Activity Sync uses sync actions to capture and log inbound/outbound activity (meetings, emails) as tasks, synced in your CRM & Intelligence360. Like other actions, you can configure these sync actions to best fit your needs.

Walk through the entire configuration or click one of the sections below to skip to that configuration section. (If you're already comfortable configuring actions, be sure to check out the Sync Action Audience section, that's where the difference is.)

• Create New or Edit Existing Sync Action

• Sync Action Definition

• Sync Action Trigger

• Sync Action Prompt

• Sync Action Audience

Create New or Edit Existing Sync Action

1. Go to Settings > Actions > Create New OR select an existing sync action to edit

    

   

    

2. Open Sync Action configuration

   1. If you're creating a new sync action, search for the sync action template you want to use and continue through the wizard until you reach the configuration window

   2. If you're editing an existing sync action, select the action from the list to populate the configuration window

    

Sync Action Definition

In the top of the configuration window, you can:

• Enabled/disable the action to be active or inactive in your instance (the gray dot indications the action is disabled, toggling to the teal dot will enable the action)

• Edit the definition of the sync action

• Add/remove tags

Sync Action Trigger

Setting a trigger will dictate what condition(s) must be satisfied in order to trigger this sync action to happen. Click here to learn more about configuring action triggers.

Sync Action Prompt

1. Build a good description of what the action is doing

    

   

    

2. Select your CRM > Create > Select appropriate content (Eg. Task)

    

   

    

3. Ensure that both "Let Intelligence360 automatically complete this action" and "Always: Let Intelligence360 complete this action with no opt-in required" are both enabled.

    

   

    

4. The fields included in the sync action prompt will be on the task synced to the CRM. Below is a list of the fields included in these sync actions by default, but you can customize by adding/removing them.

   1. subject

   2. due date

   3. type

   4. status

   5. What Id

   6. description

       

      

Pro tip: Check out this article to learn more about mapping a sync source field to track where these activities are coming from. For example, adding a sync source field and populating with Intelligence360 would let you know that these tasks were synced from Intelligence360.

Sync Action Audience

Sync Inbound Email/Meeting as Task

Allow assignment to users who have hidden the related content

You can enable "Allow assignment to users who have hidden the related content" so that if the email was deleted, Intelligence360 will still sync it.

Activity Owner

Selecting the activity owner will determine, of the people on the task (on the email, attending the meetings, etc.), who was the task assigned to? The task will be logged for the activity owner.

• One recipient/attendee: the task will be synced one time, for the selected recipient/attendee. Being able to select only one recipient/attendee prevents the task from being logged multiple times.

  • Recipient/attendee selection:

    • Default by seniority in hierarchy

      • Select Hierarchy: select the hierarchy you want to consider (only your applicable hierarchies will be populated)

      • Most Senior/Least Senior: you can select whether you want the recipient/attendee to be the most senior person in the hierarchy, or, more likely, the least senior person (like the rep)

    • Fallback to: the fallback option ensures that, if the above selection does not find an active CRM user, the task will still be logged according to the selected fallback Intelligence360 user type. (If you select no one and there is no active CRM user, the task will not be logged.)

      • No one

      • Contact owner

      • Account owner

      • Primary integration user

• Each recipient/attendee: the email/meeting will be synced for each internal recipient/attendee

The configuration below is for the Sync Action Inbound Email

Activity Creator

The activity creator specifies who created the task and currently defaults to the primary integration user.

Sync Outbound Email/Meeting as Task

The outbound sync configuration also offers a fallback, but the activity owner selection offers sender and a fallback to the primary integration user.

Examples

Sync Inbound Email to Contact as Task

This sync action will automatically sync inbound emails to contact records in your CRM as tasks. Let's set our configuration to sync the email as a contact task for an individual rep.

See below that we have selected one recipient, defaulted to the least senior user in our Salesforce User Hierarchy. If for any reason that does not match an active user, we set the fallback to the Contact owner so that inbound email will first try to sync to the specified individual recipient, and if not, will be logged on behalf of the contact owner.

Sync Inbound Meeting to Account as Task

This sync action will automatically sync inbound meetings to account records in your CRM as tasks. Let's set our configuration to sync the meeting as an account task for all internal attendees.

See below that we have selected all internal attendees. That's it! All of your team members in attendance will have this meeting logged to the account as a task.

Click SAVE!

If you run into any issues, please contact support.