but they add unnecessary complexity and are something that we don't support.

Do you support ICU Locale?

Yes, we have completed extensive testing with ICU locale formats, and everything functions as expected. If you or your users encounter any unexpected behaviour, please let us know.

Why can I access the billing portal?

The billing portal is available to users with our Full Access permission set. If you have the permission set assigned to your user, you may be using a Salesforce Classic tab in Lightning. Classic used iframes, which are no longer supported. When you try to open the portal, it will be a blank page with the stripe logo.

"Emma Settings" is the Lightning tab. Emma Settings (Admin) is the Classic tab. You can edit the tabs of your existing app or change to using our Lightning app. Apps are managed in Setup>Manage Apps.

How do I change an Emma account name?

If you change the name of an account in Emma, it will not automatically update in Salesforce. To manually update the name in Salesforce please follow the steps below:

1. Go to the Emma Settings tab.
2. Select the Sync Settings screen.
3. Locate the Connected Emma Accounts table, next to the account you want to change, click the dropdown arrow.
4. Change the Account Name.
5. Click the Validate Connection and then Save.

How Do I Trigger Automation (workflows) in Emma?

Setting up automation in Emma can feel like a puzzle when you're not sure which trigger type matches how you're syncing contacts from Salesforce. The right trigger depends on how contacts are added or updated, and whether the add is a bulk import or a single-record add.

The Solution

One Salesforce toggle drives both bulk-import automation flags: Trigger Emma workflows (field change and contact import) in the Emma Settings tab under General Options. When it is on, bulk adds (including Import Wizard) can fire Emma field change workflows for existing contacts and contact import workflows for new contacts.

Importing contacts in bulk (Import Wizard) — use the Contact Import trigger type in Emma for new contacts, or a field-based trigger for existing contacts. Signup workflows cannot fire from Import Wizard.
Reacting to field data changes — enable the same toggle, then use a field-based trigger in Emma.

In Emma, you can review all available trigger types in the workflow builder.

If you are working with our Import Wizard, we suggest the Contact Import trigger type, which triggers for new contacts. It is worth noting not all Emma accounts have access to this trigger. You can check with Emma directly to see if the option can be enabled.

If you are adding records one at a time via the Audience related list on a contact or our flow invocable action with Trigger Automation, you can use the sign-up trigger type. It will act as if the Salesforce contact used the signup form themselves. Signup triggers never fire from Import Wizard or other bulk imports.

How do I manage billing?

You can manage everything to do with your subscription, purchasing, updating card details, changing the billing contact or address, and viewing or resending invoices, through our secure Stripe billing portal. There are two ways to reach it.

From inside Salesforce

The billing screen is found on the General Settings tab. You'll need to be a Salesforce system administrator or have our Full Access permission set. From here you can:

Purchase.
Update card details.
Update the billing contact, the person who receives the invoice by email each month (we are limited to one email address).
Update billing information, such as the physical address and tax identification.
View and resend invoices.

Don't have access to Salesforce?

The billing contact doesn't need a Salesforce login. Visit our My Account page and choose Update Payment Details. Enter your Salesforce Org ID and the billing contact's email address, and we'll email a secure link to the billing portal. The link expires after 15 minutes, but you can generate a new one at any time.

Note: You can find your Org ID in Salesforce under Setup > Company Information. It's an 18-character code beginning with 00D.

Manage Billing [Full Guide]
How do I use the My Account page?
Why can I access the billing portal?

How do I change Salesforce sync user?

Emma for Salesforce is an integration between two platforms. It requires a user from both to allow our product to work. Should one or both of those users change, you will need to update our sync settings.

Salesforce

The sync will need to run against a user on the Salesforce side. We recommend a person with a system administrator profile.
In addition, they need to have our full permission set this article shows how to add that.
Finally, go to the sync settings page and click the icon next to the Salesforce Sync User.

Emma

To reconnect please:

Go to the sync settings page.
On the Connected Accounts, table click the dropdown icon to the right of the account you want to change.
Once clicked, a sub-menu will appear.
Click on Edit Connection
Change the details there as needed.

How can I manage storage?

Two Emma for Salesforce custom objects could potentially store a large amount of data:

Emma audience members

The number of audience member records is controlled by your audience size in Emma (all statuses).

Email tracking history records (optional)

The number of email tracking history records is controlled by the "Days to Keep" in Emma Sync Settings. It is important to note that your tracking data is always safely stored in Emma, even if not synced to Salesforce.

You can change the "Days to Keep" setting as many times as you like to increase or decrease the number of records stored in Salesforce.

