Export data as Salesforce tasks or events

Tech admin

Where to go: Click Company settings > Salesforce

Centralize your sales data in Salesforce so that you don’t have to move between apps to get a clear picture of what’s going on in each deal. You can export the following Gong activities:

Meeting invites: exported as Salesforce tasks or events
Conference calls: exported as Salesforce tasks or events
Telephony system calls: exported as Salesforce tasks or events. Includes calls made via Gong Engage.
Emails: exported as Salesforce task. Includes emails sent via the Gong email composer for Engage.
Engage tasks: exported as Salesforce task
Engage LinkedIn connection requests and messages: exported as Salesforce task
Engage flow data: exported as Salesforce task

Gong activities are exported as tasks or events (Salesforce activities) according to your preference, where you can create reports which combine Gong and Salesforce data to get the business analytic statistics you need.

To export activities to Salesforce:

Company settings > CRM > Salesforce

In the Salesforce Integration page scroll down to Export as activity.
In Export data for activities that occurred up to, set the number of months after the activity occurs that it should be updated.
Note:
When you set up the integration, only new activities are exported to Salesforce. Existing activities are only exported if they are updated in Gong in the timeframe selected. See What to consider when setting the activity update timeframe.

What to consider when setting the activity update timeframe

Gong activities are updated with new data as it becomes available, for example if a new smart tracker is set up, the Salesforce task/event for that activity is updated with the new data.

Updating Salesforce tasks/events can cause unnecessary overload on your CRM especially if it includes updating obsolete tasks. Therefore, we update Salesforce activities for a relative period of time after they occur, after which they are no longer updated.

If you set Export data for activities that occurred up to to 3 months, the Salesforce activity will be updated as follows:

Date of Gong activity	Current date	Update Salesforce task/event?
1st January	2nd February	Yes
1st January	3rd April	No

Export meeting invites and calls to Salesforce

Choose whether to export conference call data, or data on calls recorded on a telephony system or both. The data exported includes details such as when the call took place, how long it lasted and what the call resolution was. The call transcript is not exported.

Note:
These settings include exporting calls made via Gong Engage.

To export meeting invites and calls to Salesforce:

In the Salesforce integration page, scroll down to Export as activity. In Meeting invites and calls, select the activities you want to export:
- Meeting invites: exports details of meetings that have not yet taken place. At least one external participant must be a contact or lead in the CRM in order to create a task/event for a meeting. If no contact, lead, or account is found, the task/event isn't created.
  Tasks for meeting invites are created with a status of Not started. Once the meeting has taken place, the meeting details, such as a link to the recording, are added to the task and the status is automatically changed to Completed. Events don’t have a status field.
  Note:
  The meetings booked metric in Engage provides data on how many meetings an SDR made and doesn’t correlate to Meeting invites.
- Conference calls: if you export meeting invites the call is added to the task/event containing the relevant meeting invite. If not, the call is exported as a task or event.
- Telephony system calls:
  - Calls with Gong dialer: Only export calls made via Engage with the Gong dialer. Exports the following calls:
    - All recorded calls
    - Call attempts: details of calls that were made but not answered
    - Short calls: calls that are under 5 minutes
    - Non recorded calls: details of calls that were made, answered, and not recorded
  - All calls: Export calls made with any dialer. Exports the following calls:
    - All recorded calls that last longer that the time set in your recording settings page
      Note:
      Selecting All calls will create duplicate tasks if you export calls made with other dialers via a different app.
Expand Salesforce activity settings and choose:
1. Whether to export meeting invites and conference calls as:
  - Salesforce tasks
  - Salesforce events
    We recommend exporting them as events as this includes fields relevant for these activities. Meeting invites and conference calls must be exported as the same object as the meeting invite is updated with the conference call details after the meeting takes place.
    Note:
    If you installed the Gong for Salesforce app and activated the Gong for Salesforce - Create Event from Gong Conversation flow and you export meeting invites and conference calls as events, events for your calls will be duplicated. We recommend deactivating the flow.
2. The Salesforce task/event type for meeting invites and conference calls
3. Whether to export telephony system calls as
  - Salesforce tasks
  - Salesforce events
4. The Salesforce task/event type for telephony system calls
5. Whether to create one or several tasks for each activity exported. For more details, see Creating tasks.

Export emails to Salesforce

Emails are exported from the date you configure them to be exported and are not exported retroactively.

Note:
To be exported to Salesforce, emails must be written in Google Workspace, Office365 or in Gong Engage via the Gong email composer.

Emails with the following tags are not exported to Salesforce:

MEETING_ACCEPTED
MEETING_DECLINED
MEETING_TENTATIVE
MEETING_INVITATION
MEETING_INVITATION_CANCEL
MEETING_NEEDS_ACTION
SCHEDULING

To export emails to Salesforce:

In the Salesforce integration page, scroll down to Gong captured emails, select the workspaces you want to export emails from.
Choose whether to export All Emails to Salesforce, or only Emails Written in Gong, (emails written using the Gong email composer).
Caution:
If you select All Emails and you have another app which exports emails to Salesforce, your Salesforce tasks will be duplicated.
Select which team members you want to export emails for. By default no team members are selected and no emails are exported to Salesforce for the workspace. Click Edit to add or remove team members whose emails should be exported to Salesforce.
1. In the Add/remove team members dialog, search for the employee name, team or job title you want to export emails to Salesforce for.
2. Click the team members or teams to add them to the list, and click the X to remove them from the list.
3. Click OK to close the dialog. The number of team members should be updated.
In the Salesforce task settings section:
- Select whether to create one or several tasks for each email exported. For more details, see Creating single tasks for activities or Creating several tasks for emails.
- Select the task type for the activity. You must set up the relevant task types in Salesforce first. For more details, see Configuring the task type for an activity.

Export Engage data

Engage to-do activities include emails, calls, LinkedIn actions, and tasks. Engage emails and calls are exported based on your Meeting invites and calls and Emails settings. For more details, see How Engage exports data to your CRM.

Note:
To-dos that are Open aren’t exported to Salesforce.

In addition to exporting Engage emails and calls, you can export the following Engage data to Salesforce.

Engage tasks

Engage tasks, LinkedIn messages and connection requests are exported to Salesforce once the to-do is marked as completed in Gong, the activity is not imported from external sources.

To export Engage to-dos:

In the Salesforce integration page, scroll down to Engage to-do activities and select whether to export:
- Engage tasks
- LinkedIn activities (messages and connection requests)
Expand Salesforce task settings and set the task type for each Engage activity you export to Salesforce. See Configuring the task type for an activity
Select whether you want to create one task in Salesforce, or several tasks for each Engage to-do.

Engage flow data

You can export data on which contacts have been added to a flow and what step in the flow they are in. This enables you to see which activities are part of an Engage flow and which aren't. If prospects are added to multiple flows, the names of the flows are displayed in the Engage flow name field. The other flow fields display details of the flow the prospect has been in the longest.

Viewing flow data in Salesforce is dependent on various fields being added to the task and contact layout. These fields contain information such as the status of the flow and the flow name. For more details, see Setting up Salesforce custom fields.

To enable exporting Engage flow data in the Engage flow data section, select Export flow fields.

Overview of Engage flow data in Salesforce, detailing flow data integration process.