Updating Prospect or Accounts to match Validation Rules

Purpose: 

The purpose of this article is to provide direction to Outreach Users in updating Prospect or Accounts to match validation rules.

Intended Audience: 

• Outreach Users

Notes: 

• If prospects or accounts contain field values that do not match the picklist values, they will not sync to or from Salesforce.

Updating a Single Field on a List of Prospects or Accounts

If you have added a new picklist to a single Outreach field (for example, your custom field 1 on a prospect now has a picklist validation in place), you can sort the prospect or account by that field and bulk update.

1. In the search bar on the top of the page, search for prospects that do not contain the picklist value. This is marked by adding a dash in front of the search.
   • For example, if I’m looking for prospects whose custom field 1 does not have the value “Apples”, I’d add -custom6:”Apples” and -custom6:"" (custom 6 is not empty) to the search field. Learn how to search in Outreach here.
     
2. Select the prospects or accounts, click on the paper and pencil icon, and in the dropdown menu select “more”.
3. Find the field that you need to update and enter the correct field name. If it does not match one of your picklist values 1:1, you’ll receive a failure message.
   

Note: You can repeat this action for each picklist value or choose to update all values at once using the method outlined below.

Updating Multiple Fields on a List of Prospects or Accounts

If you’ve added more than one picklist validation rules to Outreach and want to update prospects that do not match the rules, the steps to update are different.

1. In the search bar on the top of the page, search for prospects that do not contain the picklist value. This is marked by adding a dash in front of the search.
   • For example, if I’m looking for prospects whose custom field 1 does not have the value “Apples”, I’d add -custom6:”Apples” to the search field. Learn how to search in Outreach here.
     
2. Select the prospects or accounts in the listview and click on the ellipses (...) button on the top of the page. Export the prospects and in the CSV.
   
3. Open the CSV and remove all fields except for the field being affected by the new picklist validation rules, first name, last name, and email address on the prospect or account name, domain, custom ID and/or Salesforce object ID on the account.
4. Reimport the prospects or accounts, selecting “overwrite existing fields” on the third step of the import process to update the appropriate fields to match the picklist validation rule.

Note: With the bulk update method for clean up, the field of selected records can be updated to one value (eg. update all to "oranges"). If you want to examine current value and update each record to separate values (eg. some to "oranges" and some to "apples", we suggest using the csv method.