If you lower the days to keep, tracking history will be deleted the next time the primary sync runs.
If you increase the days to keep, you must run a Full Sync to re-sync older records.
To remove all stored email tracking history records from storage, set the days to keep to 0. Instead, you can surface data directly from Emma via our custom components.

Storage planning: Salesforce uses 2kB per record for custom objects (no matter how many fields are on the object). If you multiply the number of Emma audience members (and potentially email tracking records) you have by 2kB, and this provides a rough indicator of the amount of storage that will be used.

Is there any personally identifiable information passed across?

Emma for Salesforce does not store any customer information (given its primary role is to sync data between the two systems). Customer data is stored in Salesforce and in Emma.

The Emma application never independently calls into your Salesforce environment. This means that we don't use up inbound API calls (typically 15,000 / 24 hours) or access your customer data. The only calls that are made back into the Salesforce environment are to obtain metadata in order to support list view imports and page layout configuration. Both of these actions are driven in real-time by your Salesforce users (i.e. we don't store any of your Salesforce connection details or make calls into your Salesforce environment independently of a direct request coming from your Salesforce environment).

No personally identifiable information (PII) is sent to Emma without your permission or action. You can choose not to send any custom data to Emma or even any subscribers. Any PII is viewable within the Emma application (under subscriber custom fields). There are no other hidden fields that contain PII. More details on what is sent can be seen by viewing the technical Emma API documentation (which is used by Emma monitor for Salesforce).

Are there any API limits?

Salesforce has strict governor limits around the use of API calls. Our application does not use any API calls when syncing.

There are two types of API calls, inbound and outbound. Outbound calls from Salesforce do not count against governor limits. All syncing is via outbound calls. These do not count against your Salesforce API limit.

There are two exceptions when we need to use an inbound API call:

If you are using our import wizard with a Salesforce List View, this will use just one inbound API call.
When viewing the sync settings page in our general settings tab, again, this will use up just one inbound API call.

If you'd like to learn more about API calls, please visit this Salesforce article.

What is the full sync, and how do I perform it?

The integration has two kinds of syncs in the Emma to Salesforce direction:

Primary Sync - This is an incremental sync of records in Emma that have been updated since the previous run of this sync. It can be scheduled up to hourly or run by hand with the Sync Now button. The sync will update data in Salesforce only.
- Member statuses are updated in Salesforce
- Mapped fields (in the Emma to Salesforce direction) will be updated per your settings on an audience.
- If enabled, contacts or leads will be created for any emails that don't have a match in Salesforce, per your settings on each list.
- Contact or lead Email Opt Outs may be updated, if enabled.
- Note: All these changes in Salesforce are accomplished by the Salesforce Sync User.
Full Emma Sync - This is a special version of the primary sync that refreshes all the Emma Audience members in Salesforce, instead of just Emma records changed since the last sync.
- It includes most of the same processes in the Primary Sync, above, just for the whole list.
- Matching and mapping from Emma to Salesforce will refire, based on your settings.

Why would I need a full sync?

It is rare but in certain cases information between Emma and Salesforce can get out of sync. There are a two primary reasons this can happen:

1. Emma API being unresponsive.
2. Custom code or processes which conflict with our integration.

To re-align the data you need to perform a full sync. A full sync we will first remove the data we have loaded from Emma into Salesforce. Your data is safe in Emma and this only affects our custom objects, it does not impact your standard objects i.e. Contacts or Leads. It will then re-import using the latest Emma data.

Performing a full sync

1. Go to the Emma Admin app
2. Select the General Settings tab.
3. On the top right there is button called Sync Now next to this there is a dropdown arrow click this and then choose the Full Emma Sync option

Once clicked a number of jobs will be kicked off to align your data. This can take some time to complete but you are free to navigate away from the page and use Salesforce normally. Once the full sync has been completed your Salesforce data will be aligned to Emma's current status.

Note: There are several ways to push your Salesforce data to Emma. Most people use the Import Wizard.

What happens when a person unsubscribes?

If a person unsubscribes from an email sent via Emma this first updates Emma. Then when our primary sync next runs the corresponding Emma audience record in Salesforce is updated from active to unsubscribed. Optionally there is a setting that will allow us to update the standard email opt-out field. For more information please see - https://www.beaufort12.com/emma/support/email-opt-out

NEXT GUIDE

General settings

Review your sync settings and application options.

All Emma support guides

Manage billing.

In this guide

Pricing

Purchasing

Change card details

Change contact details

Cancellation

Common questions

General settings

Partners

Legal

Product

Resources

How can we help?