How to set up the Salesforce Integration User

By Andreea Arseni, Data Integration Consultant - October 20, 2023

Salesforce Integration User License: Affordable and more secure way for external system integration

Exciting Announcement!

We are thrilled to share the unveiling of the Integration User License by Salesforce at the recent TrailblazerDX, Salesforce Developer Conference. The Integration User License is available from March 14, 2023. Tailored meticulously for system-to-system integrations, this license type stands as a cost-efficient bridge connecting your external systems seamlessly with Salesforce.

Cost-effective and more secure external system integration

In the era preceding this introduction, the necessity to acquire a complete Salesforce license for each integration user was the norm. It posed significant financial implications, especially in scenarios where multiple integration users were essential. However, the narrative is changing. Organizations can now access five Salesforce Integration User Licenses at no cost, provided they are using the Performance, Enterprise, or Unlimited editions. Subsequent licenses are a bargain at $10 each.

Security is at the forefront of this innovation. The Integration User is meticulously designed to ensure that users are unable to access instance functionality or data via the user interface, significantly minimizing the threat of unauthorized access and fortifying data security. With this revolutionary model, organizations no longer need to grapple with the financial burden of ensuring optimal security - it’s now an integral feature.

Discover a detailed walkthrough on maximizing Integration Users and the step-by-step process of instating one in your organization.

Snapshot of the Integration User License:
  • Launched on March 14, 2023
  • Five complimentary Salesforce Integration User Licenses for Performance, Enterprise, and Unlimited editions
  • Subsequent licenses priced at an economical $10 each
  • A blend of affordability and enhanced security for integrating external systems with Salesforce

This unveiling marks a pivotal moment for entities aiming to enhance their integration with Salesforce. The Integration User License is not just an affordable option but a catalyst propelling integration efficiencies to unprecedented heights. For organizations already boasting live integrations, but without Integration Users, the time to transition is now. Embrace a world where cost-efficiency meets robust security and integration efficacy.

How to set up and configure an Integration User in Salesforce

Read this post for a step by step guide on how to create and set up an Integration User in Salesforce with screenshots to make the process easy to follow.

What is an Integration User?

An Integration User can be an Admin’s best friend. It is a dedicated (not used by any human) full Salesforce license that has a custom Profile, Permission Set and is used for any 3rd party integrations like marketing automation, CTIs, data enrichment tools, and even your own custom API work that ties in with your instance. Integration Users are particularly important for the tools listed above because they tend to update thousands (or tens of thousands) of records a day and have a huge impact on your instance.

In short, having an Integration User is a more secure, auditable way to move data into and out of your instance without relying on an existing user’s license. 

The main benefits of having a dedicated integration user are around improving data integrity, simplifying reporting, and increasing instance security - and you save a extra salesforce seat.

How to Assign the New Salesforce Integration User License to Grant API Only Access

You can assign the Salesforce API Only System Integrations profile to ensure the API is enabled and the user is limited to interacting with Salesforce via the API. This user license is designed for system-to-system integrations. It may not be used for human users to access Salesforce data or features through any user interface.

One or more Salesforce Integration user licenses are available by default in Enterprise, Unlimited, Performance, and Developer Editions:

user licenses

Next, you need to create a new user with the following information as shown below:

User License : Salesforce Integration

Profile: Salesforce API Only System Integrations

salesforce api only system integration

Then, you need to update/add the permissions set for this user:

Click on Edit Assignments and the you choose the permission set that you want for this particular user:

edit assignments

Note: in order to get access to all standard and custom objects, you need to create a new Permission Set ( without a license) so you can choose which objects you want to have access to and whether it needs to be read, write, delete,etc.

Once you have assigned a specific permission set to this user, you will see it under

Permission Set License Assignments:

permission set license assignments

Each integration should be assigned to one user

Using the System Administrator profile is the easiest way to set up access for a new integration. However, this is not the best approach. It is often unnecessary to give system admin access for the integration user. In most cases, the integration can work perfectly fine without granting such extensive privileges. There may be rare occasions where the integration specifically requires the System Administrator profile, but this is not the norm.

To start, create a new user for each integration. Assign them the Salesforce Integration user license. This license creates the Salesforce API Only System Integrations profile and Salesforce API Integration permission set license for assignment. Enterprise Edition, Unlimited Edition, and Professional orgs come with five Salesforce Integration user licenses without extra charges. If you need more licenses, contact your account executive (AE). API Only users can only access Salesforce through REST, SOAP, or Bulk API, not the user interface.

Using the same user account across multiple integrations may result in increased access privileges beyond what is necessary, which goes against the principle of least privilege access. Additionally, this practice reduces the potential security impact in the event that the user or integration is compromised.

By using a dedicated integration user, you can limit access to only the necessary permissions, such as login IP ranges, to ensure that it can perform its job effectively.

In the Setup section of Company Information, you can locate the Salesforce Integration under User Licenses and the Salesforce API Integration under Permission Set Licenses.

The Salesforce Integration user license assigns an integration user and populates their profile with Salesforce API Only System Integrations.

After verifying the new account, Salesforce displays a notification stating that access is limited to API Only users. To log in, the REST, SOAP, or Bulk API must be used for all future logins.

We hope you find this useful, if you need further assistance please contact our support team who will be happy to help you out.


About the author

Andreea Arseni, Data Integration Consultant

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Andreea has extensive experience with data and system integration projects. She is customer-oriented, possesses great technical skills and she is able to manage all projects in a professional and timely manner.