Objective
The purpose of this article is to provide direction to Outreach Admins regarding syncing meetings to Salesforce.
Meetings booked through Outreach Meetings that are associated to an Outreach prospect will sync to the corresponding Salesforce Lead/Contact. These meetings will post as an event under a "Meeting" type.
Applies To
- Outreach Admins
Notes
- To sync meetings to Salesforce, the Salesforce plugin needs to be set up correctly. You must be an Outreach Admin to make any adjustments to the plugin.
- Orgs on Lightning Sync for Google may encounter duplicate meetings being synced to SFDC. Refer to the Get Ready to Sync Events with Lighting Sync for Google article.
- Orgs operating Salesforce Einstein may encounter duplicate emails being synced to SFDC. The two features, Outreach Mail and Salesforce Einstein conflict and perform the same tasks similarly causing duplicates. Users are encouraged to use either Outreach Mail or Salesforce Einstein to remedy this experience. For information regarding Salesforce Einstein, refer to the manufacturer's website.
Procedure
- Click the user's initials in the navigation sidebar.
- Click Plugins under the System Config section of the Settings panel.
- Click the Salesforce Plugin.
- Click Event in the Object Types list.
- Configure the settings as illustrated in the image below.
- You'll want to leave the prospect conditions under Outbound Create "on", to ensure meetings are not pushed to Salesforce that are not associated with a Lead/Contact and ensure only one event is pushed to SFDC for the owner of the event (whoever's calendar it's on).
Note: Field settings come out-of-box and can be adjusted as applicable.
What happens if a prospect cancels or reschedules a meeting?
If a prospect uses your reschedule link to find a new time to meet, the change will sync back to Outreach and subsequently update the event in Salesforce. If a prospect declines or cancels a meeting, that change will only be reflected in Outreach.
Will Meetings that have already been synced to Salesforce sync again and create duplicates?
Before a meeting is synced to Salesforce, Outreach looks for an event where the owner (assignee), subject, start & end time match. If they match, Outreach considers this event a duplicate and will not sync to Salesforce.
Can Meeting Attribution be synced to Salesforce [Beta]?
Yes! To sync Meeting Attribution information to Salesforce, you can now map the name of the related sequence in the plugin, allowing you to report on meetings booked in SFDC. Simply map the field "Attributed Sequence Name" from Outreach to a custom text field in SFDC on the Event Object.
Meeting Fields
Below are the fields and corresponding definitions for syncing meetings.
| Field Name | Data Type / Character Limit | Definition |
| Id (Outreach internal) | Integer | Outreach-assigned ID |
| Booked Date | Date | Date/time when meeting was created on the users calendar. |
| Title | String / 1000 | Title of the Meeting |
| Location | String / 1000 | Where the Meeting is located |
| Description | String | Meeting's description |
| Start Time | Date | The time the Meeting is scheduled to start |
| End Time | Date | The time the Meeting is scheduled to end |
| No Show At | Date | The date/time of when the Meeting was marked as a No Show |
| Is No Show? | Boolean | If the Meeting was marked as a no-show, the value will be true. If the Meeting was not marked as a no-show, the value will be false. |
| Is All Day? | Boolean | If the Meeting was marked as an all-day event, the value will be true. If the Meeting was not marked as an all-day event, the value will be false. |
| Meeting Type Name | String | Name of the associated Meeting Type |
| Attributed Sequence Name | String | Name of the associated Sequence |
| Is Organizer? | Boolean | True/False Checks to see if the Meeting Owner is the same user who booked the Meeting |
| Source | String |
The source indicates the method by a Meeting was booked, and based on that value, will sync into the CRM. Here are the possible values with their definitions: App - The meeting was generated INSIDE of Outreach, such as by a User booking directly on a calendar or a Prospect using a Public Calendar Link and is sending it over to a 3rd party application (e.g. CRM, integration, etc) Sync - The meeting was generated OUTSIDE of Outreach, and synced in via the calendar connection We typically recommend adding an Outbound Create condition of “Source Is Not Sync” so that the old calendar events won’t flood your CRM and create API Call Spikes. For instance, when an AE connects their calendar for the first time, all of the Prospect Meetings their SDR has booked are suddenly pushed up into your CRM at 1 API call a meeting event. We also recommend "Source IS NOT Sync" during onboarding and removing the condition after the User's calendar is initially fully synced. The default behavior is "Source IS Sync." |
| Booked By Prospect | Boolean | If the Meeting was booked by the Prospect via Public Calendar link, this will be set to true. If the Meeting was not booked by the Prospect via the Public Calendar link, this will be set to false. |
| Booked From Outreach | Boolean | If the Meeting was booked via the Outreach application, this will be true. If the Meeting was not booked via the Outreach application (e.g. 3rd party such as Gmail, Outlook, etc), this will be false |
| Has Prospect | Boolean | If the Meeting includes an existing Prospect, this will be true. If the Meeting does not include yet exist as a Prospect in Outreach, this will be false. It will also remain false if the only Meeting participant is the Meeting Owner (e.g. a personal time block) |
| Kaia Recording URL | String | If the Meeting was recorded via Kaia, this is a link to the Kaia recording |
| Account | Account Object | Lookup Field |
| Booker | User Object | Lookup Field |
| Meeting Type | Meeting Type Object | Lookup Field |
| Opportunity | Opportunity Object | Lookup Field |
| Prospect | Prospect Object | Lookup Field |
| Owner | User Object | Lookup Field |
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