Commonly asked questions about CRM Integrations

Understanding how integrations work will help you manage your CRM data.

Q1: What kind of data Vainu retrieves from my CRM?

Vainu retrieves and stores the following information from CRM:

  • Accounts (business ID or name to match the company to Vainu data)
  • The account owner (email)
  • Account deal counts (won, lost, open)
  • Last activity date

Vainu will only display account owners and deal count data from the account. If the owner information or deal count data is saved on contacts it won’t be displayed in Vainu. Please make sure that all the necessary information is saved on the Account in your CRM.

Q2: How often the CRM data is synchronized with Vainu?

If auto-sync is enabled in the CRM settings the data will be updated hourly. If you add companies manually to your CRM, then Vainu will match the companies to the companies in Vainu after one hour. If you have added multiple companies to your CRM and Vainu has not updated the information run Full Import. Vainu will not add any data to your CRM system with auto-sync. Autosync will only try to match companies in your CRM to companies in Vainu so when searching with Vainu filters your companies in CRM data is up to date.


Q3: How does Vainu recognize the accounts from the CRM?

Vainu matches the account level objects to companies in Vainu, by using either company name or business ID.

The business ID can have the country code in the beginning or not, it doesn’t affect the recognition. Example SE12345678 or FI1234567-8. Finnish Business IDs can include dash (-) in the business ID, it doesn’t affect the recognition.

Company name matching matches companies using their official names. Too generic or trademark names are not used when matching companies. Example company name "McDonald's" is not accurate enough for a match but the company name "McDonald's Amsterdam Central Station" would be more likely to match to the correct company (Company names are examples).


Q4: How do we know if our CRM update impacts the Vainu integration?

If your CRM update changes any of the fields used in the Vainu integration mapping, remember to update the export and/or import settings after the CRM update. If you receive an error message read this article to find a solution: CRM Integration error messages & other common issues

Q5: Where can I find Vainu's GDPR documentation?

GDPR documentation can be found from the bottom of the home page:

Q6: Where can I find Vainu's CRM integration documentation?

CRM & API Integration documentation:

Common errors and problems that might occur

Q7: How long does Vainu store the CRM data?

The data storage policy is defined in the Vainu Customer Register document. 

Vainu Customer Register

Q8: Where are the servers located?

Vainu's data servers are located in central Europe at a major cloud infrastructure provider. Vainu's user accounts are stored in Finland.

Q9: I have problems with my CRM integration

We have collected a list of common issues with CRM integrations here. Please also check the articles above on how to connect CRM to Vainu.

Q10: Will Vainu automatically update data in my CRM (company name, location, etc.)

No, Vainu is not able to automatically update data in your CRM with our native integrations. Vainu will only update data in your CRM when you export a company from Vainu to the CRM system. If you wish to create automatic updates you can use Zapier to create a workflow that automatically sends data from Vainu to other systems. Utilizing Vainu API also makes it possible to do automatic updates to other systems.

Q11: Can I create Vainu CRM integration so that no data is checked from my CRM in any way?

Yes, you can create Vainu CRM integration so that Vainu does not check any data from your CRM other than the required information to do the initial connection. This can be done by never doing the full import mentioned in the CRM settings and Help Center articles. Remember that searching for companies in your CRM is not possible if you wish that the full import is not done.



More articles about integrations:


💬 More questions? Chat with our support team and they are happy to help you out!