Koncert supports importing contact data from Salesforce in a way that respects user-level visibility by leveraging Salesforce’s dynamic $USER token. This token enables the creation of a single, shared report that automatically filters contacts based on the logged-in user's ownership-streamlining the import process and preserving data boundaries.

Purpose

This setup is especially beneficial for teams looking to:

• Simplify Contact Management: Users only need to import a single shared report.
• Enforce Contact Ownership Rules: Ensures that each user only sees and interacts with their owned contacts.
• Maintain Administrative Control: Admins retain the ability to update or refine the shared report centrally.
• Avoid Duplication and Data Leaks: By dynamically filtering contact ownership, there’s no overlap or visibility into another user's contacts.

Step-by-Step: Creating the Report in Salesforce (Admin Only)

Follow these steps to create a reusable Salesforce report that filters by the contact owner dynamically using the $USER token.

Log in to Salesforce with Admin privileges and click the Reports tab.

Reports and Dashboard page will appear. Click New Report.

Select the Contacts & Accounts report type (or another relevant report type, depending on your use case) and click Create.

An Unsaved Report page will appear.

Define your Date Range as needed (e.g., “All Time” or “Created Date = This Year”). Once applied click the Add button next to the Filters panel, apply the following filter:

• Field: Contact Owner
• Operator: equals
• Value: $USER (make sure to enter exactly as shown)

The $USER token is a dynamic Salesforce value that substitutes the current user’s ID. This ensures that when the report is accessed or imported, each user only sees their own contacts.

Add any additional filters as needed (e.g., Account Type, Created Date, etc.) and click Save.

The Account List Report page will appear.

Name the report clearly (e.g., “My Contacts Report for Koncert”).

Select a report folder that is shared with all users who need to access it. You may create a new shared folder if needed.

Click Save to save and finalize the report.

Once the report has been created and shared by the admin, users can import it into their Koncert account. Only the contacts where the logged-in user is the owner (as determined by Salesforce) will be imported into Koncert. Refer to article How do I upload records from the Salesforce? for detailed instructions.

Key Benefits:

• Dynamic Personalization: The $USER token removes the need for individual users to create and manage their own reports.
• Data Security: Users will never see contacts they don’t own, maintaining strict visibility controls.
• Admin Flexibility: Admins can update the report (e.g., add filters or modify columns) and all users will see the latest version during future imports.
• Shared Report Efficiency: One report can serve an entire team, reducing duplication and administrative overhead.

Please contact Koncert Support for any questions at support@koncert.com or 603-952-2505.

NOTE: The information provided here is for informational purposes only and should not be considered as a legal advice. Please consult your legal counsel regarding compliance with relevant laws.