Synchronizing NetSuite Data to Marketing Lists

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For seamless data synchronization between NetSuite and Act-On Marketing Lists, establish a mapping of your data fields and configure the synchronization settings to ensure real-time data updates. If you are using Act-On Contacts, click here.

First, make sure NetSuite is connected to Act-On.

Data Management Setup and Sync

  1. Using your Administrator account, sign in to Act-On.
  2. Go to Settings > Data Management > Report Mapping tab.
  3. In Map CRM Fields to Act-On Reporting Fields:
    • Confirm the NetSuite fields on the left are mapped correctly to Act-On fields on the right.
    • Select fields to use in Personalization (e.g. outbound emails) if required
    You must map the NetSuite contact email field to the Act-On Contacts E-mail address field.
  4. Click Save in the top banner.
  5. Click the Sync Schedule tab.
  6. Under Synchronization Schedule, schedule your recurring sync with NetSuite. Automatic is recommended.
  7. In the Options section, choose the opt-out sync options you want.
    When Act-On syncs opt-outs to Netsuite it syncs to the Global Subscription Status field
    Field ID: globalSubscriptionStatus
    If you're using a custom field for Opt-Outs and need to synchronize with a distinct field in NetSuite, avoid using the Opt-Out sync feature here. Instead, establish a List Maintenance Program on a Marketing List Segment and push that to your CRM. Refer to the instructions on creating a List Maintenance Program for more details.
  8. Click Save in the top banner.
  9. Click Sync Now to populate your Act-On with your NetSuite data.
From here you will be able to View results on how many records Act-On imported for each object type as well as opt-ins and opt-outs that have synced between the two.

Select Fields to Use

Select the NetSuite fields that will be used in Act-On. These fields will be available in the following areas:

Some fields are pre-selected because they are required for out-of-the-box reporting and other standard functionality in Act-On. To select additional fields:

  1. Go to Settings > Data Management > CRM Entities tab.
  2. Click on the Entity name to expand the fields for that object.
  3. Select the fields you want to sync. Available fields are shown in the left column, which is searchable.
  4. Review the Selected fields column to confirm you have the correct fields selected.
    Tip: If you have two fields with the same name or you aren’t sure what the data looks like in a NetSuite field, hover over each to view the field ID, or use Data Preview to see a sample of records by clicking the record-count bubble for the object you want to view:
    mceclip5.png
  5. Repeat for all of your CRM Objects.
  6. Click Save in the top banner.

Import Marketing Lists from NetSuite

  1. Go to Contacts > Marketing Lists.
  2. Click the Import button with the NetSuite logo on it, in the top right corner.
  3. Select one of the following import options (these can only be imported one at a time. You'll be importing all of them):
    • Affiliated with Customers -contacts whose affiliated company stage is set to Customer.
    • Affiliated with Prospects – contacts whose affiliated company stage is set to Prospect.
    • Affiliated with Leads – contacts whose affiliated company stage is set to Lead.
    • Unaffiliated – any contact who is not affiliated with a company.
  4. Update the Name for New List to be unique.
  5. Click Next.
  6. Select the fields you want to use.
    Best practice tip: Resist the temptation to choose all available fields, as many are unnecessary for digital marketing and only add unnecessary complexity. You can easily add fields later if needed.
    Important fields include:
    • Email - Must be selected.
    • Lead Score - Select this to push lead scores to NetSuite.
    • Sales Rep - Required for the Hot Prospects dashboard.
  7. Click Finish to begin importing your new Marketing List from NetSuite.

Repeat these steps until all imported list options (in step 3 above) have been imported.

Synchronize NetSuite Marketing Lists to Act-On

Now that your Marketing Lists have been imported, set up an automated sync schedule to maintain up-to-date data.

