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Act-On Software

Syncing Opt-outs with a SugarCRM Account

AUDIENCE:   Administrators, Marketing Users
OBJECTIVES:  Learn how to synchronize your Act-On Opt-out list with Salesforce

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

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

Once you have a SugarCRM connector configured in Act-On, Your SugarCRM lists will contain an Email Opt Out column. The process to connect this to Act-On is:

  1. Determine the correct data value to sync
  2. Push the data to Act-On's opt-out list
  3. Set up a process to push Act-On's opt-outs back to Sugar.

Determine the Field Value to Use

Very important: Different versions of the Sugar API use different values in the Email Opt Out column. This value can be either 1 or True (or in some cases, both). You must determine the correct field value in your lists before proceeding.

To check your field value, ask your CRM Administrator or check your Sugar data as follows:

  1. Navigate to Contacts > Marketing Lists
  2. Choose any list that syncs with Sugar, click the drop-down on the right side, and choose Create a Segment
  3. Add a condition that checks if the Email Opt Out column equals 1 OR true:
    sugaroptout.png
  4. Save your segment and exit that view
  5. Back on the Marketing Lists screen, click the drop-down beside your new segment and choose Import/Export > Download to Excel
  6. Open the Excel file and check the Email Opt Out column

For contacts who have opted out, you will see values of 1 or True in this column, or some of each in certain configurations. Use this information in the steps below.

Push Sugar Opt-Outs to Act-On

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

  1. Click the drop-down to the right of that list, then choose Create a Segment
  2. Add a condition that checks if the Email Opt Out column equals 1 OR true:
    sugaroptout.png
  3. Save your segment
  4. 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

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

  1. Click the drop-down to the right of that list, then choose Create a Segment
  2. Add a condition that checks if Has Opted Out equals true
  3. Save your segment
  4. Click the drop-down to the right of this segment, then choose MaintenanceSetup Maintenance Program
  5. Click Add Step and select Change Field Value
  6. Next to "and update field:" choose Email Opt Out
  7. Next to "Set Value to" enter the correct value that you found above (either 1 or true)
    Important: Confirm that this is value matches the one you are actually using in Sugar.
  8. Click Done for this step and Save for the program
  9. Click the Schedule button, and then set this program to run before your list sync – this ensures that Sugar gets the most current data
  10. On the parent list for this segment, click the drop-down on the right and choose Import/Export > SugarCRM Sync Setup
  11. In the Push to SugarCRM section, click Select Push-Update Fields
  12. Check the box next to Email Opt Out and click Save
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