How To Force-Sync Activities to a CRM Retroactively

Objective

The purpose of this article is to provide direction to Outreach Admins on how to retroactively push activity in Outreach in bulk to a CRM. 

Applies To

• Outreach Admins

Notes

• This article references syncing to Salesforce. The process is the same with Microsoft Dynamics. 
• Completing this process requires Admin permissions. 
• Completing this process requires admins to identify the type of task mapping the org uses for the activity in question. For more information on how to identify an advanced task mapping configuration and the differences between standard task mapping and advanced task mapping, refer to the Advanced Task Mapping FAQs article.
• If the task has already been created in your CRM by Outreach, by pushing activity retroactively, it will only update existing records with any updates that haven't synced yet but it will not create duplicates.  

Force-Sync Activities to the CRM (Advanced Task Mapping) by activity type

Email Outbox

1. Outreach Home Page>Activity>Email Outbox
2. Clear the default filter of Sender is you
3. Filter for Delivered emails
4. Filter your desired Delivered At time frame
   • Filter: Delivered At - Between
   • Filter: Sender Is (If you are looking to push activity for only specific users)
5. Select all mailings 
6. Click the 3 dots on the top left
7. Select Synchronize with CRM
8. Select Push Up to CRM from the Action dropdown menu 
9. Click to enable Force sync of all fields for selected tasks
10. Click Sync

Determine if the activity syncs.
Note: Synced activities appear in the blue cloud icon (This is the hyperlink to the Task record in your CRM)

Calls

1. Outreach Home Page>Activity>Calls
2. Clear the default filter of User is You
3. Use an Advanced Search with the following Text: -prospect_id:"" AND salesforce_id:"" AND -call_disposition_id:""
   
   • This is intended to match the corresponding conditions that are recommended in the CRM configuration for Task - Calls. Resource: Salesforce Advanced Task Mapping Settings for Call Tasks
      
4. Filter your desired Delivered At time frame
   • Filter: Delivered At - Between
   • Filter: Sender Is (If you are looking to push activity for only specific users)
5. Select all mailings 
6. Click the 3 dots on the top left
7. Select Synchronize with CRM
8. Select Push Up to CRM from the Action dropdown menu 
9. Click to enable Force sync of all fields for selected tasks
10. Click Sync

Determine if the activity syncs.
Note: Synced activities appear in the blue cloud icon (This is the hyperlink to the Task record in your CRM)

Meetings

1. Outreach Home Page>Activity>Meetings>Agenda
2. Add a filter of Prospect meetings only
3. Clear the default filter of Assigned Person is you
   • Apply the Assigned Person or Assigned Team filters as needed 
4. Filter your desired Start time frame
   • Outreach pushes meeting records to the CRM at the time that the meeting is booked, not when the meeting is scheduled to be held. When pushing meeting data to the CRM retroactively, you may want to filter for meetings that are scheduled out in the future and not just the past
5. Select all Meetings 
6. Click Synchronize with CRM
7. Select Push Up to CRM from the Action dropdown menu 
8. Click to enable Force sync of all fields for selected tasks
   • DO NOT CLICK IGNORE INTEGRATION FILTERS AND CONDITIONS
9. Click Sync

The reason we recommend to not ignore integration filters and conditions is because there are conditions that are generally configured as a best practice to avoid syncing duplicate meeting records to the CRM. Conditions:

When there are multiple Outreach Users with a Calendar connection established invited to the same prospect event, technically the meeting is captured for each individual user. With the Is Organizer Conditions in place, it only syncs one meeting record for the Outreach User that is the host of the meeting as opposed to one per user. 

Resource: Sync Outreach Meeting Bookings to the CRM

Determine if the activity syncs.
Note: Synced activities appear in the blue cloud icon (This is the hyperlink to the Event record in your CRM)

Tasks (LinkedIn & Action Item)

1. Outreach Home Page>Activity>Tasks
2. Clear the default filter of Owner is you
3. Change the State is Incomplete default filter to is Complete 
4. Filter for Category:
   • Action item
   • LinkedIn
5. Filter your desired Completed date time frame
6. Apply an Advanced Search filter for: salesforce_id:""
   
7. Select all Tasks 
8. Click the 3 dots on the top left
9. Select Synchronize with CRM
10. Select Push Up to CRM from the Action dropdown menu 
11. Click to enable Force sync of all fields for selected tasks 
12. Click Sync

The Tasks tab includes all activity types that you can see but the only activity types that sync via Task – Task should be LinkedIn & Action items. By filtering for those task types as categories, it will filter for the correct type of activity to match your CRM configuration:

Determine if the activity syncs.
Note: Synced activities appear in the blue cloud icon (This is the hyperlink to the Task record in your CRM)

1. If the activity...	Then...
   Syncs	No further action is required.
   Does not sync	Complete the Troubleshooting Activities Not Syncing to the CRM process.  No further action is required.

Force-Sync Activities to a CRM (Standard Task Mapping)

1. Access the Outreach Platform.
2. Click the Prospects icon (double silhouette) in the navigation sidebar
3. Click the applicable Prospect record
4. On the Prospect Profile, click Activity in the menu bar
5. Locate the failed activity and click the More Options (...) icon to the far right
6. Select Plugin Push Event from the dropdown menu
7. Click Yes
8. Access Salesforce and determine if the activity synced:

   If the activity...	Then...
   Syncs	No further action is required.
   Does not sync	Complete the Troubleshooting Activities Not Syncing to the CRM process.  No further action is required.

Additional Information

Troubleshooting Activities Not Syncing to the CRM