Outreach Advanced Task Mapping Settings for Email Tasks

Objective

The purpose of this article is to provide direction to Outreach Admins in mapping email tasks between Outreach and Salesforce.

When enabled, Advanced Task Mapping for Email Tasks creates a Mailing Task on the Lead or Contact record in the CRM. Based on the CRM plugin settings, when the Email Task is completed in Outreach, the corresponding Task is marked complete in the CRM. 

Applies To

• Outreach Admins

Notes: 

• Some Outreach views and options require admin-level governance permissions. If the options outlined in this article are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to the Governance Profile Settings Overview article. 
• 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

Classic Plugin

1. Access the Outreach Platform. 
2. Access the CRM Plugin Settings. 
3. Click the Salesforce instance and click Types in the menu bar. 
4. Click the Task <> Outreach Mailing object.
5. Click to enable the Automatically push changes to Salesforce. 
6. Click to enable the Create new Tasks option and configure the Outbound Create options as described in the table below depending on the organization's workflow:

   Configuration	Result
   Bounced At Is Empty Delivered At Is Not Empty Conditions set to All	Only emails marked as delivered will sync to Salesforce.
   Bounced At Is Not Empty Delivered At Is Not Empty Conditions set to Any	Pushes delivered and bounced emails to Salesforce.

   
   

With the applicable toggles enabled, you'll be able to map new fields on the task object in your CRM. The new mappings that are available include:

Note: There is no need to alter any advanced field mapping options for any of these fields. Outreach has added the necessary advanced field options for you -- making changes to Advanced Field Mappings can prevent data from syncing correctly or delete data being loaded into the CRM.

Finally, it is important to turn off the Outbound Message sent within each Outbound toggle on the Lead and Contact Sync Settings for messages within the messages and events settings. This will prevent the duplicate email tasks from being created.

Enhanced CRM Sync Beta

1. Access the Outreach Platform. 
2. Access the CRM Integration Settings. 
3. Click the Salesforce instance and click Types in the menu bar. 
4. Click the Salesforce Task <> Outreach Mailing object.
5. Click to enable the Automatically push changes to Salesforce. 
6. Click to enable the Create option on the Salesforce side and configure sync conditions under the Set sync conditions options as described in the table below depending on the organization's workflow:
   

   Configuration	Result
   Bounced At Is Empty Delivered At Is Not Empty Conditions set to All	Only emails marked as delivered will sync to Salesforce.
   Bounced At Is Not Empty Delivered At Is Not Empty Conditions set to Any	Pushes delivered and bounced emails to Salesforce.

7. With the applicable toggles enabled, you'll be able to map new fields on the task object in your CRM. The new mappings that are available include:
   

   Field Name	Sample Value	Description
   ID	78	Identifies the mailing ID used for the communication.
   Bounced At	2016-10-13T17:41:02+00:00	Identifies the date and time an email bounced.
   Click Count	0	Identifies the total number of clicks the email received.
   Clicked At	2016-10-14T17:19:14+00:00	Identifies the date and time the first click was captured for the communication.
   Delivered At	2016-10-06T18:03:08+00:00	Identifies the date and time the email was delivered.
   Follow Up Sequence ID	3	Identifies the Follow Up Sequence ID if applicable.  Note: Only applicable if a Follow Up Sequence is used.
   Follow Up Sequence Name	Test Sequence Name	Identifies the Follow up Sequence Name, if applicable. Note: Only applicable if a Follow Up Sequence is used.
   Follow Up Sequence Starting Date	2016-10-17T17:20:53+00:00	Identifies the date and time the first step of a Follow Up Sequence was initiated.  Note: Only applicable if a Follow Up Sequence is used.
   Follow Up Task Scheduled At	2016-10-06T21:57:55+00:00	Identifies when a follow up task is due, if applicable.  Note: Only applicable if a follow up task is used.
   Follow Up Task Type	no_reply	What type of follow up task is being used? (No reply or create a follow up task regardless.)
   Mailbox Source Email Address	cap.picard@federation.earth	Identifies the Outreach user's email address used to deliver the email.
   Marked As Spam At	2016-10-14T17:24:12+00:00	If your Internet Service Provider (ISP) detects the mailing as spam, Outreach pushes the time stamp that is provided by the ISP.
   MessageID	<580e33dbebecb_433d77444cc_54_74@staging-outreach0worker-insane-giant-9492.mail>	Identifies the Message ID associated with the email.
   Open Count	1	Identifies the total number of opens the email received.
   Opened At	2016-10-14T17:19:14+00:00	Identifies the date and time the email was first opened.
   Prospect	Capt. Picard	Identifies the Prospect's name.
   Replied At	2016-10-14T17:24:12+00:00	Identifies the date and time when the mail was replied to.
   Sequence Step Number	1	Identifies the step number of the Sequence.
   Scheduled At	2016-10-06T20:59:15+00:00	Identifies when the email was scheduled to be delivered.
   Template ID	3	Identifies the Template ID of a template sent with the email.  Note: Only applicable if using a template.
   Template Name	Test Template Name	Identifies the Template Name of a template sent with the email.  Note: Only applicable if using a template.
   Track Links	TRUE	Identifies if click-tracking is enabled for this communication.
   Track Opens	TRUE	Identifies if open-tracking is enabled for this communication.
   Unsubscribed At	2016-10-25T04:53:03.000+000	Identifies the date and time when the Prospect unsubscribed to this communication.
   User	Capt. Picard	Identifies the Outreach user that sent the email.
   Custom Template	[Outreach] [Email] [Out] {{subject}} can be synced to the Subject field of the Task in the CRM.	Users can access advanced settings and add custom values such as variables to sync to the CRM

Note: There is no need to alter any advanced field settings options for any of these fields. Outreach has added the necessary advanced field options for you -- making changes to Advanced Field Settings can prevent data from syncing correctly or delete data being loaded into the CRM.

Finally, it is important to turn off the Outbound Message sent within each Outbound toggle on the Lead and Contact Sync Settings for messages within the messages and events settings. This will prevent duplicate email tasks from being created.

Additional Resources

Outreach University - Salesforce Plugin for Admins

Outreach Advanced Task Mapping FAQs