Your Act-On Opt-out list can be synchronized with SugarCRM as often as once every hour. Act-On refers to the Email Opt Out checkbox field in your SugarCRM Contacts or Leads table. This field must be enabled in Sugar before you can take advantage of this feature.

Follow these steps to synchronize your Act-On Opt-Out list with SugarCRM.

Prerequisites

An Active Connection to SugarCRM
Sugar Marketing Lists imported with the Email Opt-Out column pulled
A custom field to accept opt-out data from Act-On

Instructions

Pull Sugar Opt-Outs to Act-On

Once you have a SugarCRM connector configured in Act-On, your SugarCRM lists will contain an Email Opt Out column. You will use this data to create a segment of contacts which identifies who to suppress from messages. This allows you to remain CANSPAM compliant with your marketing campaigns and avoid spam complaints which can harm your digital reputation.

To set this up, you will perform the following tasks:

Create a Segment of contacts with this opt-out
Create an Automated Program to sync opt-outs from Sugar to Act-On

Important: Different versions of the Sugar API use different values in the Email Opt Out column. This value can be either 1/0 or True/False (or in some cases, both). Most accounts are on API v11 which uses True/False, however some accounts are still on an older API v4, which uses 1/0. You must determine the correct field value in your lists before proceeding.

For each list that syncs from Sugar to Act-On:

Click the drop-down to the right of that list, then choose Create a Segment
Add a condition that checks if the Email Opt Out column equals 1 OR true:
Save your segment
Create an Automated Program to move those contacts to opt-outs
- Make sure to set this program to run after your Sugar sync – this ensures that Act-On gets the most current data

Push Act-On Opt-Outs to Sugar

Act-On is currently unable to support pushing Opt-Out data to the native Email Opt Out field in SugarCRM.

As an alternative, you may choose update a custom field that will place that information on the Lead/Contact record in Sugar, but it will not function to suppress emails in Sugar.

To start, first ask your CRM Administrator to create a custom checkbox field (eg "Act-On Opt-Out") for Leads and Contacts. Imported the new field as a column on your list.

Create a List Segment and a List Maintenance Program for each list that syncs from Act-On to Sugar:

Step 1: Create a List Segment

Click the drop-down to the right of that list, then choose Create a Segment
Add a condition that checks if Behavior > Has Opted Out equals true
Save your segment with an informational name (eg "Lead Opt-out updates")

Step 2: Create a List Maintenance Program

Click the drop-down to the right of this segment, then choose Maintenance > Setup Maintenance Program
Click Add Step and select Change Field Value
Next to "and update field:" choose your custom opt-out field
Next to "Set Value to" and enter "yes"
Click Done for this step and Save for the program
Click the Schedule button, and then set this program to run at a time that is just before your list sync – this ensures that Sugar gets the most current data
On the parent list for this segment, click the drop-down on the right and choose Import/Export > SugarCRM Sync Setup
In the Push to SugarCRM section, click Select Push-Update Fields
Check the box next to your custom opt-out field and click Save

You may choose to run the List Maintenance Program followed by the List sync now to update your records immediately.