How to set a default user as the owner whenever a record is created from Jotform

I currently have an integration with Salesforce and when I create a record it is always created with my user as the owner, but I need to remove my user and change it to an integration user. How do I set a default user as the owner whenever a record is created from Jotform?

Hi Adrian,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

To set a default user as the owner for records created from Jotform in your Salesforce integration, you need to use an integration user account with API-only access. Here's how you can do it:

1. Create an integration user in Salesforce with the appropriate API-only license and permissions.
2. Assign the necessary permission set to this integration user to allow API access.
3. Authenticate your Salesforce integration in Jotform using this integration user's credentials instead of your personal user account.
4. Configure the integration in Jotform to create or update records using this authenticated integration user, which will then be set as the owner of the created records.

This way, all records created via Jotform will have the integration user as the owner instead of your personal user.

Give it a try and let us know how it goes.

Best regards,
Jotform Support

Hi Adrian,

I’m not sure, I understand. Can you explain exactly what you’d like to do so we’re on the same page? If you can send us a short screen recording of the steps you’re taking, it’ll help us pinpoint the issue. Loom, Google Drive, or Dropbox links all work fine.

Once we hear back from you, we'll be able to move forward with a solution.

Hi, I currently have some forms that create Lead and Contact records, but whenever the record is created in Salesforce, my user appears as the owner because I installed Jotform. The question is, can I change the default user that appears as the owner in the records when creating them from Jotform?

Hi Adrian,

I understand you'd like to change the name when you create a record. Can you try this setup in the Salesforce integration and map it on the form:

1. Create / Enable Lead Assignment Rule (for Leads)
2. Go to Setup, and under the Home tab, search for the Lead Assignment Rules.
3. Create a New Rule by clicking the link under the Rule Name column.
4. Click on the New button in the Rule Entry.
5. Under Select the criteria for this rule entry, click on Dropdown on Field and select Jotform
6. Under the Select the user or queue to assign the Lead to select User (rep) or Queue.
7. Mark the rule as Active.

Then map again on your Salesforce integration.

Give it a try and let us know if you’ve got other questions.