Salesforce Integration

Get an Overview of the Maica Forms Salesforce Integration

Maica Forms can automatically create or update Salesforce records when a form is submitted. This requires a Salesforce Connection.

To learn how to Connect with Salesforce, click here.

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Overview

Salesforce integration in Maica Forms works in three ways, from most recommended to legacy:

Mode	Best for
Action Chain	Most use cases — supports multiple objects, flows, and related records
Flow Invocation	When your logic already lives in a Salesforce Flow
Per-field mapping	Simple single-object forms (legacy, no longer the default for new forms)

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Action Chain (Recommended)

An action chain is an ordered list of steps that are executed in sequence every time a form is submitted. Each step can depend on values from the steps before it.

Enabling Action Chain Sync

1. In the form builder, go to Settings → Salesforce

2. Enable the Sync to Salesforce toggle

3. Select Action Chain as the sync mode

4. Click + Add action

Action Step Types

Step type	What it does
Create record	Creates a new Salesforce record in the specified object
Update record	Updates an existing record (by record ID or match criteria)
Invoke Flow	Calls a Salesforce Flow and passes form data as input variables
Create junction records	For SF Related List fields — creates a record linking two Salesforce objects

Mapping Form Fields to Salesforce Fields

For each step, you map the Salesforce fields you want to set. Each mapping has:

• Salesforce field — which field on the object to populate

• Value type — where the value comes from:

Value type	Description
Form field	The value the respondent entered in a specific form field
Static value	A fixed value you type in (e.g. a record type, a status value)
Lookup field	The ID of a record created in a previous action step
Current date	Today's date (formatted as YYYY-MM-DD)
Current datetime	The current date and time at the moment of submission

Using Values from Previous Steps

If an earlier step creates a Contact and you need the new Contact's ID in a later step, use Lookup field and select the step that created the Contact.

This chaining allows you to, for example:

1. Create a Contact from the respondent's details

2. Create an Opportunity linked to that Contact

3. Invoke a Flow to send a welcome email using the new Opportunity ID

Activity / Task Creation

Each action step can optionally create a Salesforce Task (Activity) after the main operation:

Setting	Description
Create activity	Toggle on/off
Subject	The task subject line
Auto-description	A generated description using submission data

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Flow Invocation

If you have existing Salesforce Flows that process new intake data, you can invoke them directly.

1. In Settings → Salesforce, select Invoke Flow as the sync mode

2. Choose the Flow from the dropdown (all active Flows in your org are listed)

3. Map each form field to a Flow input variable

The Flow receives the form data as input variables and executes in Salesforce. The submission status is updated to Synced when the Flow completes successfully.

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Per-Field Mapping (Legacy)

For simple forms that create a single Salesforce record, per-field mapping is the easiest option.

1. Select each form field in the builder

2. Open the Salesforce tab in the field settings

3. Choose the Salesforce object (e.g. Contact, Account, Lead)

4. Choose the Salesforce field (e.g. Email, LastName, Phone)

On submission, all mapped fields are grouped by object. One record is created per unique object you have mapped fields to.

Upsert mode: If enabled, the system searches for an existing record matching a key field (e.g. Email on Contact) before creating. If found, the existing record is updated instead.

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Pre-filling Fields from Salesforce

Individual fields can be pre-filled with data from a Salesforce record. This is useful when the form is launched from a Salesforce context (e.g. a button on a Contact record).

In the field's Salesforce tab:

• Set the Salesforce object and Salesforce field

• Enable Pre-fill from Salesforce record

The record ID must be passed in the URL as a query parameter (e.g. ?recordId=003...).

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Submission Sync Status

Each form submission has a Salesforce sync status:

Status	Meaning
Pending	Submission received, sync not yet attempted
Synced	All action steps completed successfully
Failed	One or more steps failed — check the submission detail for error messages

You can view sync status in the Submissions view for each form. Failed submissions can be inspected to understand what went wrong (e.g. a validation error in Salesforce, a missing required field).

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Related List Field and Junction Records

The SF Related List field type (see Field Types) allows respondents to select from Salesforce records. When they make a selection and submit:

1. The form submission is saved

2. For each selected record, a junction object record is created in Salesforce linking the primary record (created by an earlier action step) to the selected record

This is useful for scenarios like:

• Selecting which support plans a client is enrolled in

• Choosing team members to assign to a project

• Picking related products or services

Configure which junction object to use, and which lookup fields point to each side of the relationship, in the field's settings.