Gravity Forms to Salesforce Integration

How do I enable the plugin?

After purchasing, you’ll need to install the plugin on your WordPress website. Here’s how.

Step 1: Installation

Log in to your WordPress site and navigate to Plugins → Add Plugin → Upload Plugin. Upload the zip file and activate it.

Step 2: Register the Plugin

On the left-hand navigation, navigate to Forms → Settings → Salesforce. Enter your license key and activate it.

Step 3: Connect Salesforce

Once licensed, head to the Accounts tab on the same Salesforce settings page and connect your first Salesforce account (full instructions below).

That’s it! You’re ready to start mapping forms to Salesforce.

How do I connect a Salesforce account? (OAuth, recommended)

Step 1: Create a Connected App in Salesforce

In Salesforce, go to Setup → App Manager → New Connected App. Enable OAuth Settings, set the Callback URL to the value shown on the plugin’s Salesforce settings page, and give it the scopes:

• Manage user data via APIs (api)
• Perform requests at any time (refresh_token, offline_access)

Save the Connected App and copy the Consumer Key (Client ID) and Consumer Secret (Client Secret).

Step 2: Paste credentials into WordPress

In WordPress, go to Forms → Settings → Salesforce → Add New Account. Paste the Client ID and Client Secret. Set the Login URL to:

• https://login.salesforce.com for production
• https://test.salesforce.com for sandbox

Step 3: Authorize

Click Connect Account. You’ll be redirected to Salesforce to grant access, then back to WordPress where the connection is confirmed.

Step 4 (optional): Add additional accounts

Repeat the process for each additional Salesforce account. Each feed independently picks which account it syncs to. One account is marked as the default.

How do I connect with Org ID? (Web-to-Lead / Web-to-Case)

If your Salesforce org doesn’t have API access (some Essentials/Professional editions), you can fall back to the legacy Web-to-Lead / Web-to-Case endpoint.

Step 1: In Salesforce, find your Organization ID under Setup → Company Information.

Step 2: In WordPress, on the Salesforce settings page, switch the Connection Method dropdown to “Org ID”.

Step 3: Paste your Org ID and click Save Org ID Account.

Heads-up: Org ID mode only supports Lead and Case. Updates, deletes, file uploads, prefill, and picklist mapping require an OAuth account.

How do I set up a feed?

Step 1: Edit a form → Form Settings → Salesforce → Add New.

Step 2: Pick the Salesforce Account, Object (Lead, Contact, Account, custom object…), and Sync Mode (Create or Update is recommended for most cases).

Step 3: Map your Gravity Forms fields to Salesforce fields. Required Salesforce fields are marked with an asterisk so you can’t miss them.

Step 4 (optional): Enable Primary Key matching to update existing records based on Email, External ID, or any unique field.

Step 5 (optional): Configure conditional logic, owner assignment, file uploads, notes, or campaign membership.

Step 6: Save the feed and submit a test entry. Check the entry detail screen for the Salesforce sidebar — you’ll see the new record’s ID and a direct link to it in Salesforce.

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Feature Details

Connection Methods

The plugin supports two ways to connect Gravity Forms to Salesforce — pick the one that matches your org’s API access level.

• OAuth 2.0 with PKCE (recommended) — Modern Salesforce authentication using a Connected App. No static API keys live on your server, refresh tokens rotate automatically, and the connection stays alive indefinitely as long as the Connected App in Salesforce isn’t revoked. Required scopes: `api` and `refresh_token` / `offline_access`. Works with all Salesforce editions that have API access (Enterprise, Unlimited, Performance, Developer).
• Web-to-Lead / Web-to-Case (Org ID) — Legacy submission endpoint that uses just your Salesforce Organization ID. Useful for orgs without API access (some Essentials and Professional editions). Limitations: Lead and Case objects only, no updates, no deletes, no file uploads, no prefill, no picklist mapping.

Both modes can be used on the same WordPress site. You can have an OAuth account for your main org and an Org ID account for a side org, and each feed independently picks which one it syncs to.

Multi-Account Support

Connect as many Salesforce accounts as you want to one WordPress site. Common setups:

• Sandbox + production — test feeds against sandbox, then switch to production with one dropdown change.
• Agency — each client org gets its own connection; each feed picks which client it syncs to.
• Parent + subsidiaries — different forms route to different orgs in your corporate structure.

One account is always marked as the default so simple sites never have to think about which account to use.

Salesforce Objects Supported

You can sync to any Salesforce object the connected user can access — standard or custom. The Object dropdown is built dynamically from your org’s actual schema, so you’ll see every standard object Salesforce ships with (Account, Contact, Lead, Opportunity, Case, Campaign, Task, Event, Note, User, and many more) plus every custom object you’ve defined.

