Objective
Import a Salesforce-generated report into Outreach to bring in Prospect (Leads, Contacts) or Opportunity records. (The Bulk create option is located in the Actions dropdown at the top right of your Outreach application.)
Looking for other ways to bulk create? You can also import Prospects and Accounts via .csv files, as well as add Leads, Contacts, and Accounts from the Salesforce List View using Outreach Everywhere.
Applies To
- Outreach Users
Before You Begin
Requirements
- Salesforce limits imports to 2000 records per import. To import a larger number of records, Outreach recommends exporting the Salesforce report to a .CSV file and importing the .CSV file to Outreach.
- Include any filters for Inbound Create or Inbound Update conditions set up in the Plugin object, since the Salesforce report will not take these into account when importing records. For example: If your Leads Inbound Create has a condition to not include Leads named "John" but a John is in your Salesforce report, a Prospect record for John will be created unless the records are filtered.
- Some Outreach views and options require admin-level governance permissions. If the options outlined in this article are unavailable, contact your Org’s Outreach Admin.
- Outreach is designed to allow one Prospect record per unique email address. Outreach uses email addresses as the primary method of identifying duplicate Prospects.
- Salesforce Reports importing from more than one Salesforce object (Leads, Contacts, etc) will need a column designating either the Salesforce Record ID, or the Object that the record comes from, which will be mapped in the field mapping step.
First Steps: Generate Your Salesforce Report(s)
Note: For detailed guidance on building Salesforce reports, see the Salesforce help articles for Lightning or Classic.
- Generate a Salesforce report for Leads or Contacts & Accounts.
- Run the report for either All Leads or All Accounts (rather than just My Leads or My Contacts).
- Add filters to include the appropriate records.
- Ensure your report is saved under either Public Records (Lighting) or Unfiled Public Records (Classic).
Procedure
- Access the Outreach Platform.
- Click the Actions button in the top right corner of the platform.
- Click Bulk Create from the dropdown menu.
- Click either the Prospect or Opportunity tile as applicable.
- From the Select report dropdown menu, select the applicable report.
- From the Frequency dropdown menu, select the applicable frequency.
Note: The import frequency cannot be changed once the report is imported to Outreach. To change the frequency, users must reconfigure a new report import. - Click Next.
- Confirm the field mappings and configure as applicable.
Note: To assign the import to a specific account, click to select the Assign Account option. - Click Next.
- Update the fields as outlined in the table below:
Field Description Owner: Assigns an owner to the imported records. What to do with duplicates?: Directs the platform on how to treat duplicate records:
- Skip - Does not update information on records that already exist in Outreach.
- Overwrite existing fields - Replaces existing information on the record with information contained in the file.
- Update missing fields - Updates record fields that are not present.
Stage: Adds the record to a sequence stage. Timezone: Applies the applicable Time Zone to the records. Source: Applies a source to the list of records.
Example: Webform.
Additional Tags: Adds additional tags to the imported records. Load additional data from Salesforce Pulls data from Salesforce. - Click Next.
- Click Start Import. Outreach will import the Salesforce file into the platform as configured.
Once import is complete, you can navigate to the applicable list view(s) in Outreach and review the imported records.
Viewing Your Recurring Report Imports
- In the Outreach platform, click the Administration (Gear) icon.
- In the left side panel, click to expand the System activity section.
- Under System activity, click Imports. The Imports list page will open.
Note: By default, it is filtered to show only your imports. Clear the filter Creator is you to see all the imports you have visibility permissions to.
All recurring reports will show under the Recurring Imports section.
From here, you:
- CAN toggle each report's recurring import off or on.
- CAN see status and additional details about the report.
- CAN retry the import as an ad hoc action.
- CAN archive the report.
- CANNOT adjust the import frequency. To import a given report at a different frequency, you must re-import it per the procedure above. Also ensure to turn off or archive the current report you will be re-importing.
Additional Information
Outreach University - Account Management
How To Bulk Create Prospects and Accounts in Outreach via .CSV File