Syncing Salesforce Opportunities in Outreach - Setup Steps for Advanced Task Mapping

Outreach Opportunities allows users to manage and track opportunities through the entire sales pipeline, enabling them to engage in more meaningful ways and measure revenue attribution down to the activity. With the Salesforce plugin, you have the option to bring Salesforce Opportunities into Outreach automatically.

Adjusting the Salesforce Plugin for Outreach Opportunities

To sync Opportunities into Outreach, the Salesforce plugin needs to be set up correctly. You must be an Outreach Admin to make any adjustments to the plugin.

1. Click on the initials in the bottom left hand corner of Outreach, and click "plugins" under the settings panel.
   
2. Click into the Salesforce plugin. You’ll see three new plugin types: “Opportunity”, “Opportunity Stages” and “Opportunity Contact Role”.  We’ll go over each in detail below.

Opportunity

1. Click into the Opportunity type.
2. We recommend enabling the following toggles:
   • Polling
     • Periodically poll Salesforce for new and changed Opportunities   Looks up to Salesforce to see if there have been any changes in the Salesforce Opportunity that are not yet reflected in Outreach. This must be enabled for any “Inbound Create” or “Inbound Update” toggles to trigger.
   • Inbound Create
     • Inbound create new Opportunities - Looks up to Salesforce to see if there are any new Opportunities in Outreach that should be added to Salesforce. If so, Outreach will pull them into the platform.
     • Inbound create associated contacts - When enabled, every time an Opportunity is created in Outreach, the plugin will also create any contacts associated to the Opportunity.
     • Sync data down after manual create inside Outreach - When enabled, every time Opportunities are manually created in Outreach, the plugin will search for the associated Opportunity in Salesforce and pull in relevant data.
   • Inbound Update
     • Update existing Opportunities - When enabled, the plugin will look up to Salesforce to see if existing Opportunities have any updates that do not yet reflect in Outreach. If so, the plugin will update the Opportunities with the most up-to-date information.
3. We recommend keeping outbound create and update off. Opportunities have many validation rules that must be met to create new Opportunities or update existing Opportunities. Because there is no visibility into validation rules from within Outreach, the creation and updating of Opportunities should remain in Salesforce.
4. On the top of the page, click on “Fields”. These are the fields that Outreach is syncing from Salesforce.
5. Field settings come out of the box, but can be adjusted as needed.
   
6. You can add additional fields by clicking the “add” button on the top right hand side of the page. To remove an existing mapping, click on the dropdown arrow that appears to the right when hovering over the field that needs to be removed.
   
7. Make sure that the checkboxes on the right side of the page are enabled to “update in”.
8. Regardless of how you adjust these settings, we recommend adding Opportunity Type, External Created Date, and Prospecting Rep ID. This helps Outreach with Opportunity Attribution.
   

Opportunity Contact Roles

1. Click into the Opportunity Contact Roles type.
2. We recommend enabling the following toggles:
   • Polling
     • Periodically poll Salesforce for new and changed Opportunity contact roles - When enabled, the Outreach plugin will look up to Salesforce to see if there have been any changes in the Salesforce Opportunity contact roles that are not yet reflected in Outreach. This must be enabled for any "Inbound Create" or "Inbound Update" toggles to trigger.
   • Pushing
     • Automatically push changes to Salesforce - When enabled, the Outreach plugin will compare the contact role in Outreach to the contact role in Salesforce. If they don't match, and the contact role was updated more recently in Outreach, the plugin will update the contact role in Salesforce.
   • Inbound Create
     • Create new Opportunity Prospect Roles - When enabled, the plugin will look up to Salesforce to see if there are any new Opportunity contact roles in Salesforce that should be added in Outreach. If so, Outreach will pull them into the platform.
     • Sync data down after manual create inside Outreach - When enabled, every time Opportunity contact roles are manually created in Outreach, the plugin will search for the associated Opportunity in Salesforce and pull in relevant data.
   • Inbound Update
     • Update existing Opportunities - When enabled, the plugin will look up to Salesforce to see if existing Opportunity contact roles in Salesforce have updates that are not yet reflected in Outreach. If so, the plugin will update the Outreach prospect with the updated Opportunity contact role.
   • Outbound Create
     • Create new Opportunity Contact Roles - When enabled, Outreach will create the new Contact Role type in Salesforce, if it doesn't exist already.
   • Outbound Update
     • Update Existing Opportunity Contact Roles - Outreach will associate the Contact and the assigned Contact Role to the Opportunity in Salesforce if not already present.
       