For custom objects, choose “Custom (type below)” and enter the API name (e.g., My_Object__c). Picklist values, lookup relationships, file attachments, and prefill all work the same way against custom objects as standard ones.

Field-Level Picklist Mapping (the flagship feature)

For Drop Down, Multi Select, Radio Button, and Checkbox fields, you can pull choices directly from a Salesforce picklist instead of typing them manually. Two modes per field:

• Populate choices (editable) — copies the picklist values into the Gravity Forms field once. The admin can edit or remove choices afterwards. Good for “I want a starting point but might prune the list.”
• Live Sync (always match Salesforce) — refreshes the choices on every form render. Choices are locked in the form editor to prevent drift. Use this when Salesforce is the single source of truth (status fields, lead sources, State/Country picklists, etc.).

Salesforce labels are shown to form users; Salesforce values are submitted. So the form shows “California” but the entry submits CA — exactly what Salesforce State/Country picklists expect. No mapping table needed.

The Salesforce Object dropdown in the field-mapping sidebar pins the eight most-used standard objects (Account, Contact, Lead, Opportunity, Case, Campaign, Task, Note) at the top of the list, so you don’t have to scroll past every custom object in the org to find them.

Primary Key Matching (no duplicates)

Most Salesforce admins don’t want every form submission to create a new Lead. Enable Primary Key matching to update existing records when there’s a match.

• Pick any filterable, idLookup, or externalId field as the match key (Email is the most common).
• If a matching record is found, it’s updated. If not, a new record is created (in “Create or Update” mode).
• Use a custom external ID (Customer_Reference__c) for matching across systems.
• Built-in protection against the “matched record was deleted in Salesforce” race condition — if Salesforce returns 404 for a stored ID, the plugin transparently creates a fresh record.

File Uploads

Gravity Forms file upload fields can be attached to the Salesforce record as ContentVersion / ContentDocumentLink, so they show up in the record’s Files related list. Configurable max file size (1–25 MB per file).

Notes Sync

Push form data into a Salesforce Note attached to the parent record. The note body supports merge tags so you can format it however you like.

Optionally, sync admin-added Gravity Forms entry notes to Salesforce as Notes too — useful for keeping the conversation history in one place.

Campaign Membership

Add the Lead or Contact created by the form to a Salesforce Campaign in one checkbox. The plugin creates a CampaignMember record linking the new Lead/Contact to the Campaign.

Owner Assignment

Per-feed:

• Set a custom OwnerId (supports merge tags, so you can route based on form values).
• Toggle the Sforce-Auto-Assign: FALSE header to bypass standard assignment rules when needed.

Prefill from Salesforce

Send returning users a personalized form — renewal forms, account update forms, profile completion flows — prefilled with their existing Salesforce data.

• Map any Salesforce field to any Gravity Forms field for prefill.
• HMAC-signed URLs with TTL prevent record-ID enumeration on public forms. Without signatures, anyone could iterate ?sfid=001000... and pull data they shouldn’t have.
• The Signed Prefill Link Generator is built into feed settings — paste a record ID, get a signed URL with an expiration. Use it in marketing emails, customer portals, or self-service flows.
• Logged-in admins can use raw record IDs without signatures for testing.
• Per-feed query parameter (default ?sfid=) keeps URLs clean.

Entry Lifecycle Sync

Most form-to-CRM plugins are one-way. This one mirrors the full lifecycle.

• Edit an entry → the Salesforce record is updated automatically (gform_after_update_entry).
• Trash an entry → the Salesforce record is left untouched (trash is reversible in WordPress, so the record stays put).
• Restore from trash → Salesforce sync resumes automatically. If the record was manually deleted in Salesforce while the entry was in trash, a fresh replacement is created.
• Permanently delete an entry (empty trash, “Delete forever”) → the Salesforce record is deleted, but only if you’ve enabled “Delete Salesforce records when entries are permanently deleted” in plugin settings.

Payment Add-on Aware

If your form takes a payment via a Gravity Forms payment add-on (Stripe, PayPal Standard, PayPal Commerce, Authorize.Net, Square, 2Checkout, Mollie, etc.), enable “Process Salesforce feed only when payment is received” in feed settings to defer the Salesforce sync until the payment confirms successfully. No half-baked Leads from abandoned checkouts.

At submission, the Salesforce sync is held back if the entry has a pending payment. When the payment add-on confirms the transaction (via Gravity Forms’ standard delayed-feeds framework), the Salesforce sync runs as normal. If the payment fails or is abandoned, the sync simply never runs.

Works with any payment add-on built on Gravity Forms’ standard payment add-on framework — which is all the official ones.

Logs & CSV Export

Every Salesforce sync — successful or failed — is logged with full request/response context. The Salesforce Logs page (Forms → Salesforce Logs) shows:

• Timestamp, form, entry ID, feed, status, message
• Per-form filter and pagination
• CSV export of all sync activity

For high-volume sites, you can disable per-entry log meta storage to keep wp_gf_entry_meta lean while still getting the global log.

