Syncing data

How data moves

Shopify to Salesforce is automatic. Once your store is connected, Jota picks up new and updated customers, orders, draft orders, products, and fulfillments as they change. With Jota B2B, it also picks up companies, company locations, company contacts, roles, and markets.

Salesforce to Shopify mostly starts when your team or your automation asks for it. Use the record actions below, a bulk push, or Jota B2B onboarding.

There are two automatic exceptions:

• When someone changes the email, first name, or last name on a Contact that’s already linked to a Shopify customer, Jota updates that customer. Changes made by batch jobs don’t trigger this. Run a Customer Push for those.
• With Jota B2B, market rules can update a location’s market when its Account fields change, if you turn that on.

Import existing data

Automatic sync only covers changes made after setup. Use the Shopify Sync tab to bring in your existing records.

Import in this order, so that orders can find their products and customers:

1. Product
2. Customer Pull
3. Order
4. Fulfillment

For the Product, Customer Pull, and Order tabs:

1. Choose a Start Date, End Date, and Date Field, or select Sync All Records.
2. Select the check count button, such as Check Order Count.
3. Review the count, then select the sync button, such as Sync 240 Orders.

Syncs run in the background. You can leave the page, and Salesforce notifies you when the sync finishes.

The Fulfillment tab has one button, Sync Fulfillments. It refreshes shipments and tracking for orders already in Salesforce, so run it last. You can run it again at any time. Check progress in Setup → Apex Jobs.

Push Contacts to Shopify

Use Customer Push to create or update Shopify customers from your Salesforce Contacts.

1. Choose your filters: Sync Only Unsynced Records, Sync Records With Phone, and Sync Records With Email. You can also filter by date.
2. Select Check Contact Count.
3. Review the count, then select the sync button.

Schedule hourly syncs

Scheduled syncs catch anything that automatic sync missed. In Shopify Scheduled Jobs, open the menu on a row and select Schedule or Unschedule.

Job	Runs
Products	Hourly, on the hour
Orders	Hourly, at five past
Draft Orders	Hourly, at five past
Customers	Hourly, at ten past

Each scheduled sync uses your org’s Salesforce and Apex limits. Schedule the jobs you need.

Record actions

Salesforce users with store access can run these actions from a record. They’re on the Shopify page layouts included with Jota. If you use your own layouts, add the actions you need.

Object	Action	What it does
Contact	Sync Customer w/ Shopify	Creates or updates the Shopify customer, including addresses from the Contact’s Account
Opportunity	Sync Order w/ Shopify	Refreshes the Opportunity and its products from the Shopify order
Opportunity	Push Draft Order	Creates or updates a Shopify draft order from the Opportunity
Opportunity	Send Invoice	Sends the invoice for the Opportunity’s Shopify draft order
Product	Sync w/ Shopify	Refreshes a parent Product and all its variants from Shopify

With Jota B2B, Accounts also have Sync Company w/ Shopify.

Customers

New Shopify customers become a Contact and an Account, or a Lead if you’ve turned that on. Jota reuses an existing Contact when it finds a match. If an update has no company name, Jota keeps the existing Account name.

Addresses sent to Shopify

Sync Customer w/ Shopify and Customer Push send the Account’s shipping and billing addresses:

• The shipping address becomes the customer’s default address.
• If the shipping address has no street, the billing address becomes the default instead. Your Salesforce shipping fields don’t change.
• A different billing address is saved as an additional address on the customer. It doesn’t change the billing address on existing orders.
• Any address without a street is skipped.
• Jota reuses a matching saved address rather than creating a duplicate, and keeps any other addresses already on the customer.

To turn off the billing fallback, go to Setup → Custom Metadata Types → Shopify Customer Settings → Manage Records → Default and clear Use Billing for Missing Shipping.

Links to Shopify

Contacts and Accounts include clickable links to their Shopify customer, company, and location. Links appear once the record has a Store Name and Shopify ID. If you have one active store, Jota fills in Store Name when the record is saved. With more than one active store, set it yourself.

Orders

Each Shopify order becomes an Opportunity with Opportunity Products. Orders use the Closed Won stage, or Closed Lost if they’re cancelled or returned. To use other stages, set them under record type assignment.

Line items with no Shopify product or variant use the store’s Custom product, which you choose in store setup.

Draft orders

Build the Opportunity in Salesforce, then select Push Draft Order. The first push creates a Shopify draft order, and later pushes update it. Jota also writes the Salesforce Opportunity ID and owner to the draft order so the order can be traced back to Salesforce.

To move Opportunities forward automatically, set Stage after sending a draft order in Shopify Store Config Manager. Jota checks that the stage is valid for the Opportunity before it sends anything to Shopify.

Draft orders created in Shopify sync back to Salesforce as Opportunities too.

Products

Jota creates one Salesforce Product for each Shopify variant, linked to a parent Product for the Shopify product. Each one gets Price Book Entries in the store’s default price book and in the Standard Price Book.

Run Sync w/ Shopify from the parent Product, not a variant. It imports every variant, however many the product has.

Jota doesn’t create or update products in Shopify from these syncs.

Fulfillments

Each Shopify shipment becomes a Shopify Fulfillment record on the Opportunity, with its status, tracking numbers, carriers, and tracking links. Split shipments get separate records, and tracking keeps updating after the first sync. A cancelled shipment stays in Salesforce with its status updated.

Fulfillments only sync from Shopify to Salesforce. Add the Shopify Fulfillments related list if you use your own Opportunity layout.

Reports

Jota includes a Shopify report folder and a Shopify Orders dashboard, with reports on orders, products, sales by customer and date, refunds, and customer sync errors.