3. On the top of the page, click on “Fields”. These are the fields that Outreach is syncing from Salesforce.
4. Field settings come out of the box, but can be adjusted as needed. Regardless of how you adjust these settings, we recommend keeping Opportunity, Prospect, Role, and Primary.
5. Make sure that the checkboxes on the right side of the page are enabled to “update in”. We also recommend checking the “update out” checkbox for “Role” and “Primary”.
   

Once you've set up your Contact Roles in the Salesforce plugin, make sure you create a new Outreach picklist so your Outreach users can easily select the appropriate Contact Role from a dropdown menu. 

Opportunity Stage

Please reference support documentation on creating Opportunity Stages in Outreach before moving forward with the steps outlined below.

1. Click into the Opportunity Stage type in the Outreach plugin.
2. On the top of the page, click on “Fields”. These are the fields that Outreach is syncing from Salesforce.
   
3. Field settings come out of the box, but can be adjusted as needed. Regardless of how you adjust these settings, we recommend adding Name, Order, Is Active, Is Closed, and Is Won for opportunity association and revenue attribution.
4. Make sure that the checkboxes on the right side of the page are enabled to “update in”.
   
5. Click on the “Mappings” section on the top of the page. Map your existing Outreach Opportunity Stages to the associated Salesforce Opportunity Stages.
   

Calendar Event

If you'd like to sync meetings held to an Opportunity, you'll need to add an additional field to the Calendar Event plugin type.

1. Click into the Event type in the Outreach plugin.
2. On the top of the page, click on “Fields”. These are the fields that Outreach is syncing to and from Salesforce.
3. Click on the "Add" button on the top right hand corner of the page.
   
4. Scroll to the bottom of the added fields and map "Opportunity" to "Related to ID"
5. Make sure that the checkboxes on the right side of the page are enabled to “update in” and "update out".
   
6. Hover to the right of the newly mapped field until you see a dropdown arrow. Click on the dropdown arrow and select "Advanced".
   
7. In the pop out window that appears, check the box that asks if this is a mapped field. Below the checkbox, click on the dropdown labeled "External Mapped Type" and select "Opportunity".
   
8. Save your changes.

Add New Field to Advanced Task Mapping Task Types

When using Outreach's Advanced Task Mapping feature, there is an additional step that needs to be completed on each of the task types (Task <> Call, Task <> Mailing, and Task <> Task).

1. In the Salesforce plugin, click into one of the three task types (call, mailing, or task). In this example, we'll be using the call task type, but these steps will need to be repeated for all three task types.
2. On the top of the page, click on the "fields" tab.
3. On the top right corner, click on "Add" to create a new field mapping.
   
4. Map the Outreach Opportunity to "Related to ID" and check the "updates in" and "updates out" checkboxes.
   
5. Make sure that the checkboxes on the right side of the page are enabled to “update in” and "update out".
   
6. Hover to the right of the newly mapped field until you see a dropdown arrow. Click on the dropdown arrow and select "Advanced".
7. In the pop out window that appears, check the box that asks if this is a mapped field. Below the checkbox, click on the dropdown labeled "External Mapped Type" and select "Opportunity".
   
8. Save your changes.
9. Repeat steps 1-4 for the remaining task types.

Disable Fallback Sync Option on Plugin Types

Now that you have Opportunities set up with your Salesforce plugin, you'll need to disable Outreach's fallback sync option. This will ensure duplicate tasks are not synced into Salesforce. For this example, we'll be showing you how to disable the toggle on the contact, but these steps should be repeated on the event and all task types.

1. In the Salesforce plugin, make sure you've selected "Types" on the top of the page.
2. The fallback sync option can be found on the contact, event, and all task types (mailing, call, and generic task). 
3. Click into the contact object. On the landing page find the section labeled "Messages & Events".
   
4. Disable the toggle that is labeled "Fallback to associate activity with most recent Opportunity in Salesforce".
   
5. Repeat steps 1-4 on the event and all task types.