Email Notifications on Sync Failure

Get pinged the moment Salesforce rejects a payload, with the entry ID and the exact error message Salesforce returned. Set the recipient address per feed under feed settings (defaults to your WordPress admin email if left blank).

Useful for catching:

• A required Salesforce field that suddenly went un-mapped (someone edited the form)
• A picklist value that no longer exists in Salesforce
• API limits, validation rules, or workflow rules rejecting the record
• A Connected App that needs re-authorization

Fix the issue, hit Re-send to Salesforce on the affected entries, and you’re back in business — instead of finding out two weeks later that 30 leads never made it into the CRM.

Per-Entry Salesforce Sidebar

Every Gravity Forms entry detail screen shows a dedicated Salesforce sidebar box with the live status of the sync:

• Status — color-coded (green Success, red Error, gray Skipped or Deleted)
• Object — what Salesforce object was created (Lead, Contact, custom object, etc.)
• Record ID — clickable, opens directly in Salesforce in a new tab
• Account — which connected Salesforce account handled the sync (useful when you have multiple)
• Synced at — timestamp of the most recent sync attempt
• Error message — the exact error Salesforce returned, when applicable
• Per-feed breakdown — when multiple feeds run on the same form, each feed’s status is shown separately

It’s the fastest way to confirm a form is actually pushing data into Salesforce — and to spot the exact entry that failed when something goes wrong.

Re-send to Salesforce

Every entry has a Re-send to Salesforce button on the entry detail screen. It’s not just a “resync the main record” button — it clears the side-effect deduplication flags so notes, files, and campaign memberships retry too. Use it when:

• Salesforce was down when the original sync ran
• You fixed a feed mapping after a batch of failed submissions
• You want to push test data to a sandbox without re-submitting the form

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Merge Tags

{salesforce_id} — the Salesforce record ID created or updated by the most recent feed for this entry.

{salesforce_id:FEED_ID} — the Salesforce record ID created by a specific feed (use this when multiple feeds run on the same form).

{salesforce_link} — a direct link to the Salesforce record (uses the connected account’s instance URL, e.g., https://yourorg.lightning.force.com/lightning/r/Lead/00Q.../view).

{salesforce_link:FEED_ID} — a direct link to the record created by a specific feed. Useful when a form has multiple feeds writing to different Salesforce orgs (e.g., one feed to sandbox, one to production) — each variant correctly uses that feed’s account’s instance URL.

Drop these into confirmations, notifications, webhooks, or anywhere else Gravity Forms supports merge tags. Common uses:

• Confirmation message: “Thanks! Your reference number is {salesforce_id}.”
• Admin notification: “New lead in Salesforce → {salesforce_link}”
• Webhook payload: pass {salesforce_id} to a downstream system.

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Translations

This plugin is fully translation-ready. You can translate it into any language using the free Loco Translate plugin or any other WordPress translation tool.

Default language: English (en_US)

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FAQs

Does this require Gravity Forms?

Yes. Gravity Forms 2.7 or later must be installed and active. This is an add-on for Gravity Forms — it doesn’t work on its own.

What WordPress and PHP versions are supported?

WordPress 5.3+ and PHP 8.0+. Tested up to WordPress 6.9.

Can I connect to a Salesforce Sandbox?

Yes. Use https://test.salesforce.com as your Login URL when connecting the account. You can have a sandbox account and a production account connected to the same WordPress site at the same time.

Does this support multiple Salesforce accounts on one site?

Yes. Connect as many accounts as you want. Each feed picks which account it syncs to. Common use cases: sandbox + production, agency client orgs, or parent + subsidiary corporate structures.

Can I sync to custom Salesforce objects?

Yes. In the feed’s Salesforce Object dropdown, choose “Custom (type below)” and enter the API name of your custom object (e.g., My_Object__c). Picklists, file uploads, lookups, and prefill all work the same way against custom objects.

How does picklist mapping handle State and Country fields with codes?

The plugin shows the Salesforce label to the form user (e.g., “California”) but submits the picklist value (e.g., CA) — exactly what Salesforce State/Country picklists require. No translation table needed on your end.

What’s the difference between Populate and Live Sync mode for picklists?

• Populate copies the Salesforce picklist values into your form field once. After that, you can edit, prune, or rearrange the choices. Good when you want a starting point but might curate the list.
• Live Sync refreshes the choices on every form render so they always match Salesforce exactly. The form editor locks the choices to prevent accidental drift. Good when Salesforce is the single source of truth (status fields, lead sources, country lists, etc.).

Can I avoid creating duplicate records?

