Sync People to Outreach Prospects
Last updated : 17/12/2020Synchronise Workbooks People to Outreach Prospects
Workbooks People records are automatically synchronised to Outreach Prospects via the Scheduled Process called Outreach Send/Receive. This automated process is created via the Plugin installation. Both newly created, and recently updated People records are synchronised to Outreach.
The process is scheduled to run every 1 minute and will pick up People records that have been created/updated since the last run, and other criteria (see below). The process may be delayed depending on several factors:
- The number of records that have been created/updated since the last run – if you have run a large Bulk Action/Import you may find it takes some time for the process to catch-up with changes that have been made
- Other processes that are running in Workbooks – unless you are licenced for Process Channels, only one Scheduled Process will run at a time, therefore the Outreach Send/Receive process may not run exactly every 1 minute
The above can cause delays in syncing records. If you feel that your Workbooks instance would benefit from the use of multiple Process Channels, please contact your Account Manager to discuss this feature further.
A Person record is synced to Outreach if the following conditions are met:
| # | Workbooks Field | Workbooks Condition | Workbooks Value |
|---|---|---|---|
| 1 | Sync to Outreach | Equal To (=) | TRUE |
| 2 | Outreach Sync Error | Equal To (=) | FALSE |
| 3 | Outreach Duplicate | Equal To (=) | FALSE |
| 4 | Outreach Id | Equal To (=) | BLANK |
| 5 | Updated At | Greater Than or Equal To (>=) | Last Run Time |
NOTE: The integration looks for records where the conditions 1, 2 and 3 are met. In addition to this, where Outreach Id (4) OR Updated At (5) are met.
If a new Person record is created, the standard fields as per this page and any custom mappings that have been configured will be synchronised to Outreach.
- A Prospect in Outreach is related to an Account, similar to the relationship in Workbooks between People and Organisations. If the Person in Workbooks has an Employer set, then the related Organisation is automatically synced to an Outreach Account if it meets the criteria outlined here and the two records will be related automatically.
- A Prospect in Outreach must have a unique Email Address and/or not be listed in the Excluded Domains setting in Outreach. If a Prospect is matched on Email Address, the newly created Workbooks Person record is updated to set the “Outreach Duplicate” checkbox to TRUE. This record will be excluded from future syncs, until the duplicate is manually resolved.
- If a Person fails to sync for any reason, the “Outreach Error” checkbox is set to TRUE. This record will be excluded from future syncs until the Outreach Error field is reset to FALSE. If you spot any errors, these can be raised with our support team who will be able to investigate the integration’s process logs to identify the cause of the issue.
- The Owner in Outreach will match the Assigned To Value in Workbooks if that user exists at the time of syncing a Person record. To enable this feature, the username in Outreach must exactly match the Workbooks user name, otherwise the owner will be left blank and filters such as “Owned by Me” will not show all records in the Outreach platform.
Upon a successful sync i.e. no match was found in Outreach, a new Prospect is created in Outreach and the Workbooks record is updated with the Outreach Id/Outreach URL. This can be used to view the record in Outreach directly if required.
When a Person is updated that is already synchronised with Outreach (the Outreach Id/URL is populated), then the corresponding record is updated in Outreach with any fields that have changed.