While Act-On has native functionality that allows users to load event lists and apply scoring, organizations with many offline or untracked activities can find this cumbersome to manage. When using integrated Salesforce CRM, many organizations use the Salesforce Campaign feature to track and manage this activity. The Salesforce Report serves as a data source for any custom scoring model using Act-On Marketing Automation.
These are the types of creative solutions Tactical helps our customers with every day!
Step 1 – Create a Salesforce Report
Configure your Salesforce Report to include all relevant Campaigns and the appropriate fields and Campaign Statuses. Once you are satisfied with the contents of your report, save your work to the Unfiled Public Reports folder.
Additionally, make sure you configure your report to automatically refresh itself using the “Schedule Future Runs” option. (SF Article Here)
In this example, these Campaigns will have three custom Salesforce statuses:
- Booth Visit
Remember to include the Contact ID and Email Address on these reports or Act-On will not be able to recognize the records!
Step 2 – Sync the Salesforce Report to Act-On
Act-On’s native integration to Salesforce equips you to Import these reports in the Act-On Marketing Lists dashboard. When you select “Import,” a complete list of Salesforce Campaigns and all Reports in the Unfiled Public Reports folder will be visible in alphabetical order. If you have many such objects, the browser find function (Control + F on PC, Command + F on Mac) will help you locate your specific report easily.
Step 3 – Configure the Recurring Report Sync
Once you have imported the Salesforce Report into Act-On, you need to schedule a recurring sync on the Report so it remains updated. This sync will typically be scheduled to run once per day, and usually outside of business hours.
Step 4 – Create Salesforce Fields for Your Custom Scoring Criteria
After you have defined what your custom criteria are, you will need to create fields on the Lead and/or Contact record to store this data. In this example, we will use three custom Salesforce statuses:
- Booth Visit
These three criteria will be created as the new Lead and Contact fields “Registered,” “Attended,” and “Booth Visit.”
We will populate these later in our workflow with True or False values.
Remember to add these new fields to your Salesforce Lead and Contact syncs, and to your Standard Field Names!
Step 5 – Configure Segmentation
Now that you have your Salesforce Report and the appropriate fields, navigate to the synced Report in Act-On. Configure segments that meet the criteria for your custom scoring requirements. Each criteria should be a subsegment of a general category. For example:
Top level segment – Event Date is after 90 days ago
- Status = Registered
- Status = Attended
- Status = Booth Visit
This can be done using Act-On’s native “Profile” segmentation and relative date functionality:
Step 6 – Configure Automation
Now that you have the appropriate segments, create an automated program that will manage updating your Salesforce fields automatically.
The Source List for the Automated Program should be the top level segment you created “Event Date After 90 Days Ago”. If you would like contacts to reenter the program, Act-On Support will need to enable “program reentry” functionality.
Now add your conditional segments to the program:
Configure the program logic to update the Salesforce Lead or Contact field as True when a contact meets the program criteria. The program should look like this:
Step 7 – Configure Scoring
At this point, all events are being captured in a Salesforce Report and this data is being synced to Act-On. Using an Automated Program, we have updated relevant Salesforce fields to hold the scored values, and when the scored behavior expires, the scored behavior will be updated as false. All that remains is to apply the Scoring Rule. In the Scoring Rules section, configure a “Profile” Score Rule based on the value of your Salesforce Field. In our example, we will score Registered as 5, Attended as 10, and Booth Visit as 40.
The Profile Scoring rules are configured as follows:
If you do not see your custom fields, it is likely you forgot to add these to the Standard Field Names as outlined in Step 4. Otherwise, your scoring should now look like this.
Based on the automated rules we have configured, Contacts will now be scored the given points for 90 days at which time the score will decay like any other behavior.