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How To Map the Lead and Contact Status to Outreach Stages

Chris
Updated

Objective

Learn how to map 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.

Procedure

Before following this procedure, ensure that Admins have added the applicable Prospect Stages in Outreach.

  1. Access the Outreach Platform. 
  2. Access the CRM sync settings. 
  3. Click the Lead Status object in the list.
  4. On the Lead Status landing page, click the Mappings tab. 
  5. Click Add.
  6. On the New Lead Status Mapping window, open the LeadStatus: dropdown menu a select the applicable CRM status.
  7. Open the Outreach Stage: dropdown menu and select the applicable Outreach stage.
  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.
  14. 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.
  15. Navigate to the CRM sync landing page.
  16. 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. 
  17. Under the Outreach field information section, click to enable the Mapped field option.
  18. From the External Mapped Type: dropdown menu, select LeadStatus.
  19. Click Done > Save.

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

Map the Contact Status Object in Outreach

Users need to ensure the Outreach Prospect Stage contains all valid Lead and Contact status values when making use of that field for both CRM object types. 

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, so the plugin field mappings are set up a bit differently. 

  1. Access the Outreach Platform.
  2. Access the CRM sync settings. 
  3. Click the Contact object in the list. 
  4. On the Contact object landing page, scroll down to the Set field mapping section.
  5. Click Add.
  6. Map the Stage Name <> Contact Status objects as applicable. 
  7. 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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