Salesforce Integration

Automatically sync meetings, insights, and action items to Salesforce CRM. IceCubes matches meeting participants to your Salesforce contacts and associates records with the right accounts and opportunities.

Requirements

Supported Salesforce Editions

IceCubes uses the Salesforce REST API and SOQL queries to sync data. API access is not available on all Salesforce editions. The following editions include API access:

Required Salesforce Permissions

The Salesforce user who connects IceCubes needs the following permissions:

• API Enabled — must be enabled on the user's profile
• Read/Write access to Contacts, Accounts, Events, Tasks, and Opportunities
• Query access to the User object (for owner assignment lookups)

Most standard Salesforce profiles (System Administrator, Standard User) include these permissions by default. Custom profiles may need them added.

Overview

When a meeting ends, IceCubes generates a summary, extracts insights, and identifies action items. If Salesforce auto-sync is enabled, these are then synced to Salesforce as:

How Matching Works

IceCubes uses a multi-step search ladder to match meeting participants to the most relevant Salesforce records. The algorithm tries the highest-signal path first and falls back to broader searches, reporting a confidence level for each match.

Step 1: Filter Internal Participants

Participants whose email domain matches one of your organization's verified domains — or who are active Salesforce Users in your org — are considered internal and excluded from CRM matching.

Step 2: Search Contacts & Leads by Email

For each external participant, IceCubes queries Salesforce Contacts and Leads by exact email match. Matched Contacts provide Account associations. Leads are tracked separately and used as fallback if no Contact is found.

Step 3: Opportunity Contact Role (OCR) Path

This is the highest-confidence path. If any matched Contacts have OpportunityContactRole records linking them to open Opportunities, IceCubes uses majority voting to pick the best Opportunity:

• Majority vote — the Opportunity linked to the most participants on the call wins
• IsPrimary tie-break — if tied, prefer an Opportunity where a call participant holds the Primary role
• Recency tie-break — if still tied, the most recently modified Opportunity wins

Only open Opportunities created within the last 12 months are considered, matching Salesforce's own standard matching behavior.

Step 4: Account Path (Fallback)

If no OCR links are found, IceCubes looks for open Opportunities on the matched Accounts. It searches in two tiers:

1. Owner-filtered (medium confidence) — Opportunities owned by a Salesforce User who was also on the call. This identifies deals your team actively owns.
2. Unfiltered (low confidence) — any open Opportunity on the Account, sorted by most recently modified.

Step 5: Domain-Based Account Search

For participants with no matching Contact, IceCubes extracts the email domain and searches for Accounts whose Website field contains that domain. For example, john@techcorp.com would match an Account with Website www.techcorp.com.

Step 6: Select Primary Records

IceCubes selects the best primary Contact, Account, and Opportunity to associate with synced records:

• Primary Contact — Contact with the most recent activity, favoring those linked to the primary Opportunity
• Primary Account — Account associated with the primary Contact or Opportunity
• Primary Opportunity — Selected by the OCR or Account path above

Match Confidence

Each sync includes a match confidence level so you can understand how the records were associated:

What Gets Created in Salesforce

Event

A Salesforce Event is created with:

• Subject — The meeting title from IceCubes
• Start/End DateTime — Actual meeting duration
• Location — Platform name (Google Meet, Zoom, Teams)
• Description — AI-generated summary with key discussion points (if enabled)
• WhoId — Primary matched Contact
• WhatId — Primary matched Opportunity or Account

Action Item Tasks

Each action item becomes a Salesforce Task with:

• Subject — The action item text (truncated to 200 characters)
• Description — Full action item text with meeting context
• Status — Completed or Not Started (matches IceCubes status)
• Priority — High, Normal, or Low
• ActivityDate — Due date if set in IceCubes
• OwnerId — Salesforce User matching the IceCubes assignee email
• WhoId / WhatId — Linked to matched Contact and Opportunity/Account

Owner Assignment

IceCubes automatically assigns Salesforce owners using active Users in your org. Owners must be active Salesforce Users — not just CRM contacts.

Event Owner

The Event is assigned to a Salesforce User using this priority:

1. Meeting owner — the IceCubes user who recorded the meeting
2. Internal participant — the first internal team member found as a Salesforce User

Task Owner

Each task is assigned to the Salesforce User whose email matches the IceCubes assignee. If no match is found, the task is created without a specific owner.

Settings

Configure Salesforce sync behavior in Settings > Integrations > Salesforce.

Troubleshooting