Advanced Controls & Filters for your CRM Contact Sync

Filtered CRM sync lets you decide exactly which leads and contacts move into Act-On, so each business unit only sees the data they need.

Act-On's 2-way sync with leading CRM solutions makes it easy for marketers to access up-to-date lead and contact data.   For some use cases, you can limit what types of contact data sync into Act-On.  

For example, if you are sharing a CRM system across multiple business units each with their own Act-On account, direct the right set of contacts into each Act-On sync.  Or if you have legal or business restrictions on what types of contacts can sync, use these advanced sync controls. 

Note: You may have previously set up different CRM user credentials for different Act-On accounts with limited record access to accomplish this.  Using the filtered sync option may allow you to consolidate those CRM credentials and save on CRM licensing.

Choosing Entities to Sync

In Settings > Data Management > Sync Schedule you'll see the CRM Entities to sync options.  Here, you can "turn off" a particular set of data if you don't want it to sync to Act-On.  For example, if your marketers only use leads and are not involved with contacts, turn off the contact sync. 

Filtering Sync

Also in Settings > Data Management > Sync Schedule you'll find the Synchronization Filters.  Change this to "Records from a custom segment" if you'd like to add criteria that qualifies which contacts are included in the sync.

Once you've activated the filter option, you can set up the criteria for each of your major contact object types. Remember, you are setting criteria for who to include in the sync.   The available fields are from your CRM and don't all have to be present on your Audience Center data schema.

If you select multiple criteria for the same field they will both be included (i.e. here I'm picking Entertainment for the Industry field, if I add Transportation I will get contacts from both industries).

You can filter on up to 2 fields per contact type. 

Once you've set your criteria, save this screen. The contacts will be updated on your next scheduled CRM sync, or press Sync Now to see the results more quickly. 

This may result in contacts being removed from Act-On if they are CRM contacts and don't meet the criteria.  Any contacts that are not currently in your CRM will not be removed.

Technical Notes