topic Re: Using new Salesforce Integration User License? in Sales Integrations

Using new Salesforce Integration User License?

KBrowning8 — Tue, 25 Apr 2023 22:03:21 GMT

Has anyone set up a Salesforce integration using one of the new integration user licenses that Salesforce provided? Our Salesforce admin attempted to use one of the licenses for an integration (not our HubSpot integration) and it failed. We are hesitant to switch our integration user in HubSpot in case that fails as well since we rely on frequent syncs.

Thanks!

Re: Using new Salesforce Integration User License?

kvlschaefer — Wed, 26 Apr 2023 13:51:50 GMT

Hi @KBrowning8,

Thanks for reaching out to the Community!

This is a great question 🙂

I would like to invite our subject matter experts to see if they have any insight.

Hi @LaurenRyan, @noahmckeon, @Aakar - Do you have any experiences you can share with @KBrowning8?

Thank you!

Best,

Kristen

Re: Using new Salesforce Integration User License?

LaurenRyan — Wed, 26 Apr 2023 17:12:07 GMT

@KBrowning8 the HubSpot integration requires a full user license. The integration user will not work. 😕 Here's an article on integration user best practices!

Re: Using new Salesforce Integration User License?

AKhajuria — Wed, 03 May 2023 17:57:40 GMT

I tried but it didn't worked. But I am not sure why we need full user license when salesforce given a integration user license.

Re: Using new Salesforce Integration User License?

BBerns — Mon, 08 Apr 2024 18:35:37 GMT

FYI this is not the case, at least not any more. I was able to set up a Salesforce Integration User and connect it as the integration user in Hubspot without issue. Make sure that you use a permission set group and permission sets to grant the level of access needed.

Re: Using new Salesforce Integration User License?

LaurenRyan — Tue, 16 Apr 2024 20:22:03 GMT

Are you getting any permission errors under the Activity sync?

And, are you able to access the HubSpot Embed as expected?

Re: Using new Salesforce Integration User License?

BBerns — Tue, 16 Apr 2024 21:04:40 GMT

I am not getting any errors and the embedded app is working correctly.

Here is how I set it up:

Create a new users with User License "Salesforce Integration"

User profile: Salesforce API Only System Integrations

Permission Set License Assignment: Salesforce API Integration

Custom Permission Sets (license for all should be "Salesforce API Integration"):

Hubspot Integration User Permissions:

This is a custom permission set that grants full access to these objects and tasks. This might differ depending on the objects your integration needs access to or if you have custom objects syncing. If you want to be extra secure, you could specify the field access as well.

Password Never Expires: Added this permission set just in case password expires.

Edit: Ok, so apparently you do need one more permission set for Modify All Data. Interestingly, having this permission set alone does not seem to grant object permissions, so it shoud be assigned as well.

Re: Using new Salesforce Integration User License?

KBGallagher — Mon, 06 May 2024 14:59:36 GMT

Hello HubSpot team, In your best practices, you are stating:
"A Dedicated Integration User is a User Profile set up with its own Profile, Role, and Permissions created for third-party integrations. When setting up integrations, it’s not recommended to tie them to an actual User within your company, even if they are the ones managing the integration."

Nothing in these best practices indicate that we cannot use the new Integration User license that Salesforce now offers. In fact, this indicates that it should be 100% save to use it:

"Set Integration User Permissions. When building your Integration User, you would want to give them the minimum Permissions needed to integrate, which could differ between which third-party integrations you are using. "

Please help me understand why HubSpots message is "it does not work" when nothing indicates that it would not work based on your Best practices.

Thank you

Re: Using new Salesforce Integration User License?

KBGallagher — Fri, 30 Aug 2024 18:40:45 GMT

@AKhajuria5 @KBrowning8 @BBerns

I can confirm that it works. @BBerns Thank you so much for your instructions.

Re: Using new Salesforce Integration User License?

HLang13 — Tue, 12 Nov 2024 09:20:30 GMT

Why would we need Modify All Data? We actually do not want the integration user to have Modify All Data, but restrict the records the integration user would have access to (which does not work with Modify All Data).

Re: Using new Salesforce Integration User License?

BBerns — Tue, 12 Nov 2024 18:38:39 GMT

I just recall still getting errors without the Modify All Data permission. There very likely is a solution that does not require the Modify All Data permission, but for us, we were ok simply granting that permission because we trust the Hubspot integration to not go touch other data, and we do not give the credentials to any other user. Giving that permission simply was easier for us.

But if I were to revisit this to look for a solution without modify all data, I would probably need to check access to every required object, as well as Apex Classes, FV pages, and/or anywhere else that the integration user would need access.

Re: Using new Salesforce Integration User License?

LSchneier — Mon, 06 Jan 2025 19:13:05 GMT

can you exand on using a permission set group and permission sets? what did you need to include in the permission set group? any additional permission sets other than the default Hubspot one?

I tried to do this but I"m getting WSDL errors

Re: Using new Salesforce Integration User License?

ll-tamn — Tue, 03 Feb 2026 23:36:00 GMT

For anyone getting the error:

> OAUTH_APPROVAL_ERROR_GENERIC

Note that you also need to grant the System Permission:

Approve Uninstalled Connected Apps

I found documentation about this error on another site:

https://docs.popl.co/introduction/integrations/salesforce-integration/salesforce-permissions-and-admin-troubleshooting#fixing-the-oauth_approval_error_generic-error

Re: Using new Salesforce Integration User License?

ll-tamn — Wed, 04 Feb 2026 00:41:27 GMT

There's no need for Modify All Data - we were able to make it work by creating a permission set granting READ and EDIT access to the standard objects mentioned here (and for all custom objects you plan to sync):

Leads
Contacts
Accounts
Opportunities
Campaigns
Tasks *
Users *

* did not need Tasks or Users, even though it was mentioned in the link.

View All Fields were also granted for our use case, although (while untested by us), I think it should work without.

Re: Using new Salesforce Integration User License?

ll-tamn — Wed, 04 Feb 2026 00:57:36 GMT

For people in 2026 - this is no longer the case. Salesforce Integration user license should work just fine as long as the needed permissions are granted (see thread further above for details).

Re: Using new Salesforce Integration User License?

ll-tamn — Fri, 06 Feb 2026 02:12:54 GMT

You may also need the System Permission:

Modify Metadata Through Metadata API Functions

Which is needed system fields (e.g. owner ID) and other metadata. Ticking this option will also automatically tick the dependent System Permissions:

View Roles and Role Hierarchy
View Setup and Configuration

Re: Using new Salesforce Integration User License?

ll-tamn — Sun, 08 Feb 2026 21:56:44 GMT

Another update to this - in order for Leads to sync from HubSpot -> Salesforce (e.g. a user visits your website which has the HubSpot tracking code and submits a form), you will need to grant the CREATE scope for the Salesforce Lead object in your integration user's profile or as a permission set.

The same concept applies to any other objects you expect HubSpot to create and sync back to SF.