Sync Organisations to Outreach Accounts
Last updated : 17/12/2020Synchronisation Workbooks Organisations to Outreach Accounts
Workbooks Organisation records are automatically synchronised to Outreach Accounts via the Scheduled Process called Outreach Send/Receive. This automated process is created via the Plugin installation. Both newly created, and recently updated Organisation records are synchronised to Outreach.
The process is scheduled to run every 1 minute and will pick up Organisation records that have been created/updated since the last run, and other criteria (see below). The process may be delayed depending on several factors:
- The number of records that have been created/updated since the last run – if you have run a large Bulk Action/Import you may find it takes some time for the process to catch-up with changes that have been made
- Other processes that are running in Workbooks – unless you are licenced for Process Channels, only one Scheduled Process will run at a time, therefore the Outreach Send process may not run exactly every 1 minute
The above can cause delays in syncing records. If you feel that your Workbooks instance would benefit from the use of multiple Process Channels, please contact your account manager to discuss this feature further.
An Organisation record is synced to Outreach if the following conditions are met:
| # | Workbooks Field | Workbooks Condition | Workbooks Value |
|---|---|---|---|
| 1 | Sync to Outreach | Equal To (=) | TRUE |
| 2 | Outreach Sync Error | Equal To (=) | FALSE |
| 3 | Outreach Duplicate | Equal To (=) | FALSE |
| 4 | Outreach Id | Equal To (=) | BLANK |
| 5 | Updated At | Greater Than or Equal To (>=) | Last Run Time |
NOTE: The integration looks for records where the conditions 1, 2 and 3 are met. In addition to this, where Outreach Id (4) OR Updated At (5) are met.
If a new Organisation record is created, the standard fields as per this page and any custom mappings that have been configured will be synchronised to Outreach.
- The integration searches for an Account matching the Workbooks Organisation Name field. If an Account is matched on Name, the newly created Workbooks Organisation record is updated to set the “Outreach Duplicate” checkbox to TRUE. This record will be excluded from future syncs, until the duplicate is manually resolved.
- When an Organisation syncs to Outreach via a create or update in Workbooks, the related People (who have an Employed by relationship) to that Organisation are also updated to ensure that they are related to the correct Account in Outreach.
- If an Organisation fails to sync for any reason, the “Outreach Error” checkbox is set to TRUE. This record will be excluded from future syncs until the Outreach Error field is reset to FALSE. If you spot any errors, these can be raised with our support team who will be able to investigate the integration’s process logs to identify the cause of the issue.
- The Owner in Outreach will match the Assigned To Value in Workbooks if that user exists at the time of syncing an Organisation record. To enable this feature, the username in Outreach must exactly match the Workbooks user name, otherwise the owner will be left blank and filters such as “Owned by Me” will not show all records in the Outreach platform.
Upon a successful sync i.e. no match was found in Outreach, a new Account is created in Outreach and the Workbooks record is updated with the Outreach Id/Outreach URL. This can be used to view the record in Outreach directly if required.
When an Organisation is updated that is already synchronised with Outreach (the Outreach Id/URL is populated), then the corresponding record is updated in Outreach with any fields that have changed.