Restricting Leads from Syncing to SFDC With Sync Filters

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    Overview

    Many times it is necessary to prevent certain leads from syncing between Marketo and SFDC. There are a few different ways this can be done such as sharing rules on the SFDC side, but the most effective way is through a Marketo Custom Sync Filter.

     

    A Custom Sync Filter uses a custom field to mark each lead record to indicate whether that lead is allowed to sync between Marketo and SFDC. Here’s how to get it set up!

     

     

    Sync Filters for Existing SFDC Integrations

     

    If you already have an SFDC integration in place but want to stop some already-synced leads from continuing to sync, this section will show you how to make that change.

     

    1. Create a new custom field in Salesforce. The Marketo bi-directional sync will automatically identify the new custom field and map it between Marketo and Salesforce. The best field type to use is a Checkbox field within Salesforce and the field will need to be created on the Salesforce Object that needs to be filtered (i.e. Lead, Contact, or both). Once the field has been created in Marketo by the bi-directional sync, it will be listed under Admin > Field Management.

     

    Custom Field.PNG

    Note: A Custom Sync Filter field can also be created on the Account object to dictate whether an account is allowed to sync. This sync filter will be applied independently from the Lead/Contact sync filter.

     

    2. Update the records in Salesforce with the corresponding value you need to indicate whether the record should sync or not. Sync filters can be set up in two ways—a True/Checked value can indicate that a record is allowed to sync, or a True/Checked value could indicate that a record is not allowed to sync. This choice is up to you.

     

    3. The Custom Sync Filter can now be implemented. Contact Marketo Support and request a Custom Sync Filter be activated. Be sure you include the custom field name, which configuration you need (checked=sync vs checked=don’t sync) and also that all records have been populated with the correct values. Once it has been applied, you’re all done!

     

     

    Sync Filters for New SFDC Integrations

     

    If you are setting up a new SFDC integration with Marketo, you can set up the sync filter as part of the integration process. This will let you designate which leads and contacts are ever allowed to sync, but this must be done in the middle of the initial SFDC sync process.

     

    1. Create a new custom field in SFDC. The best field type to use is a Checkbox field, and you’ll need to set it up with the same name on both the Lead and Contact objects.

    Note: A Custom Sync Filter field can also be created on the Account before the initial sync and it will be applied in the same way.

     

    2. Update the records in Salesforce with the corresponding value you need to indicate whether the record should sync or not. Sync filters can be set up in two ways—a True/Checked value can indicate that a record is allowed to sync, or a True/Checked value could indicate that a record is not allowed to sync. This choice is up to you.

     

    3. Begin your Salesforce Sync Setup but do not finish it.

    • There are two sets of Salesforce Sync installations, one for Enterprise/Unlimited Edition, and the other for Professional Edition.
    • For both Enterprise/Unlimited and Professional Edition versions, there are three documents that correspond to the three different steps: “Step 1 of 3”, “Step 2 of 3” and “Step 3 of 3”.
    • For both versions, proceed through all steps of “Step 1 of 3” and “Step 2 of 3” completely.
    • When you get to “Step 3 of 3”, you will only do the first half of the steps and then stop. Complete the sections “Retrieve Sync User Security Token” and “Set Sync User Credentials”, and then stop there. Do not proceed to start the sync.

    Stop in sync setup.PNG

     

    4. This is when the sync filter needs to be implemented. Contact Marketo Support and request a Custom Sync Filter be activated. Be sure you include the custom field name, which configuration you need (checked=sync vs checked=don’t sync) and also note that all records have been populated with the correct values. Once it has been applied and the Marketo Support case is resolved, you’re done and can start your initial SDFC sync!