If DataGroomr is not detecting your Salesforce sandbox, there are two common causes: the sandbox may not be fully provisioned yet, or the connected user may be missing the required Salesforce permissions. Follow the steps below to diagnose and resolve the issue.

Step 1: Check the Sandbox Status in Salesforce Setup

Before looking at DataGroomr, confirm that your sandbox has finished provisioning in Salesforce.

Navigation: Salesforce Setup › Search "Sandbox" › Environments › Sandboxes

Find your sandbox in the list and check the Status column:

  • Completed — The sandbox is fully provisioned. Proceed to Step 2.
  • Pending / In Progress — The sandbox is still being created or refreshed. Wait for provisioning to finish before trying to connect DataGroomr. Status typically updates within a few minutes to a few hours depending on sandbox type.
  • Error / Failed — The sandbox encountered a provisioning error. Contact Salesforce Support to resolve this before attempting to connect DataGroomr.
Good to know: A sandbox that is not yet in "Completed" status cannot be used with DataGroomr. This is the first thing to rule out when a new sandbox is not being detected.


Step 2: Confirm the User Can Log In to the Sandbox

If the sandbox shows Completed status, verify that the connected user can actually log in to that sandbox org.

  • Log in at https://test.salesforce.com
  • Confirm you are in the correct sandbox org (check the org name in Setup › Company Information)
  • Verify the user account is Active in the sandbox — users are not always automatically active after a sandbox refresh
Note: If the user cannot log in to the sandbox, DataGroomr will not be able to connect to it. Resolve login access first before continuing.


Step 3: Verify the Required Salesforce Permissions

DataGroomr retrieves sandbox information using the Salesforce Tooling API. The connected user must have specific permissions assigned to their profile or via a Permission Set. System Administrators already have all of these by default.

For non-admin users, the following permissions are required:

  • API Enabled — Allows the user to connect via any Salesforce API, including the Tooling API
  • View Setup and Configuration — Minimum permission needed to access Tooling API setup metadata
  • View All Data — Required for DataGroomr to retrieve sandbox org metadata
Per Salesforce documentation: "To use the Salesforce Tooling API, a user profile or permission set must explicitly have the API Enabled administrative permission and, at a minimum, the View Setup and Configuration permission."

How to Assign the Required Permissions

If the connected user is not a System Administrator, assign the required permissions via a Permission Set:

  1. Go to Salesforce Setup and search for Permission Sets
  2. Create a new Permission Set (e.g., DataGroomr Integration Access) or select an existing one
  3. Under System Permissions, enable API Enabled
  4. Under System Permissions, enable View Setup and Configuration
  5. Under System Permissions, enable View All Data
  6. Click Manage Assignments › Add Assignments and select the DataGroomr connected user


Good to know: Changes to Permission Sets take effect immediately. After assigning, try reconnecting DataGroomr to the sandbox.