Synchronizing NetSuite Data to All Contacts

Use this article to synchronize NetSuite data with All Contacts in Act-On. You will map NetSuite fields to Act-On fields, choose which NetSuite fields to sync, set your push policy, and schedule syncs so your data stays current.

Before you begin, confirm you have already completed Connecting NetSuite to Act-On.

Map Act-On standard fields

Act-On uses standard fields for core marketing tasks like sending email and SMS, personalization, segmentation, and reporting. Mapping your NetSuite fields to the correct standard fields helps ensure your data is usable across Act-On.

1. Using your Administrator account, sign in to Act-On.
2. Go to Settings > Data Management > Contact Mapping.
3. In Map CRM Fields to Act-On Standard Fields, NetSuite fields are on the left and Act-On fields are on the right.

4. The most commonly used fields are already mapped. Review these to ensure accuracy.
5. Delete any fields you do not want to include in All Contacts by hovering over the field and clicking the trash icon.
6. To include more Act-On standard fields, scroll to the bottom of the mapped fields:
   • In the first available Select Destination field (right), choose the Act-On field you want to add.
   • In the corresponding row, choose the matching NetSuite field (left).
   • You must map the NetSuite email field to the All Contacts E-mail Address field.
   • Add any standard fields currently used for scoring or personalization in existing templates or emails.
   • If you want an All Contacts field available in Act-On but there is no NetSuite equivalent, select the Act-On field on the right and leave the NetSuite field on the left unmapped.
7. Click Save in the top banner.

Select fields to use

Select the NetSuite fields you want Act-On to sync and store. These fields can be used for segmentation, personalization, and reporting.

Fields you select here are available in areas like:

• Account-Based Marketing features, including Account Groups
• Email personalization using CRM data (Email Personalization using CRM Data)
• Segment criteria for CRM-synced lists (CRM Segments)
• Funnel Reports

Some fields are pre-selected because they are required for standard functionality. To select additional fields:

1. Go to Settings > Data Management > CRM Entities.
2. Click an entity name to expand the available fields for that object.
3. Select the fields you want to sync. Available fields are shown in the left column and are searchable.
4. Review the Selected fields column to confirm you have the right fields selected. 
   Tip: If you see two fields with the same name, or you are unsure what the data looks like, hover to view the field ID. You can also preview records by clicking the record-count bubble for the object. 
5. Repeat for the NetSuite objects you plan to use.
6. Click Save in the top banner.

Create & map custom fields

If you need fields that are not available in the Act-On standard field dropdown, create Act-On custom fields and map NetSuite fields to them.

1. Scroll to the bottom of Map to Act-On Custom Fields.
2. In Destination Field, enter a field name. This could be:
   • Standard NetSuite fields
   • Custom fields you created in NetSuite
   • Fields you will use in Act-On only (not synced back to NetSuite)
   • Fields from another data source
3. If you have a corresponding NetSuite field for Contacts, select it from the left column. If not, leave Select Source blank.
4. Select the appropriate Data Type. This should match the field’s data type in NetSuite.
5. Click Save in the top banner.

Set a push policy

The default policy enables a two-way sync between Act-On and NetSuite. Changes in NetSuite are reflected in Act-On during the next sync. Changes in Act-On can be pushed to NetSuite (for example, updates from user edits, list maintenance, automated program steps, or form submissions).

If you want to change the default policy, or prevent specific fields from pushing updates back to NetSuite, follow these steps.

1. Go to Settings > Data Management > Contact Mapping.
2. In CRM Data Sync Setting, click Edit.
3. Under Default sync setting, select whether Act-On is allowed to push data to NetSuite, then click Save.

4. To change push policy for an individual field, scroll to Map CRM Fields to Act-On Standard Fields, toggle Allow Push, then click Save. In this example, Score and Email can be pushed to NetSuite, but Company cannot:

Schedule syncs between Act-On & NetSuite

Set a recurring sync schedule to keep your Act-On Contacts list updated.

1. Go to Settings > Data Management > Sync Schedule.
2. Under Synchronization Schedule, schedule your recurring sync with NetSuite. Automatic is recommended.
3. Click Save in the top banner.
4. Click Sync Now to populate your All Contacts list.

The sync schedule you set determines how frequently Act-On updates contact data from NetSuite and sends scores and opt-out information to NetSuite. Other mapped data changes on contacts are pushed by Act-On as they happen, independent of this schedule.

Act-On does not delete contacts in NetSuite. Act-On only adds new contacts to NetSuite if explicitly designated through the Push to CRM setting in forms or a Create in CRM step in automated programs. Contacts deleted in NetSuite will be removed in Act-On during the next sync.

Review your Act-On contact list

After your first sync, you should see custom segments in Act-On, including one for All Act-On Contacts and segments for the following NetSuite entities:

• Affiliated with Leads
• Affiliated with Prospects
• Affiliated with Customers

To review these:

1. Go to Audience Center > All Contacts.
2. In All Segments, use Search (upper right) to find the NetSuite segments.

See Find a Segment for more information.

Next steps

Congratulations! Your data is synchronized between NetSuite and All Contacts.

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