Salesforce

This guide explains how to connect Claras to your Salesforce Financial Services Cloud (FSC) instance to automatically sync client data.

Overview

The Salesforce integration keeps client information synchronised between Salesforce and Claras without manual data entry. Claras reads Household Accounts from Salesforce and creates corresponding client records, so your client list stays current as your CRM data changes.

This integration is designed for practices using Salesforce Financial Services Cloud with the standard Household data model. Salesforce acts as the source of truth, and all client data flows one way, from Salesforce into Claras.

How It Works

When you connect Salesforce, Claras automatically imports Household Accounts assigned to advisers in your practice. The sync runs throughout the day to capture changes made in Salesforce.

What Gets Synced

Claras reads the following data from your Salesforce instance:

Sync Schedule

Claras syncs client data at three points:

• When an adviser joins - All households owned by that adviser are imported immediately

• Throughout the day - Changes are detected every five minutes during business hours (7am–7pm AEST, weekdays)

• Overnight - A full reconciliation runs daily at midnight AEST to catch any missed updates

How Clients Are Matched

When importing a household, Claras determines whether to update an existing client or create a new one:

1. CRM ID match - If a client already has the Salesforce Account ID stored, Claras updates that client

2. Email match - If any email addresses overlap with an existing client (that has no CRM ID), Claras links and updates that client

3. Name match - If the household name exactly matches a client assigned to the same adviser (with no CRM ID or emails), Claras links that client

4. No match - Claras creates a new client record

After linking, the Salesforce Account ID is stored on the client to ensure consistent matching on future syncs.

Adviser Assignment

Clients are only imported when their Salesforce Account Owner exists as an adviser in Claras. The integration matches advisers by their email address, so the same email must be used in both Salesforce and Claras.

If a household's owner changes in Salesforce, Claras reassigns the client to the new adviser on the next sync (provided the new owner exists in Claras).

Connecting Salesforce

The Salesforce connection is practice-wide. One connection covers all advisers in your practice.

To connect:

1. Navigate to Settings → General

2. Scroll to the "Integrations" section

3. Click Connect next to Salesforce

4. Sign in to your Salesforce account and authorise access

Once connected, Claras begins importing households for all advisers in your practice. The initial sync may take a few minutes depending on the number of clients.

Working with Synced Clients

Identifying Synced Clients

Synced clients display a link icon in your clients list. Hover over this icon to see the Salesforce Account ID.

You can also search for clients using their CRM ID, which is helpful when cross-referencing between systems.

Editing Synced Clients

Client records synced from Salesforce cannot be edited in Claras. When you open a synced client's details, the form fields are disabled and a message explains that changes must be made in Salesforce.

This protects data integrity as any changes you made in Claras would be overwritten the next time Claras syncs with Salesforce, which could cause confusion.

Viewing CRM Details

The client details panel displays a "CRM ID" field for synced clients, showing the Salesforce Account ID. This helps you quickly locate the corresponding record in Salesforce.

Disconnecting Salesforce

To disconnect:

1. Navigate to Settings → General

2. Scroll to the "Integrations" section

3. Click Disconnect next to Salesforce

Disconnecting stops future syncs but does not delete existing client data. Clients that were synced will retain their CRM ID, but you can now edit them in Claras.

Salesforce Admin Setup

For organisations that want to enforce least-privilege access, we recommend creating a dedicated Integration User with read-only permissions. Salesforce's api scope grants broad API access, but actual operations are controlled by the user's permissions. A restricted Integration User enforces read-only access at the Salesforce level.

Create a Permission Set

Create a new Permission Set with the following object permissions:

For Field-Level Security, grant Read access to only the required fields:

• Account: Id, Name, LastModifiedDate, OwnerId, RecordTypeId

• Contact: Id, Name, Email, LastModifiedDate

• User: Id, Email

• AccountContactRelation: Id, AccountId, ContactId, IsActive, LastModifiedDate

Create an Integration User

1. Create a new Salesforce User for the integration (e.g., "Claras Integration")

2. Assign a minimal Profile (such as "Minimum Access - Salesforce")

3. Assign the Permission Set you created above

4. Ensure the user has visibility to Household Account records through your sharing model

Authorise with the Integration User

When connecting Claras to Salesforce, sign in as this Integration User rather than a personal admin account. The integration will then operate with only the permissions granted to that user.

