AUDIENCE: Administrators, Marketing Users
- Learn how to create a list of leads and their assigned sales reps
- Learn how these lists will affect the Website Prospector report
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.
Creating your Sales Prospects lists
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
- 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
- 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:
- Click on Contacts and select Marketing Lists.
- Click on the Salesforce Import button, and select your report.
- 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.
If you are using a CRM other than Salesforce, and want to be able to identify prospects assigned to your sales users, you will need to have a Marketing list in Act-On that contains the following fields:
- Owner Name
- Owner Email
- Prospects' Email Addresses
You can choose to update your list as often as desired with any new or updated lead or contact information.
Identifying your Sales Prospects lists
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.
You must be an administrator within your Act-On account to identify these lists.
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.
For 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.
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.
In order for assigned prospects to show in either the Leads & Contacts tab or Marketing Prospects tab for sales users, or the Known Prospects tab for marketing users, they must first be cookied.
This means they need to have engaged with your marketing efforts previously, by either clicking a link in an Act-On email campaign or submitting an Act-On form.
If one of your assigned prospects has not yet engaged with you this way, their visits will show in the Anonymous Prospect section until they perform an action that lets Act-On identify them.