Synce to SFDC Campaign via Flow Step

[Kathi_Gosche]

Is it possible to successivly sync leads to a SFDC campaign in a Flow step rather than at the campaign level?

I am using SFDC campaigns to allow our sales reps to accept/deny webinar registrations from within SFDC. However, our SFDC instance is set up to send a new lead notice to the sales rep each time a new lead is synced to SFDC. With a large mailing list, hundereds of new lead notices are being sent to the reps when syncing from the program level.

To avoid this, I am syncing to the SFDC campaign once the person registers for the webinar via a flow step. However the campaign status of the leads within Marketo do not seem to be updated to reflect the status chosen in SFDC. 

Has anyone else had this issue and how did you resolve?

[Anonymous]

Hey Kathi,

There is a Add to SFDC Campaign flow step that you can utilize for this. When this occurs, they will be synced to the campaign with the status you designate within the same flow step. In your case, I imagine it's something like "Pending" or "Needs Review" or something along those lines to let the Rep know that the Lead needs to be reviewed. 

The reason why the status in Marketo does not match those in SFDC is because you need to sync the Marketo Program with the SFDC Campaign first. When you do this, the statuses in SFDC will be populated with your statuses that you have set up in Marketo. The process I outlined in the first paragraph is more of a patch in my mind.

[Kathi_Gosche]

Hi Jeff, thanks for the response.

I am currently using the "Add to SFDC Campaign" in a flow step after the lead fills out a register form. However when the rep changes the status to "approved" in SFDC, it remains "pending approval" in Marketo. So your suggestion about having to synce at the campaign level makes sense. 

However I want to avoid inudating my reps with new lead notices. Since syncing at the campaign level syncs the lead upon sending of the invitation rather than their registering, which triggers tons of new lead notices, what can I do? Though I could turn off the new lead notice in SFDC, that is problematic for other active campaings.

[Anonymous]

Hi Kathi,

I am a little confused. I want to make sure I am on the same page with you: the Leads that you are inviting do not exist in SFDC, correct? It is only after you email them that they are synced to SFDC? 

You can send emails to Leads and not have them sync to SFDC. Do you have a Sync to SFDC flow step in the campaign for the email invitation? Or maybe you have another trigger campaign that syncs them SFDC based on a different, but related behavior? Another thought is that you can keep the Mkto Program and SFDC Campaign unsynced. That way you have control of adding them to the SFDC Campaign via the Registration flow steps. Keep everything in Marketo until they fill out the form and then when they do, add them to the SFDC campaign where the alert will be triggered.

I would recommend doing your alerts from Marketo opposed to SFDC. I'm not sure how you're company is structured, but if you are working Leads and then syncing when they become qualified, I think it makes much more sense for you to control the alerts via Mkto than SFDC.

[Kathi_Gosche]

Correct, a portion of the leads do not exist in SFDC. 

This is how I have the program set up

• Program is not synced to any SFDC campaign
• Invite goes out to members meeting defined criteria
• Trigger campaign listens for registration form fill. When heard lead is synced to SFDC campaign with status of "Pending Approval"
• Rep changes status to registered, rejected, or waitlisted within SFDC campaign
• Marketo trigger camapign sends the proper email response based off the status selected

Only problem with this is that Marketo isn't recognizing the program status change, so the response emails aren't going out. If I sync at the program level it prevents the mis-aligned program status, but triggers a bunch of email to my reps. Catch 22.

Since the reps in question and I are on different continets and they don't have Marketo acess, I need them to be able to self sufficiently manage registrations from within SFDC.

I can turn off the notices in SFDC, but the leaders within my company prefer I not. 

Thanks for talking this through. Looks like my rep is just going to have to deal with a little email clutter for a bit.

[Anonymous]

Hey Kathi,

I see. This is what I propose: send the invite through a different Campaign/Program. Then, have the registration form in another Program and sync that to SFDC at the Program level. That way, the only folks that are members of the Program are those who fill out the form and because they are synced, the change in status on the SFDC side will trigger Marketo and the correct alert email. You will still have the stats from your initial blast, you won't sync Leads that are not supposed to be synced, and can trigger everything that you would like. 

Thoughts?

[Kathi_Gosche]

That's an aswesome idea! I'll will give that a try. Thanks for all your help. I truely appreciate it.

[Anonymous]

Not a problem, let me know how it goes!