KB.I.1.2.0 CRM Integration: Auto-Synchs
This article includes:
Introduction
Managing Auto-Synchs
Auto-Synch Descriptions
Accessing Auto-Synchs
Auto Synchs are scheduled imports into your Eloqua system. Eloqua synchronizes data with your CRM system so that Eloqua maintains the most up-to-date information. There are situations where new Lead or Contact records are created in your CRM system. This data needs to flow back into Eloqua so that these records can be marketed to in the future.
Auto Synchs are scheduled imports into your Eloqua system. Eloqua synchronizes data with your CRM system so that Eloqua maintains the most up-to-date information. There are situations where new Lead or Contact records are created in your CRM system. This data needs to flow back into Eloqua so that these records can be marketed to in the future.
Eloqua maintains the relationship between CRM records and its own records through an ID. For example, a given CRM system can have a Lead Entity and a Contact Entity. How does Eloqua know how to synchronize with the appropriate record? Every Contact record in Eloqua has reference to ID fields that hold the corresponding CRM ID value of the Entity. For example, Bob's record could look as follows:
First Name: Bob
Last Name: Smith
Email Address: bob@acme.com
Company: Acme Inc.
CRM Lead ID: Abcd12345
CRM Contact ID: 54321dcbA
As a result, when a new record is created, the ID of gets pulled into to Eloqua as well so we maintain the relationship going forward. Every Auto Synch has a schedule, a defined set of fields, and a series of actions that Eloqua will perform when importing data from your CRM system. The following is a list of the most common Auto Synchs and a description of what each Auto Synch is used for:
| Auto-Synch Name | Description |
|---|---|
| Get Deleted Accounts | When an Account is deleted in the CRM system, the Account ID reference will be cleared out in the Eloqua Companies Table. Eloqua does not actually delete the record because this would delete all the History for this record. Instead, Eloqua® removes the reference to the entity in the CRM system. |
| Get Accounts | This Auto Synch is used to import all new Accounts created in your CRM into Eloqua. The Accounts from your CRM are added to Eloqua's Companies table. |
| Get Deleted Leads | When a Lead is deleted in the CRM system, the CRM Lead ID reference will be cleared from the corresponding Contact record in Eloqua. Since Eloqua uses a Contact record to aggregate data that corresponds to both Lead and Contact entities in the CRM, the actual record in Eloqua is not deleted when the corresponding Lead record is deleted in the CRM. |
| Get Deleted Contacts | When a Contact is deleted in the CRM system, the CRM Contact ID reference will be cleared from the corresponding Contact record in Eloqua. Since Eloqua uses a Contact record to aggregate data that corresponds to both Lead and Contact entities in the CRM, the actual record in Eloqua® is not deleted when the corresponding Contact record is deleted in the CRM. |
| Get Converted Leads | When a Lead is converted to a Contact in your CRM system, Eloqua will remove the reference of the Lead from the corresponding Contact record in Eloqua by clearing out the CRM Lead ID field. |
| Get Leads | This Auto Synch is used when a new Lead is created in the CRM system. Eloqua will verify if the email address of the Lead already exists in Eloqua. If it does, the CRM Lead ID reference will be applied to the corresponding Contact record in Eloqua. Otherwise, a new Contact record is created with the same CRM Lead ID reference. |
| Get Contacts | This Auto Synch is used when a new Contact is created in the CRM system. Eloqua will verify if the email address of the Contact already exists in Eloqua. If it does, the CRM Contact ID reference will be applied to the corresponding Contact record in Eloqua. Otherwise, a new Contact record is created with the same CRM Contact ID reference. |
- Navigate to Setup > Integration.
- Click the Inbound tab.
- From the Management menu located below the tabs, select Auto Synchs.
The Auto Synchs available to you will be listed with their name, Status, Purpose, Last Execution Date/Time, Next Execution Date/Time and the frequency of execution (the Scheduled).
Each Auto-Synch will have the following options available by clicking on the Auto-Synch in the table:
- Auto Synch Details - Allows you to see the fields that are being imported into Eloqua from your CRM system every 2 hours. This is the option you would choose to modify the fields being synched. Changes made here will be reflected in the one-click wizard.
- Transfer Values - Map the source for the default value for the data transfer for the selected field.
- Field Mapping - Set the field mappings between the Source Fields in the CRM and the Target Fields in Eloqua.
- Upload Actions - Select any Groups or Program Step that the data entity is added to, and any Integration Rule Collection used to control how the data integration occurs between the CRM and Eloqua.
- Upload Schedule - Set the schedule for when the Auto-Synch is executed. You can set it to execute at 10PM EST every night or several times per week, or as often as you want (within limits) on a customized schedule you set up.
To edit Auto-Synch Details:
- Navigate to Setup > Integration.
- Click the Inbound tab.
- Click your selected Auto Synch in the table.
- The Auto Synch is broken down into sections. To edit a particular section, click on the Edit button on the right side and make the necessary changes. The two sections you may want to modify will be Field Mapping and Upload Schedule.
- Click Save and Close to confirm the changes on a particular sections.
- Click Close to exit the Auto-Synch Details dialog box.