  1. Go to Contacts > Marketing Lists.
  2. Hover over your NetSuite list, and click the drop-down arrow.
  3. Go to Import/Export > NetSuite CRM Sync Setup.
  4. Set up which fields to Push and Pull. Typically, you will want to Push the Act-On Lead Score to NetSuite and Pull all the other values. To do this:
    • Select the Push to NetSuite CRM checkbox.
    • In Data to Push, select the Update existing records check box and click the Select Push-Update Fields link.
    • Select Lead Score and click Save.
    • Leave the Push Trigger set to Always.
    • Select the Pull from NetSuite CRM check box and below, select the Add, Update, and Remove checkboxes.
    • Next to Update, click the Select Pull-Update Fields link.
    • Ensure that Lead Score is NOT selected (and other fields are).
    • Click Save.
      Lead Scores should only be pushed to NetSuite and never set to pull the Lead Score field. This can cause issues including incorrect scores and long sync times.
  5. In Execution, click Schedule, choose how often you want the sync to occur, and click Save.
  6. Click Save to confirm the sync schedule for the Marketing List.

Repeat these steps for the other NetSuite Marketing Lists you want to keep in sync.

If you need to add additional NetSuite fields to an imported Marketing List:

  1. Go to Contacts > Marketing Lists.
  2. Find the NetSuite list, hover over it, and click the down arrow.
  3. Go to Import/Export > NetSuite CRM Sync Setup.
  4. Click Add List Columns, choose the fields you want, and click Save
How does Act-On create a new lead?
NetSuite needs to associate new records with a Customer to set the status of a new contact as a lead. Here's how Act-On handles this:
  • Act-On checks the “Contact’s Company” mapped field to see if the company already exists in NetSuite.
  • If so, we add the new record to that Customer.
  • If not, we create a new Customer based on the “Contact’s Company” mapped field, then add a new record affiliated with the new Customer.
How Scheduled Syncs Work
Scheduled syncs are a full sync every two weeks (pulling and updating every record) and incremental syncs between these (pulling and updating only those records that have changed in the CRM).
A full sync will occur if a new field is added in the Marketing List.

(Optional) Update Lead Score for NetSuite Contacts with a List Maintenance Program

If you intend to push Act-On Lead Score for contacts to your NetSuite in your integration and have already configured the lead score field in NetSuite as detailed in Connecting NetSuite to Act-On, follow the steps below to ensure the value in your list gets updated with the Lead Score in NetSuite.

  1. Go to Contacts > Marketing Lists.
  2. Hover over your NetSuite list, and click the drop-down arrow.
  3. Go to Maintenance > Setup Maintenance Program.
  4. Enter a Program name and description (such as "Lead Score Update to NetSuite").
  5. Select your schedule, Manually or On a schedule from hourly to monthly. We recommend scheduling this to run shortly before the Marketing List sync (which was set up above).
  6. Click Continue.
  7. In the Program Steps tab, under Steps, a new step is created (if not, click Add a step).
  8. Enter a New step name such as "Update Lead Score in List".
  9. Select Change field value and Use current source list.
  10. Under List field to update, select Lead Score.
  11.  Under Update value as follows, select Set value to behavioral score.
  12. Select Apply to all contacts in the program
  13. At the top right, click Save changes.

Repeat these steps for the other NetSuite Marketing Lists you want to set up a program for updating the Lead Score.

(Optional) Sales Prospect List Assignment

If the NetSuite sales reps are to use the Hot Prospects Dashboard, follow the steps below:

  1. Confirm Beacon tracker is installed on your domain, and/or you are using Act-On Forms & Landing Pages.
  2. Go to Contacts > Other Lists > Account Lists > Sales Prospects.
  3. Hover over Prospects Assigned to Sales and on the right, click  and then click Select.
  4. Choose the marketing list to associate with Sales Prospects. 
  5. Click Submit.

To associate another list, repeat these steps for Existing Contacts Assigned to Sales.

Next Steps

Congratulations! Data is synchronized between NetSuite and Act-On Marketing Lists.

Now that you have completed the integration, here is how you can access your Act-On data in NetSuite.

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