Syncing CRM Data
Once you've connected your CRM and mapped the fields you'd like to sync, you're ready to get data flowing.
From a big picture standpoint, there are two ways that data flows between Paminga and your CRM:
From CRM to Paminga
When you're ready to start syncing data, the first thing to do is to enable syncs.
This is done via the "Syncs Enabled" checkbox on your Sync Settings page (the location of which may vary based on the CRM you're using).
With that box checked, it's time to kick off your first Full Sync.
Full Syncs
By default, a Full Sync retrieves all objects from CRM, making them available for marketing purposes (segmentation, audience building, personalization) in Paminga.
By "all objects", we mean:
- Leads
- Accounts
- Contacts
- Opportunities
- Custom Objects that may have been mapped
If you do not want all of these objects synced (some organizations do not use the Lead object, for example), you may control which objects sync to Paminga.
By default, Paminga will retrieve all of your Leads, Contacts, Accounts, Opportunities. If you want only certain of these records to sync, you may control which records sync to Paminga.
Paminga only syncs the fields you have mapped from your CRM. Use Field Mappings to control which fields sync to/from Paminga.
Notes on Full Syncs
- Full Syncs must be triggered manually
- Full Syncs can take substantially longer than a differential sync. For large amounts of data, they can sometimes take a few days
- During a full sync, no differential syncs will run for your account
- Full Syncs should only be run when needed:
- When your integration is first created
- When new custom fields are created in your CRM – that want to map and sync to Paminga
Running a Full Sync
You may initiate a Full Sync at any time via the "Sync Settings" page (or the "CRM Sync Status" page if you use IFS Cloud CRM).
This is done by clicking the "Run a Full Sync" button (which may be disabled if the "Syncs Enabled" checkbox is not checked).
Run Full Syncs On-Demand
It's fairly common to add new custom fields in CRM, map those new fields in Paminga, and then run a Full Sync to ensure all fields are up to date in Paminga.
Additional Data Retrieved by Full Syncs
In addition to the "primary" objects mentioned above, Paminga retrieves several bits of data automatically:
- Relevant User Information (used for lead assignment, personalization of email from, reply-to, and footers for example)
- Lists of Queues and Rules for lead assignment (dependent on the CRM you use)
- Lists of Queues and Priorities for Cases (dependent on the CRM you use)
- Options for relevant drop-downs (aka pick lists, selects, etc.)
Differential Syncs
When syncs are enabled and no Full Sync is running, Paminga will run "Differential Syncs" automatically.
A Differential Sync retrieves all objects that were created or updated since the last sync completed.
Differential Syncs adhere to all of your preferences regarding which objects, records, and fields to sync.
Timing of Differential Syncs
By default, Paminga initiates a differential sync once per hour. This interval can be reduced to as little as every 5 minutes if demanded by your use case.
You may have a need to sync to Paminga more often than once an hour. If so, reach out to the Customer Success Team and we are more than happy to help! 😊
Manual Sync of Individual Records
You'll find that Paminga's iFrames include a button that allow CRM users to sync individual Leads and Contacts to Paminga on-demand.
From Paminga to CRM
Paminga only creates/updates records in your CRM when you have told it to do so via Actions.
Note: There is some data that Paminga updates in CRM automatically.
Actions that Create or Update Data in CRM
Depending on the CRM you use, some or all of these CRM Actions may be triggered from across the platform:
- Create/Update Lead
- Create/Update Contact/Account
- Create Opportunity
- Create Task
- IFS
- Salesforce: this is an option when creating any Lead or Contact
- Dynamics D365: this is an option when creating any Lead or Contact
- Sugar/SuiteCRM: this is an option when creating any Lead or Contact
- Create Case
- Create Email "Activities"
- This is an option
Ways To Trigger These Actions
You may choose to create Leads, Contacts, and other CRM records in many locations throughout Paminga:
- Form Submissions
- Workflow Branches
- CSV Import Actions
- Lead Scoring Thresholds
- Lead Stage Change Actions
- Opportunity Stage Change Actions
- Drip Series or Workflow Goals
CRM Data Paminga Updates Automatically
- Paminga Lead Score: Paminga creates custom fields for "Paminga Lead Score" on the Lead and Contact objects. The numeric value of this field is updated automatically when lead scores change.
- Unsubscribe Status: When a contact unsubscribes via any Paminga email or becomes a hard bounce, these statuses are updated in your CRM.
CRM users may also unsubscribe contacts in Paminga by opting them out in CRM. This behavior may be altered or disabled depending on your use case. - Most Recent Visit: Depending on which CRM you use, Paminga may create a field that stores the date and time of the lead or contact's most recent visit as a custom field.
- First & Last Touch Channel & Source: Depending on which CRM you use, Paminga may create and populate fields for:
