Assign Outreach Action to an Opportunity

Objective

Learn how to assign activities to Outreach Opportunities as an Outreach User.

When taking action on a prospect, you have the option to assign the activity to an Outreach opportunity. You can assign activity to an Outreach opportunity when:

• adding prospects to a sequence
• sending an email
• creating a task
• logging a call
• booking a meeting

If there are automated actions taking place in the background (e.g., triggers set up by admins that are automatically adding prospects to a sequence), then admins can select a fallback behavior in the org settings.

Applies To

• Outreach Users
• Outreach Admins

Procedures

Assign Activities to Outreach Opportunities

Note: When associating an action with an opportunity, Outreach does not automatically link prospects to that opportunity, unless they are already assigned to it.

1. Take action on a prospect, such as adding them to a sequence, sending them an email from Outreach, logging a call, or booking a meeting.
2. On the activity, find the section labeled Opportunity.
3. Select from the options based on the type of activity you perform. (See more below.)
4. If assigning the activity to the Opportunity, you’ll see the activity appear in the Opportunity activity list.

Create a Fallback for Actions Taken Automatically in Outreach

Outreach Admins have the ability to set a default opportunity association option. This default value will be automatically selected when associating opportunities with actions. Especially for actions that do not require user involvement, such as triggers that add prospects to a sequence.

To change the default opportunity association value:

1. In the Outreach left hand nav, click Administration.
2. Click Records > Opportunities.
3. On the Opportunity settings page, under Basic info > How do you want to associate actions with Opportunities? open the dropdown and select from the following options:
   Note: The option you choose will be the default option that appears for users when taking manual actions in Outreach (eg. adding prospect to a sequence) and the behavior that applies for automated actions (e.g., triggers). 
   
   • Most recently created open - Associates that activity to the most recent open Opportunity. Outreach will look for the Salesforce creation date first and, if not present, will fallback to associate to the date the Opportunity was created in Outreach.
   • Most recently updated open - Associates the activity to the Opportunity that has most recently been updated.
   • Do not associate with an opportunity - The activity will not be associated with any opportunities.
4. Click Save to save your changes.

Manage CRM Syncing

Consider disabling this fallback option on each object

Each object features an option to Fallback to associate activity with most recent Opportunity in Salesforce. When enabled, this setting forces activities on a prospect to associate with the most recently created opportunity associated with this prospect.

In the event that a contact can be associated with multiple open opportunities in SFDC, be sure to:

1. Navigate to Advanced Settings for each of these objects:
   • Task
   • Contact
   • Event
2. Disable (uncheck) the setting Fallback to associate activity with most recent Opportunity in Salesforce.

This way, when a user is choosing a specific open opportunity to associate activity within Outreach, the task will appear on the opportunity that was selected (instead of the fallback setting overriding your selection and defaulting to the most recently created opportunity).

Map fields on Tasks and Events 

It is also very important to make sure that you have the Opportunity field mapped to the Related To ID SFDC field on Tasks and Events in the CRM integration so the task can link to the Opportunity in SFDC.

To map this field on Tasks and Events in Outreach:

1. Click Administration > Integrations > CRM.
2. In the Set object mapping list, click to open a Task or Event object.
3. In the Configuration tab (default), in the Set field mapping section, click Add mapping.
4. Scroll down to find the new mapping.
5. For Salesforce, select Related To ID from the dropdown.
6. For Outreach, select Opportunity from the dropdown.
7. To the right of the mapping, click More actions (...) > Advanced settings.
   
8. Under Outreach field information, toggle Mapped field on.
9. In the Salesforce sandbox object that fields maps to field, select Opportunity.
   
10. Click Done.
11. Toggle (check the box for) the left update field. Sync into (CRM title) appears to the right.
12. Click Save.

Opportunity Association Options

Options based on type of action performed (Bulk vs Single (Non-Bulk))

There are two types of actions: single actions performed on individual prospects and bulk actions that trigger multiple actions performed on each prospect separately.

Depending on the action type (bulk or single (non-bulk)), different options will be available to associate with an opportunity.

As mentioned, some actions can be performed as bulk or non-bulk, based on the scenario of how they are performed. This defines what options will be available to associate with an opportunity for a particular scenario:

Custom opportunity association for Bulk actions

For bulk actions like bulk send email and bulk add to a sequence, users can manually select and associate a specific opportunity for each action performed on selected prospects by selecting Custom opportunity association from the Opportunity dropdown.

A dialog will appear where users can manage and update the association (with fallback rules applied, if necessary). The dialog includes:

• A list of prospects on whom the action is performed (e.g., sending an email, adding to a sequence)
• The number of open opportunities associated with each prospect (sorted from highest to lowest)
• An opportunities picker to select and associate with each action for every prospect
• Each opportunity dropdown offers the same choices as for a single action (such as adding one prospect to a sequence). You can either select a specific opportunity to associate with or choose not to associate any opportunity.

Note: Currently the custom opportunity association works for bulk actions where less than 25 prospects were selected. If more than 25 prospects were selected for bulk action - the custom opportunity association option will be grayed out.

Additional Information

• How To Associate Email Activities with Opportunities
• (Outreach University) Configure and sync opportunities: Opportunities in Outreach