Synchronizing SugarCRM Data to Marketing Lists

  • Updated

For seamless data synchronization between SugarCRM 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 SugarCRM is connected to Act-On.

Import Marketing Lists from SugarCRM

  1. Ensure there is a lead-level and contact-level field in SugarCRM to accommodate the Act-On lead score. You can call it 'Act-On Lead Score', for example.
  2. Sign into your Act-On account as an Administrator.
  3. Go to Contacts > Marketing Lists.
  4. Click the Import button with the Sugar logo on it, in the top right corner.
  5. Select one of the import options (these can only be imported one at a time. You'll be importing all of them):
    • All SugarCRM Contacts
    • All SugarCRM Leads
    • All SugarCRM Targets
    • All SugarCRM Accounts
    • SugarCRM Target List
  6. Update the New List Name to be unique.
  7. Click Next.
  8. Select the fields you want to import from SugarCRM to Act-On. The imported data can be used to make segments in Act-On, as well as personalize messages.
    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.
    • Act-On Lead Score – This is a new custom field that was created in SugarCRM via the Act-On connector (see Step 1 above) & is used to contain the Act-On lead score. To see the Act-On lead score in SugarCRM, then select this field.
    • Assigned to – Act-On uses this for lead/contact owner association for hot prospects.
  9. Click Finish.

Repeat these steps until all imported list options (in step 5 above) have been imported.

Synchronize SugarCRM 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 SugarCRM list, and click the drop-down arrow.
  3. Go to Import/Export > SugarCRM Sync Setup.
  4. Set up which fields to Push and Pull. Typically, you will want to Push the Act-On Lead Score to SugarCRM and Pull all the other values. To do this:
    • Select the Push to SugarCRM checkbox.
    • In Push to SugarCRM, select the Update existing records check box and click the Select Push-Update Fields link.
    • Select Act-On Lead Score and click Save.
    • Select the Pull from SugarCRM check box and below, select the Add, Update, and Remove checkboxes
    • Next to Update, click the Select Pull-Update Fields link.
    • Ensure that Act-On Lead Score is NOT selected (and other fields are).
    • Click Save.
      Lead Scores should only be pushed to SugarCRM. Never set to pull the Lead Score field. This can cause issues including incorrect scores and long sync times.
  5. In Execution, click Schedule Pull, 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 SugarCRM Marketing Lists you would like to keep in sync.

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 in SugarCRM with a List Maintenance Program

If you intend to push Act-On Lead Score to SugarCRM in your integration, follow the steps below to ensure the value in your list gets updated prior to syncing with SugarCRM.

  1. Go to Contacts > 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 (such as "Lead Score Update to SugarCRM").
  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 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. At the top right, click Save changes.

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

(Optional) Sales Prospect List Assignment

If the SugarCRM sales reps are to use the Hot Prospects dashlet, follow the steps below:

  1. Ensure you have the Act-On managed feature turned on in your account called PersonalizedFrom. To have this feature enabled, contact your CSM/Tech Support.
  2. Go to Contacts > Marketing Lists.
  3. Hover over your All Sugar CRM Leads list and click the down arrow.
  4. Choose Maintenance > Identify List Columns.
  5. Under Contact Owner Name use the drop-down to select Assigned to.
  6. Click Save.
  7. Go to Contacts > Other Lists > Account Lists > Sales Prospects to select the lists as shown below:


Next Steps

Congratulations! Data is synchronized between SugarCRM and Act-On Marketing Lists. Now you can consider the following options in Post SugarCRM Integration Options & Troubleshooting.

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