Identifying Sales Prospects Lists

The Sales Prospects lists are used to filter the Website Prospector report for your sales users, based on their assigned prospects. To enable these filters, Act-On relies on specific data from Salesforce or from any other CRM list containing prospect and assigned sales rep information.

These can then be fed into two lists in the Sales Prospects section of the Account Lists page – Prospects Assigned to Sales and Prospects in Active Opportunities.

Salesforce users

The following reports can be customized to work within your specific Salesforce instance. They need to contain the following basic information.

To create a list of leads and their assigned sales reps, create a Lead report in Salesforce containing the following fields:

• Lead ID
• Email
• First Name
• Last Name
• Owner ID*

To create a list of active opportunities and their assigned sales reps, create an Opportunity with Contact Roles report in Salesforce that contains the following fields:

• Contact ID
• Email
• First Name
• Last Name
• Opportunity Owner Email
• Owner ID*

Once you have created these reports, schedule them in Salesforce to run as often as desired, so that they are continually updating with new and updated lead and opportunity information.

To pull these reports into Act-On:

1. Click on Contacts and select Marketing Lists.
2. Click on the Salesforce Import button, and select your report.
3. Once the report is imported, you can choose to pull in updates from Salesforce on a regular basis by hovering over the report, clicking More..., choosing Salesforce Sync Setup, and setting a schedule.

Sugar CRM Users

1. From the Sugar Admin Studio, modify the Sugar Leads to add the field Owner Email (owner_email)
2. Within Sugar, update the Contact or Lead records with the email addresses of the Assigned To users
3. Complete a new Act-On Admin sync, ensuring Assigned To and Owner Email are checked on the page

You can choose to update your list as often as desired with any new or updated lead or contact information.

Microsoft Dynamics Users

1. Populate the Dynamics Leads or Contacts record fields Owner Name and Owner Email with content
2. Complete a new Act-On Admin sync, ensuring Owner Name and Owner Email are checked on the page

You can choose to update your list as often as desired with any new or updated lead or contact information.

Other CRM Users

If you are using a CRM not covered above, you can identify prospects assigned to your sales users by maintaining a Marketing List in Act-On with the following fields:

• Owner Name
• Owner Email
• Prospects' Email Addresses

You can update your list as often as desired with any new or updated lead/contact information.

Once your lists have been created and pulled into Act-On, let the Act-On system know where they are. To do this:

• Click on Contacts > click on Other Lists > and select Account Lists.
• Under the Sales Prospects section, hover over Prospects Assigned to Sales, click Select, and choose your list from the chooser that appears.
• Repeat these steps for Prospects in Active Opportunities. You can choose to have one or both lists defined and can reset or change the selected list at any time.
  
  

How do these lists affect the Website Prospector report? 

Once these lists are identified, both marketing users and sales users will see additional information on the Website Prospector report, and in their Prospect Report Daily Email.

Marketing users

The Known Prospects tab on the Website Prospector report will continue to list all known prospects. prospects found in the Prospects Owned by Sales list will show with a blue person icon to the left of them, and prospects found in the Prospects in Active Opportunities list will show with a green person icon to the left of them. All other unassigned known prospects will show with an orange person icon.

Hovering over each icon will show you which sales user owns that prospect, or if it is an unassigned marketing prospect.

Sales users

When a sales user logs in and views the Website Prospector report, they will see two tabs for known prospects – Leads & Contacts and Marketing Prospects. The first tab will contain their prospects as defined by the Sales Prospects lists, and the second tab will contain all of the unassigned known prospects visiting the site. Prospects found in the Prospects owned by Sales list will show with a blue person icon to the left of them, and prospects found in the Prospects in Active Opportunities list will show with a green person icon to the left of them. All other unassigned known prospects will show with an orange person icon. If visitors are found in multiple lists, the colors will be: Existing Contact assigned to sales (Purple) > Prospect in active opp (green) > Prospect assigned to sales.

If you choose not to connect any lists in the Sales Prospects area, your sales users will continue to see all known prospects who visit your site.