Sync Workbooks Opportunities to Outreach
Last updated : 17/12/2020Sync Workbooks Opportunities to Outreach Opportunities
Workbooks Opportunity records are automatically synchronised to Outreach Opportunities via the Scheduled Process called Outreach Send/Receive. This automated process is created via the Plugin installation. Both newly created, and recently updated Opportunities are synchronised to Outreach.
The process is scheduled to run every 1 minute and will pick up Opportunity 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 Opportunity 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 Id | Equal To (=) | BLANK |
| 4 | Updated At | Greater Than or Equal To (>=) | Last Run Time |
If a new Opportunity 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 does not search for an existing Opportunity record in Outreach, it simply creates the Opportunity without checking.
- If an Opportunity 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 Opportunity 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, a new Opportunity 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 Opportunity 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.
Syncing Opportunity Contacts to Outreach
In Workbooks, People can be related to an Opportunity from the People tab. These records are synced to Outreach in three scenarios:
- When an Opportunity syncs to Outreach via a create or update in Workbooks, the related are also synced to ensure that they are related to the correct Opportunity in Outreach.
- When a new Person is added to the People tab of an Opportunity where the conditions are met on this page.
- When an existing Person’s relationship is updated on the People tab of an Opportunity that also meets the conditions listed as per the above scenario.
In Outreach, you’ll find the relationship from Prospects > Opportunities as shown:
If the same Workbooks Person is related to an Opportunity more than once, but with different relationships, you’ll see the relationships side by side in the Outreach UI, rather than a grid view like Workbooks.