How to Turn on User Sync: A Guide for Paranoid Pardot Admins

One of my favorite Pardot AEs texted me about the Pardot user sync as soon as it was publicly announced, asking what I thought of it.  I told her people would have one of 2 reactions:

  1. Wait, this doesn’t already exist
  2. It’s about damn time

Either way — this is one of those features that once you turn on, you can never backpedal away from. If this instills you with mild terror, read on for a summary of next steps on getting this up and running in your org.

So First, What is User Sync?

Quoting right from the enablement guide:

Salesforce User Sync is a new Pardot feature that helps you better align and manage users in Pardot and Salesforce. By making Salesforce the system of record for synced users, you’ll save time on user management and security while eliminating user redundancy.

The TL;DR non-tech speak: it means you only have to set users up in ONE place (either Pardot or Salesforce)!  No more creating Salesforce users, then creating Pardot users, and then connecting them.

One user, one spot to maintain that user. What a time to be alive.

Who Can [& Who Should] Activate This

This new feature is available for Professional edition or higher [yet another reason to go pro already.]

I honestly think almost everyone should activate this. It will save time and confusion.

But this isn’t a “flip the switch” change… it definitely merits a sit down with your Salesforce admin to talk about the big picture of access and security. Not a sexy or fun convo, but a necessary one.

A couple of things to note before taking the plunge:

  • This is NOT ready for companies that have multiple Pardot orgs linked to one Salesforce org
  • After this is enabled, you can no longer use the user import tool in Pardot
  • When this is turned on, synced users can only use the “Login with Salesforce” button to access Pardot
  • Going through the “Login with Salesforce” button means any login restrictions in Salesforce will apply (two factor authentication, defined login hours, whitelisted IP ranges, etc.)  Users may whine about this a little.
  • Once you enable this, you can’t turn it off (it’s okay though, BE BRAVE)

What Will Happen to My Current Users When I Turn This On?

At a High Level…

When you turn User Sync on, you will have two kinds of users in Pardot:

User Sync 3.PNG

Depending on how your Salesforce licenses are set up, you may also have some Salesforce-Only folks after you turn on the sync. Only full Sales Cloud licenses are affected by the sync – Chatter Only, Force.com/Platform, Community licenses are not synced when you turn this on.

Scenario 1: If someone has a Pardot User that is not connected to a CRM Username

…nothing happens. They’re a Pardot only user, and everything stays the same for them.

Scenario 2:  If someone has a Pardot User that IS connected to a CRM Username

…they’re converted to a synced user.  Their access level in Pardot will stay the same.  If their user details (like title, email signature, etc.) are different in Salesforce, their Pardot values will be overwritten.

They will also have to sign into Pardot via the “Login with Salesforce” button.

Scenario 3: If someone has a Salesforce User licenses, but nada in Pardot

…they will be converted to a synced user and show up in Pardot. You specify which Salesforce profiles map to different User Roles / access levels when they come over to Pardot.

They will have to sign into Pardot via the “Login with Salesforce” button as well.

One Gotcha:  Duplicate Email Addresses

Pardot users have to have unique email addresses.  You can’t have two Pardot logins with the same email, even across different Pardot accounts.

If one of your Salesforce users has a Pardot login outside of your org (i.e. an agency or partner who works in multiple orgs) they will not be automatically given access to Pardot when you turn on User Sync.

What Will Change with How I Set Up New Users?

New Users created in Salesforce with a profile you’ve greenlighted to sync will automatically show up on the Pardot side.  Voila!

If you need to give someone access to just Pardot and not Salesforce, you set them up the same way you’ve always set up Pardot users.

How To Get Started With User Sync

Take deep, cleansing breaths and press that big green button on your Pardot dashboard.

User Sync 1.PNG

The User Sync Enablement Guide is very detailed and thorough, and there’s an in-app wizard that holds your hand step-by-step.

 

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