Yes. Enable Primary Key matching in feed settings and pick a unique field (Email is the most common, or any custom external ID). The feed will update an existing record when there’s a match, and create a new one when there isn’t.

Can I prefill a form with existing Salesforce data?

Yes. Enable Prefill from Salesforce in a feed and map the Salesforce fields you want pulled in. Then send users a URL like ?sfid=001XXXXXXXXXXXX. For public forms, use the built-in Signed Prefill Link Generator to create secure, time-limited URLs you can include in email campaigns or self-service flows.

What happens if I trash an entry, then restore it?

The Salesforce record is preserved through the trash/restore cycle. Only permanent deletion removes the Salesforce record (and only if you’ve enabled that option in plugin settings). This matches WordPress’s native behavior — trash is reversible, delete-forever is not.

Can I retry a failed sync?

Yes. Open the entry detail screen and click Re-send to Salesforce. It clears the side-effect dedup flags too, so notes, files, and campaign memberships retry along with the main record.

Does this work with payment add-ons (Stripe, PayPal, etc.)?

Yes. Each feed has a “Process Salesforce feed only when payment is received” option that defers the Salesforce sync until the payment add-on confirms a successful transaction. No half-baked Leads from abandoned checkouts.

Does this support file uploads from Gravity Forms?

Yes. Gravity Forms file upload fields can be attached to the Salesforce record as ContentVersion / ContentDocumentLink — they show up in the record’s Files related list. Configurable max file size (1–25 MB per file).

How do I customize the Salesforce payload programmatically?

Use the pb_gfsf_payload filter:

add_filter( 'pb_gfsf_payload', function ( $payload, $context ) {
    // $context['feed'], ['entry'], ['form'], ['object'], ['account_id'], ['method']
    return $payload;
}, 10, 2 );

The full feed, entry, form, target object, account ID, and HTTP method are available in $context so you can make decisions based on any of them.

What if my Salesforce org doesn’t have API access?

Use Org ID mode. It uses Salesforce’s legacy Web-to-Lead / Web-to-Case endpoint instead of the REST API. Limitations: only Lead and Case objects are supported, and you don’t get updates, deletes, file uploads, prefill, or picklist mapping. For most production setups, OAuth (the default) is the right choice.

How does the OAuth connection stay logged in?

The plugin uses OAuth 2.0 with PKCE and refreshes the access token automatically using the refresh token. As long as the Connected App in Salesforce isn’t revoked, the connection stays alive indefinitely.

Is the data deleted when I uninstall the plugin?

Only if you opt in. Enable “Delete all plugin data when uninstalling” in plugin settings before uninstalling. By default, your sync logs and connection settings are preserved (so you don’t lose history if you reactivate later).

Does it work with caching/CDNs?

Yes. The plugin runs entirely server-side at form submission, so caching and CDN setups don’t interfere with Salesforce syncing. The form-editor JS only loads inside the WordPress admin (where caching is typically disabled anyway).

Does this work with a WordPress Multisite network?

TL;DR

• Unlimited license: enable Network Mode once; one key can manage every subsite’s settings + support.
• Network-activated: all subsites can run Salesforce feeds and receive updates right away.
• Limited plan / no subsite license: the plugin runs, but subsite settings are read-only.
• Support follows the license: sites covered by the active key are eligible.

If you have an Unlimited license, you can enable Network Mode from the main site and push that single key to every subsite in one batch (with live progress). Those subsites inherit the license-managed settings and support automatically.

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Hooks

Filters

pb_gfsf_payload

Filter the payload that’s about to be sent to Salesforce. This runs for every create and update across every feed, with the full context of the sync (feed config, entry, form, target object, account, and HTTP method).

Parameters:

• $payload (array) — The associative array of Salesforce field name → value about to be sent.
• $context (array) — Sync context. Keys: feed, entry, form, object, account_id, method (POST for create, PATCH for update).

Example: stamp a UTM source onto every Lead.

add_filter( 'pb_gfsf_payload', function ( $payload, $context ) {
    if ( $context['object'] === 'Lead' && ! isset( $payload['LeadSource'] ) ) {
        $payload['LeadSource'] = 'WordPress Form';
    }
    return $payload;
}, 10, 2 );

Example: route different feeds to different RecordTypes.

add_filter( 'pb_gfsf_payload', function ( $payload, $context ) {
    $feed_id = (int) ( $context['feed']['id'] ?? 0 );
    if ( $feed_id === 12 ) {
        $payload['RecordTypeId'] = '0125g000000XYZAAA';
    }
    return $payload;
}, 10, 2 );

Example: skip the sync entirely for entries that fail an external check.

add_filter( 'pb_gfsf_payload', function ( $payload, $context ) {
    if ( my_external_validation( $context['entry'] ) === false ) {
        return null; // Aborts the Salesforce request for this entry.
    }
    return $payload;
}, 10, 2 );