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How To Map the Lead and Contact Status to Outreach Stages

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Chris
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Objective

The purpose of this article is to provide direction to Outreach admins in mapping the Lead and Contact statuses from Salesforce to stages in Outreach. 

Applies To

  • Outreach Admins

Notes

  • The API name field in Salesforce must be 1:1 match with Outreach otherwise the sync will fail.
  • The Lead and Contact statuses must be mapped separately from one another.
  • Stages can be mapped 1:1 to the Lead or Contact Status objects.
  • Stages can be managed and mapped independently of the Lead and Contact Status objects.
  • The following sample stages are provided out-of-box and can be configured to suit an organization's workflow:
    • New
    • Approaching
    • Replied
    • Unresponsive
    • Do Not Contact
    • Bad Data
  • When mapping Stages from Outreach, note that Stage associates with the Stage object in Outreach and is typically used as part of the Stage <> Status Mapping on Leads. To sync only text values for Stages, use the Stage Name, as is commonly seen in the Stage Name <> Contact Stage mapping. 
  • The CRM Sync experience listed here includes both the Classic Plugin experience and the new Enhanced CRM Sync Experience which is currently in Beta. For instructions on the Enhanced CRM Sync Experience, see section Enhanced CRM Sync Beta.

Procedure

Before This Procedure, Admins have: 

Classic Plugin

  1. Access the Outreach Platform. 
  2. Access the CRM Plugin. 
  3. Click the Lead Status object in the Types list.
    AccessLeadStatusObject_01.gif
  4. Click the Mappings tab on the Lead Status landing page. 
  5. Click Add.
  6. Select the applicable CRM status from the LeadStatus: dropdown menu on the New Lead Status Mapping window.  
  7. Select the applicable Outreach stage from the Outreach Stage: dropdown menu. 
  8. Click Save.
    MappStatus_01.gif
    Note: Outreach produces an error when mapping a stage already present in the platform.
    Error_01.png
    Note: Repeat steps 4-8 until the applicable CRM statuses have been added. 
  9. Navigate to the Plugin Settings landing page.
    NavigateBack_01.gif
    Note: The Plugin Settings page defaults to the Types tab.
  10. Click the Lead object in the Types list. 
  11. Click the Fields tab on the Lead object landing page. 
  12. Click Add and Map the Stage <> Status fields as applicable.
    Note: Confirm the Stage<>Status mapping does not exist prior to adding an additional mapping to avoid syncing errors. 
  13. Select Advanced from the Advanced Options dropdown menu (hidden arrow).
    MapStatgetoStatus_01.gif
  14. Configure the Advanced Field Mapping options as applicable.
    Note: Refer to the following table for descriptions of the Advanced Field Mapping options.
    Option Description
    Skip empty values when sending data to Salesforce. Prevents overwriting data in a CRM with blank values. 
    Skip empty values when loading data from Salesforce. Prevents overwriting data in Outreach with blank values.
    External Empty Placeholder: Replaces blank values with user-defined text values. 
    Internal Empty Placeholder: Replaces blank values with user-defined text values.
    Lookup Field A read-only field that displays values at runtime based on search criteria. 
    External Mapped Field

    A field mapped to an external source. 

    Note: Only available when Lookup field option is enabled.
    Look for name instead of record ID Outreach will look up the record name, if available, rather than the unique ID. 
    Display Name instead of Record ID Outreach will display the record name, if available, rather than the unique ID. 
  15. Click to enable the Mapped field option under the Lookup field section. 
  16. Select LeadStatus from the External Mapped Type: dropdown menu.
    SelectMappedField_01.gif
  17. Click Done and click Save. 
    ConfiguredMapping_01.png
    The Lead Status field is mapped to the corresponding Lead Stage. 

Map the Contact Status Object in Outreach 

Unlike lead status, the only action needed on the contact object is mapping the correct fields. It is best practice to have your Lead and Contact Status have the same values. Since Contact Status in most CRMs is a custom field, it does not come out of the box and does not come with a standard ID; therefore the plugin field mappings are set up a bit differently. 

  1. Access the Outreach Platform.
  2. Access the CRM Plugin. 
  3. Click the Contact object in the Type list. 
  4. Click the Fields tab on the Contact object landing page.
    AccessContactObject_01.gif
  5. Click Add and Map the Stage Name <> Contact Status objects as applicable. 
  6. Click Save.
    StageNametoContactStatusMap_01.png
    As updates are made to the lead and contact status, the changes will be reflected both in the Outreach platform and on the lead/contact profiles in your CRM.

Enhanced CRM Sync Beta

  1. Access the Outreach Platform. 
  2. Access the CRM Sync. 
  3. Click the Lead Status object in the list.
  4. Click the Mappings tab on the Lead Status landing page. 
  5. Click Add.
  6. Select the applicable CRM status from the LeadStatus: dropdown menu on the New Lead Status Mapping window.  
  7. Select the applicable Outreach stage from the Outreach Stage: dropdown menu.
  8. Click Save.
    Note: Outreach produces an error when mapping a stage already present in the platform.

  9. Repeat steps 4-8 until the applicable CRM statuses have been added. 

  10. Navigate to the CRM Sync landing page.
  11. Click the Lead object in the list. 
  12. Scroll down to the Set field mapping section on the Lead object landing page. 
  13. Click Add mapping and Map the Stage <> Status fields as applicable
    Note: Confirm the Stage<>Status mapping does not exist prior to adding an additional mapping to avoid syncing errors.
  14. Navigate to the CRM Sync landing page.
  15. Configure the Advanced Field Mapping settings as applicable.

    Option

    Description

    Skip empty values when sending data to Salesforce.

    Prevents overwriting data in a CRM with blank values. 

    Skip empty values when loading data from Salesforce.

    Prevents overwriting data in Outreach with blank values.

    External Empty Placeholder:

    Replaces blank values with user-defined text values. 

    Internal Empty Placeholder:

    Replaces blank values with user-defined text values.

    Lookup Field

    A read-only field that displays values at runtime based on search criteria. 

    External Mapped Field

    A field mapped to an external source. 


    Note: Only available when Lookup field option is enabled.

    Look for name instead of record ID

    Outreach will look up the record name, if available, rather than the unique ID. 

    Display Name instead of Record ID

    Outreach will display the record name, if available, rather than the unique ID. 
  16. Click to enable the Mapped field option under the Outreach field information section. 
  17. Select LeadStatus from the External Mapped Type: dropdown menu.
  18. Click Done > Save.

The Lead Status field is mapped to the corresponding Lead Stage.

Map the Contact Status Object in Outreach

Unlike lead status, the only action needed on the contact object is mapping the correct fields. It is best practice to have your Lead and Contact Status have the same values. 

Since Contact Status in most CRMs is a custom field, it does not come out of the box and does not come with a standard ID; therefore the plugin field mappings are set up a bit differently. 

  1. Access the Outreach Platform.
  2. Access the CRM Sync. 
  3. Click the Contact object in the list. 
  4. Scroll down to the Set field mapping section on the Contact object landing page.
  5. Click Add and Map the Stage Name <> Contact Status objects as applicable. 
  6. Click Save.

As updates are made to the lead and contact status, the changes will be reflected both in the Outreach platform and on the lead/contact profiles in your CRM.

 

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