Automatic Customer Data Import (In depth)

The  Automatic Customer Data Import is our fancy name for how you can sync information from Salesforce into the AdvocateHub. This information can then be used for segmentation inside of your AdvocateHub. 

You can pull this Salesforce information for any advocates who exist in your Salesforce as contacts, and it will stay updated with a nightly sync. 

This article will walk through setting this feature up. To be able to do this, you'll have to have first installed our AppExchange Package in Salesforce. If you haven't done this yet, this Installation Guide will be a huge help! 

There's 4 parts to this process:


Creating Match Categories

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To begin, you must create a match category which will represent the Salesforce field you want to pull information from. These match categories will be displayed as a "Match Criteria" field in an advocates profile (visible to administrators only). You'll then be able to target things in the hub based on this information.

To add match categories, follow these steps (see screenshot below):

1. Go to  Settings > System > Match Categories

2. Click Add Match Category.

3. Name the match category (does not have to be the same as the SFDC field you'll match it to).

For Example: Demographic

4. Click Save.


Mapping Salesforce Fields to your Match Categories

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1. Go to  Integrations > Manage (Salesforce) > Settings tab  > Automatic Customer Data Import. 

2. Click on   + Add Mapping.
3. In the left drop-down menu, choose one of the new match categories you made. 
Continuing with the previous example, we'll select:  Contact - Industry
4. In the right drop-down menu, choose the appropriate Salesforce field that will sync to this AdvocateHub match category.
In our own Salesforce instance, we track industry on the Account, so we will select:  Account  - Industry
5. Create any additional mappings for match categories you've created and would like to segment by, and then  Save.

Adding a Query to Trigger the Data Sync

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1. Paste the following query to the text box: 
AdvocateHub__Date_Added_To_AdvocateHub__c != null
This default query looks for a date in the "Date Added to AdvocateHub" field on your Salesforce contacts. When you invite someone to the hub, Influitive will automatically populate this box with a date. Then, based on this query, Salesforce will sync that contact's info into their Advocate account counterpart.

2. (Optional) If you want to automatically invite advocates through Salesforce, tick the optional checkbox. This box is used to invite new advocates into the hub based on the query above it. If you keep the query as is and tick this box, you can manually add a date to Salesforce contacts as a way to automatically invite them to the hub. 

The other way you can use this checkbox is by creating another field on Salesforce contacts as a way to invite many Salesforce contacts at once. Here's one example of one way you could use this:

1. You can create a custom field in Salesforce called "Invited to AdvocateHub" and make it a checkbox field.

2. You enter a query that looks something like this into step 1: "Contact.Invited_to_AdvocateHub__c = True" (this would mean the import works only for SFDC contacts who have previously been invited to the Hub).

3. You update Salesforce contacts you want to invite by adding a check-mark to this new Salesforce field.

4. Click  Save.


Testing it out

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To confirm everything is set up correctly, you can manually trigger a sync to confirm data is flowing from Salesforce correctly.

1. Click Run Import Now (this will start a sync between the AdvocateHub and Salesforce to update all advocates who are matched up to Salesforce contacts).

2. Wait a few minutes, and refresh the page. Continue to refresh until you see the text above the Import button show  Import Complete as of the current date and time. (the more Advocates you have in your hub, the longer the sync will take to finish)

3. When the sync is completed, go to your  Advocates page, find an advocate who exists in Salesforce. Click on the pencil icon beside their name and click Edit.

4. Click on the  Match Categories tab.

You should now see the fields you just added filled in with data. If all the fields are now populated, it was a success! 

Continuing from our example where we mapped Industry, we can see the sync worked correctly!

Please note:  Not Joined Advocate (people you've invited but who haven't signed up yet) profile information will be updated every single night (if changes are made in Salesforce). This will override that person's current info. 

However, as soon as someone joins (and becomes a  Joined Advocate), the sync will only update profile fields if they are blank. 

The reason for this is that once somebody joins your hub and is a registered advocate, changing their profile information will lead to a poor experience. You can still manually update this information, and an advocate can always update their profile themselves.

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