This approach provides:

• Audit trail: API calls are logged against a dedicated integration account

• Least privilege: The integration cannot access objects or fields beyond what you explicitly permit

• Easy revocation: Deactivate the Integration User to immediately revoke access

Security & Data Access

This section provides technical details for IT and security teams evaluating the integration.

Authentication

Claras uses Salesforce's standard OAuth 2.0 authorisation code flow for secure authentication. When you connect, you sign in directly with Salesforce. Claras never sees or stores your Salesforce password.

The connection uses refresh tokens to maintain access. Access tokens are short-lived (two hours) and automatically refreshed when needed. If a refresh fails, Claras will prompt you to reconnect.

OAuth Scopes

Claras requests the following OAuth scopes:

API Calls

Claras uses the Salesforce REST API (v64.0) exclusively for read operations. All queries use SOQL (Salesforce Object Query Language) against the standard FSC data model.

The integration makes the following types of API calls:

• Household queries - Retrieve Account records where RecordType.DeveloperName = 'Household'

• Contact queries - Retrieve Contact data via AccountContactRelation junction records

• Modified record queries - Identify records changed since the last sync using LastModifiedDate filters

Claras does not use Salesforce's Bulk API, Streaming API, or any write operations.

Data Read

Claras only reads data from Salesforce. It never creates, updates, or deletes records in your CRM. The integration queries:

• Account records with RecordType "Household" (standard FSC data model)

• Contact records linked to those households via AccountContactRelation

• User records to match Account Owners to advisers by email

Claras accesses only the following fields:

Data Storage

Imported client data is stored in the Claras database as part of your practice's data. This includes:

• Client name (from Household Account Name)

• Email addresses (from linked Contacts)

• CRM ID (Salesforce Account ID)

• Assigned adviser

No raw Salesforce API responses, query logs, or additional metadata are retained beyond what is needed for client records.

Token Storage

OAuth tokens are stored securely in the Claras database and associated with your practice. The following are retained:

• Access token (encrypted)

• Refresh token (encrypted)

• Salesforce instance URL

• Token expiry timestamp

Tokens are automatically deleted when you disconnect the integration. The connection is practice-wide. Individual advisers do not have separate Salesforce tokens.

Frequently Asked Questions

Why can't I see the Integrations section in Settings?

The Salesforce integration is currently in limited availability. If you don't see the Integrations section, contact support to request access for your practice.

Why aren't my clients appearing in Claras?

Clients are only imported when their Salesforce Account Owner exists as an adviser in Claras with the same email address. Check that:

• The adviser has been added to your Claras practice

• Their email address in Claras matches their Salesforce User email exactly

• The Account's RecordType is "Household" (standard FSC model)

What happens if I change a client's email in Salesforce?

Claras detects Contact email changes during incremental syncs. The client's email list in Claras will be updated to reflect all current emails from linked Contacts on the next sync.

Can I manually trigger a sync?

Syncs run automatically throughout the day. If you need an immediate sync after making changes in Salesforce, contact support.

What Salesforce editions are supported?

The integration is designed for Salesforce Financial Services Cloud using the standard Household data model. Other editions may work if they use the same Account RecordType structure.

What happens to synced clients if we disconnect?

Disconnecting stops future syncs but does not delete any client data. Previously synced clients retain their CRM ID, allowing you to reconnect later without losing the link. After disconnecting, you can edit these clients directly in Claras.

How does Claras handle Salesforce API limits?

Incremental syncs only query modified records, minimising API consumption. The integration is designed to work within standard Salesforce API limits for enterprise customers.

Last updated 5th December 2025 by Connor