How to sync Campaigns and Campaign members from Salesforce into Outreach

Created by Jan Palous, Modified on Mon, 9 Feb at 11:01 PM by Alsabana Sahubarali

Objective

The purpose of this article is to provide Outreach Admins with guidance on syncing campaigns and campaign members from their CRM into Outreach.

By syncing campaign members into Outreach, organizations can set up triggers to automatically add associated prospects into specific sequences, ensuring timely and relevant engagement with leads generated through marketing efforts.

Applies To

This article applies to Outreach Admins using Custom Objects to sync campaign and campaign member data from their CRM into Outreach.

Before you begin

Verify that the Campaign and Campaign Member objects are available in your Salesforce org and contain the fields you want to sync.
Confirm that you have admin permissions in Outreach.
Ensure that CRM sync is already established between CRM Lead or Contact and Outreach Prospect

Procedure

1. Create the Campaign custom object

In Outreach, navigate to Administration > Records > Custom Objects.
Click Create object.
Enter the object name (e.g., Campaign) and configure object settings.
Save the object.
Open the 'Fields' tab and add the fields that match the Salesforce Campaign fields you want to sync (e.g., Campaign Name, Campaign ID, Status, Start Date).

2. Create the Campaign Member custom object

Still in Custom Objects, click Create object again.
Enter the object name (e.g., Campaign Member) and configure object settings.
Save the object.
Open the 'Fields' tab and add the fields that match the Salesforce Campaign Member fields you want to sync (e.g., Campaign ID, Prospect ID, Status).

3. Map the objects to Salesforce

Go to Administration > CRM Sync
Click 'Add mapping'
In the list of mapped objects:
- Map the Campaign custom object in Outreach to the Campaign object in Salesforce.
- Map the Campaign Member custom object in Outreach to the Campaign Member object in Salesforce.
Hit 'Save'.

4. Map Campaign fields

Click the Campaign object mapping you just established.
Click Add Mapping and select the corresponding field in Salesforce and in Outreach.
Repeat this process for each field you want to sync (e.g., Campaign Name, ID, Status, Dates).
Set the desired sync type: Create, Update or Delete, and direction: Inbound, Outbound, or Bi-directional.

5. Map Campaign member fields

Click the Campaign member object mapping you just established.
First, we'll map the Campaign lookup field:
Click Add Mapping and select the 'Campaign ID' field on the Salesforce side and the 'Campaign' lookup field on the Outreach side (or however you named your Campaign field).

Click the 3 dots menu on the field mapping to enter Advanced settings.
Enable the toggle on 'Mapped field'
Select 'Campaign' in the dropdown 'Salesforce object the field maps to'.
Second, we'll map the Prospect lookup field:
Click 'Add mapping' again
Select 'Related Record ID' on the Salesforce side - this field represents Lead or Contact. This means that Outreach will populate the Prospect lookup field regardless of whether the Campaign member is associated with Lead or Contact.
Select 'Prospect' on the Outreach side.

Click the 3 dots menu on the field mapping to enter Advanced settings.
Enable the toggle on 'Mapped field'
Keep the 'Salesforce object the field maps to' dropdown blank
Save field mapping

Set the desired sync type: Create, Update or Delete, and direction: Inbound, Outbound, or Bi-directional.

6. Validate the sync

Once your configuration is saved, click Test Sync.
In the test sync window, select the ID of a specific Campaign Member record to sync into Outreach.
If your mapping is set up correctly, syncing the Campaign Member will also pull in the associated Campaign and Prospect records.
To verify, go to Administration > Records > Custom Objects > Campaign Member and open the Records tab to confirm the record was successfully created in Outreach.

Additional Information

Once you have successfully synced Campaign Members into Outreach, you can leverage this data to power automated workflows. For example, create triggers that add associated prospects to specific sequences or tasks based on their campaign membership.
Additionally, the synced Campaign and Campaign Member data can be used for filtering records by custom object fields, enabling more targeted segmentation and reporting.