Synchronizing SugarCRM Data to Marketing Lists

Use this article if your Act-On account synchronizes SugarCRM data into Marketing Lists. This legacy model relies on importing specific SugarCRM lists and setting up list-level sync behavior in Act-On.

Before you start

• First, make sure Connecting SugarCRM to Act-On is complete.
• You must be signed in to Act-On as an Administrator.

Step 1: Data management setup and initial sync

Start by confirming your field mapping and running your first sync so Act-On can pull SugarCRM data.

1. Using your Administrator account, sign in to Act-On.
2. Go to Settings > Data Management > Report Mapping.

3. In Map CRM Fields to Act-On Reporting Fields:

   • Confirm the SugarCRM fields on the left are mapped correctly to the Act-On fields on the right.
   • Select fields you plan to use for personalization (for example, outbound emails) if required.
   • Import Opportunity and Revenue data if you use Act-On reporting for pipeline/revenue.
   You must map the SugarCRM contact email field to the Act-On E-mail Address field.
4. Click Save in the top banner.
5. Click the Sync Schedule tab.
6. Under Synchronization Schedule, set your recurring sync. Automatic is recommended.
7. If you use a custom field for opt-outs, confirm the field is available and mapped correctly before running sync.
8. Click Save in the top banner.
9. Click Sync Now to populate Act-On with your SugarCRM data.

Step 2: Select SugarCRM fields to use in Act-On

Select which SugarCRM fields Act-On should sync and make available for reporting, segmentation, and personalization. Keeping this intentional makes list and email builders easier to use.

These fields can be used across areas such as:

• Account-Based Marketing features (including Account Groups and CRM-segment criteria)
• Funnel Reports

Some fields are pre-selected because they are required for opt-outs and core platform behavior. To select additional fields:

1. Go to Settings > Data Management > CRM Entities.
2. Click an entity name to expand the fields for that object.
3. Select the fields you want to sync. The available fields appear in the left column and can be searched.
4. Review the Selected fields list on the right to confirm what will sync. 
   
5. Repeat for each entity you plan to use.
6. Click Save in the top banner.

Step 3: Import Marketing Lists from SugarCRM

Import the SugarCRM list types you want available as Marketing Lists in Act-On. These imports occur one at a time.

1. Sign in to your Act-On account as an Administrator.
2. Go to Lists > Marketing Lists.
3. Click Import (the button with the Sugar logo) in the top-right corner.
4. Select one import option (you will repeat the process for the others):
   • All SugarCRM Contacts
   • All SugarCRM Leads
   • All SugarCRM Targets
   • All SugarCRM Accounts
   • SugarCRM Target List
5. Update the New List Name so it is unique and recognizable.
6. Click Next.
7. Select the fields you want to import from SugarCRM into Act-On. You can add fields later if needed. Important fields include:
   • Email (required)
   • Act-On Lead Score (select this only if you intend to push lead scores into SugarCRM as part of your legacy setup)
   • Assigned to (used for owner association when configuring Sales Prospect workflows)
8. Click Finish.

Repeat the import until each list type you need (from the import options above) has been imported.

Step 4: Synchronize SugarCRM Marketing Lists to Act-On

After importing, configure list-level Sugar sync so the Act-On lists stay up to date. You do this per Marketing List.

1. Go to Lists > Marketing Lists.
2. Hover over a SugarCRM list and click the drop-down arrow.
3. Go to Import/Export > SugarCRM Sync Setup.
4. Configure push and pull behavior:
   • Select Push to SugarCRM.
   • Under Push to SugarCRM, select the Update checkbox, then click Select Push-Update Fields.
   • Select Act-On Lead Score, then click Save.
   • Select Pull from SugarCRM and enable the appropriate options (for example, Update and Remove).
   • Next to Update, click Select Pull-Update Fields, then make sure Act-On Lead Score is not selected.

   • Click Save.

     Lead Scores should only be pushed to SugarCRM. Do not pull lead score values from SugarCRM. Pulling lead score can cause incorrect scores and longer sync times.
5. Under Execution, click Schedule Pull, select how often you want the sync to occur, then click Save.
6. Click Save to confirm the sync schedule for the Marketing List.

Repeat these steps for each SugarCRM Marketing List you want to keep in sync.

(Optional) Update Lead Score in SugarCRM with a List Maintenance Program

If you intend to push Act-On Lead Score to SugarCRM for contacts in specific Marketing Lists, you can do this using a List Maintenance Program that updates the list’s lead score value on a schedule.

1. Go to Lists > Marketing Lists.
2. Hover over your SugarCRM list and click the drop-down arrow.
3. Go to Maintenance > Setup Maintenance Program.
4. Enter a Program name and Description (example: “Lead Score Update to SugarCRM”).
5. Select your schedule (Manually or On a schedule). If you use a schedule, align it with your list sync frequency.
6. Click Continue.
7. On the Program Steps tab, under Steps, confirm a step exists (or click Add a step).
8. Enter a step name (example: “Update Lead Score in List”).
9. Select Change field value and Use current source list.
10. Under List field to update, select Act-On Lead Score.
11. Under Update value as follows, select Set value to behavioral score.
12. Select Apply to all contacts in the program.
13. Click Save changes (top-right).

Repeat these steps for any other SugarCRM Marketing Lists where you want Lead Score updated through a maintenance program.

(Optional) Sales prospect list assignment

If SugarCRM Sales users use the Hot Prospects dashlet, configure list columns and Sales Prospect list assignment so owner association works correctly.

1. Confirm website tracking is set up for your domain and you are using Act-On forms and landing pages where appropriate.
2. Confirm your account has the required managed feature enabled. If you are unsure, contact your Act-On CSM or Support.
3. Go to Lists > Marketing Lists.
4. Hover over your All SugarCRM Leads list and click the down arrow.
5. Choose Maintenance > Identify List Columns.
6. Under Contact Owner Name, use the dropdown to select Assigned to.
7. Click Save.
8. Go to Lists > Other Lists > Sales Prospects.
9. For each account list, click the settings option on the right and assign the appropriate Marketing List(s), then click Submit.

Next steps

Congratulations. Your SugarCRM data is synchronized into Act-On Marketing Lists.

To enable Sales users to view Act-On data inside SugarCRM, continue to: Access Your Act-On Data in SugarCRM.