Syncing CRM Reports or Campaigns with All Contacts

  • Updated

You can build segments in All Contacts directly from your CRM data and keep them in sync as CRM membership changes. Salesforce users can sync reports and campaigns; SugarCRM users can sync target lists; Dynamics users can sync marketing lists. These synced segments behave like any other segment in Act-On and stay up to date as long as your CRM connector is syncing regularly.

Quick Reference (Advanced Users) - Click to Expand
  • Use Add Segment from CRM from the All Contacts menu.
  • Select one or multiple CRM reports, campaigns, or lists as sources.
  • Create a new segment or add the sources to an existing direct-select segment.
  • Enable Keep this segment in sync with CRM for automatic updates.
  • Use Sync Now to instantly refresh membership.
Try it like this: Build a segment of high-value opportunities by selecting a Salesforce report of open Opportunity Contacts, sync it automatically, and use it as the audience for a weekly nurturing message.

Create a CRM-Based Segment

  1. Go to Audience Center → All Contacts.
  2. Open the menu in the upper-right corner and select Add Segment from CRM.

Add Segment from CRM

  1. Click Select sources and choose from available CRM reports, campaigns, or target lists. 
    You can select multiple sources to combine them into one segment.
  2. Choose Create as a new segment, or select an existing segment to add these sources to. 
    CRM-sourced segments are always created as Direct Select segments, so if adding to an existing segment, it must also be a direct select parent.
  3. Check Keep this segment in sync with CRM to update membership automatically as CRM data changes. 
    Leave this unchecked for one-time imports or manual sync only.
  4. Click Save. You can choose Sync now to populate the segment immediately or Sync later to wait for the next scheduled CRM sync.

Important Notes

  • CRM-synced segments include only contacts who appear in the report, list, or campaign. They do not import new fields from the CRM source.
  • Salesforce API limits restrict report syncs to 2,000 records. Large datasets may require separate reports.
  • Salesforce reports must include a ContactID or LeadID column.
  • Salesforce campaigns support up to 5,000 member selections.
  • Salesforce campaign sync creates a query-based segment that stays updated automatically as long as the CRM connector is syncing. No schedule is needed.
  • Supported Salesforce report types include: Leads, Contacts, and Opportunity Contact reports.
  • SugarCRM Target Lists may include Targets, Leads, Contacts, Accounts, or Campaigns - only Leads and Contacts sync into Act-On, which may cause count differences.
  • Your account has a limit on the number of CRM source objects that may sync at once. A source synced to multiple segments only counts once. Contact Act-On to increase limits.
  • Salesforce truncates Long Text and Rich Text fields to 255 characters in Formatted Report or Printable View exports. Learn more.

Managing Synced Segments

CRM-synced segments appear in All Segments and can also be filtered using the CRM Sourced filter.

A sync icon appears next to the segment name when automatic syncing is enabled. Use Sync Now from the segment menu or info hover card to refresh membership on demand.

CRM Report Sync Now

CRM-based segments support all normal segment actions: moving to folders, tagging, creating subsegments, and generating A/B splits. Use Edit to adjust the sync settings or Manage to update the direct select or underlying query.

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