Synchronizing SugarCRM Data to All Contacts

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Use this guide to sync SugarCRM Leads, Contacts, and Targets into Audience Center > All Contacts. You will map fields, set push rules, and schedule sync so Act-On and SugarCRM stay aligned.

Some SugarCRM fields map automatically to Act-On Standard fields. For anything that does not map cleanly, create an Act-On custom field so you can still store and use the value for segmentation and personalization.

Quick Reference (Advanced Users) - Click to Expand
  1. Confirm SugarCRM is connected to Act-On.
  2. Map CRM fields to Act-On Standard fields (email mapping is required).
  3. Create/map any needed Custom fields.
  4. Set push policy (default + per-field Allow Push).
  5. Set Settings > Data Management > Sync Schedule, then run Sync Now.
  6. Verify segments under Audience Center > All Contacts.

Map Act-On Standard fields

Act-On Standard fields support key marketing workflows like sending email/SMS, personalization, and segmentation. Start by mapping the SugarCRM fields you will rely on most.

  1. Sign in to Act-On as an Administrator.
  2. Go to Settings > Data Management > Contact Mapping.
  3. In Map CRM Fields to Act-On Standard Fields, confirm the fields for SugarCRM Leads, Contacts, and Targets are mapped to the correct Standard fields.

  4. Required: Map the SugarCRM email address field to the Act-On E-mail Address Standard field.

    Synchronizing SugarCRM Data to Act-On Contacts 01.png

  5. Click Save in the top banner.
When mapping standard fields, you must map the SugarCRM field that contains the contact’s email address to the Act-On E-mail Address field.

Create and map custom fields

If you need fields that are not available in the Standard field dropdown, add them as Act-On custom fields and map them to the correct SugarCRM field (or leave them unmapped if the value is Act-On-only).

  1. Scroll to Map to Act-On Custom Fields.
  2. In Destination Field, enter the new field name.
  3. If you have a corresponding SugarCRM field, select it from the source column for the relevant entity (Lead/Contact/Target). If you do not have a SugarCRM equivalent, leave the source blank (Act-On-only).
  4. Select the correct Data Type to match SugarCRM.
  5. Click Save in the top banner.

Tip: If you need to confirm what values exist in a SugarCRM field, use the record count bubble in the CRM Entities area (when available) to view a sample.

Set your push policy (Act-On > SugarCRM)

Push settings control what Act-On can update in SugarCRM. Set a default policy first, then tighten or expand it field-by-field.

  1. Go to Settings > Data Management > Contact Mapping.
  2. In CRM Data Sync Setting, click Edit.
  3. Set your Default sync setting to allow or block pushes to SugarCRM, then click Save.

CRM Data Sync Setting default push policy

  1. To control pushes per-field, go to Map CRM Fields to Act-On Standard Fields and toggle Allow Push for each field, then click Save.

Allow Push toggles for mapped fields

Important: Allow Push impacts updates to existing records only. If Act-On creates a new record in SugarCRM (for example, via a form submit or a “Create in CRM” program step), all mapped fields are populated.

Score fields cannot be toggled off with Allow Push. If you do not want score values sent to SugarCRM, remove the score mapping.

Schedule syncs and run your first sync

  1. Go to Settings > Data Management > Sync Schedule.
  2. Under Synchronization Schedule, choose your recurring schedule (Automatic is typically recommended).
  3. Click Save.
  4. Click Sync Now to populate All Contacts.

Sync schedule and Sync Now example

The schedule controls how often Act-On pulls changes from SugarCRM and sends scores/opt-out information back to SugarCRM. Other mapped field updates can be pushed as they happen, depending on your mapping and push settings.

How scheduled syncs work
Scheduled syncs include a full sync every two weeks (pulling/updating every record) and incremental syncs between those runs (updating only records that changed in the CRM). A full sync will also occur when a new field is added in Data Management.

Verify the sync in Audience Center

After your first successful sync, you should see segments created for SugarCRM entities and your All Act-On Contacts segment.

  1. Go to Audience Center > All Contacts.
  2. In All Segments, use Search to find SugarCRM segments (Contacts, Leads, Targets).

If you need help locating segments, see Find a Segment.

Once Leads are converted to Contacts in SugarCRM, they will appear as Contacts in Act-On and no longer be included as Leads. The original Lead record in SugarCRM will not continue to receive field or score updates.

Next steps

Once data is syncing to All Contacts, you can install the SugarCRM package to access Act-On data in SugarCRM: Access Your Act-On Data in SugarCRM.

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