For seamless data synchronization between NetSuite and All Contacts, establish a mapping of your data fields and configure the synchronization settings to ensure real-time data updates. If you are using Marketing Lists, click here.
First, make sure NetSuite is connected to Act-On.
Map Act-On Standard Fields
Act-On uses standard fields for efficient marketing automation tasks such as sending emails and SMS, as well as incorporating personalizations in messages. To ensure optimal results in segmentation, and other data-related activities are achieved you will want to employ these correctly.
- Using your Administrator account, sign in to Act-On.
- Go to Settings > Data Management > Contact Mapping tab.
- In Map CRM Fields to Act-On Standard Fields, NetSuite fields are on the left, and Act-On fields are on the right:
- The most commonly used fields have already been mapped. Review these to ensure accuracy.
- Delete any fields you don’t want to include in your All Contacts by hovering over the field and clicking on the trash icon to the right.
- To include more Act-On Standard fields, scroll to the bottom of the mapped fields:
- Find the first available Select Destination field on the right, and choose the extra field from the dropdown.
- Pick the corresponding NetSuite field from the left column.
- You must Map the NetSuite contact email field to the All Contacts email address field
- Add any Standard Fields used for scores or personalization in existing templates or emails.
- For extra data in All Contacts without a NetSuite equivalent, select the field on the right but leave it unmapped on the left. You don't have to map every All Contacts field to NetSuite.
- Click Save in the top banner.
Create & Map Custom Fields
If you need to add fields that are not available in the Act-On Standard fields drop-down, run through the following:
- Scroll down to the bottom of Map to Act-On Custom Fields.
- In the Destination Field box, enter a field name. This could be:
- Standard NetSuite fields
- Custom fields that you have created in NetSuite
- Custom fields that you will use in Act-On only and not sync to NetSuite
- Fields that come from another data source
- If you have a corresponding NetSuite field for Contacts, select it from the left column. If not, just leave the columns on Select Source.
- Lastly, select the appropriate Data Type for the field. This should match the field’s data type in NetSuite.
- Click Save in the top banner.
Be sure to add any Custom Fields that are currently used to calculate scores or used in personalization in any existing templates or emails.
Set a Push Policy
The default policy enables a two-way sync between Act-On and NetSuite. If there's a change in NetSuite data, it is reflected in Act-On during the next sync. Conversely, changes in Act-On get pushed to NetSuite. Act-On contact data may change through user edits, List Maintenance, Automated Program updates, or Form submissions overwriting data in a field.
If you wish to change the default push policy or select individual fields that should not push updates to NetSuite, run through the following:
- Go to Settings > Data Management > Contact Mapping.
- In the CRM Data Sync Setting box, click Edit.
- In Default sync setting, select to allow or not allow Act-On to push data to NetSuite & click Save:
- To change the push policy for an individual field, scroll down to Map CRM Fields to Act-On Standard Fields, and toggle the Allow Push option & click Save in the top banner. In the example below, Score and Email can be pushed to NetSuite, but Company can not:
You can't toggle off Score fields, so if you don't want the score to push to NetSuite, remove the mapping.
- Once you’ve mapped your fields, click Save in the top banner.
Schedule Syncs Between Act-On & NetSuite
Setting this up will establish a sync schedule to maintain up-to-date data.
- Go to Settings > Data Management > Sync Schedule.
- Under Synchronization Schedule, schedule your recurring sync with NetSuite. Automatic is recommended.
- Click Save in the top banner.
- 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 immediately pushed by Act-On as they happen, independent of this schedule.
Act-On won't delete contacts in NetSuite, and it 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.
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 data management.
Review Your Act-On Contact List
You should now see custom segments in Act-On, including one for All Act-On Contacts along with segments for the following NetSuite entities:
- Affiliated with Leads
- Affiliated with Prospects
- Affiliated with Customers
To review these:
- Go to Audience Center > All Contacts.
- In All Segments, use Search at the upper right.
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.