15 Replies Latest reply on May 21, 2015 9:07 PM by Natali Talevski

    Salesforce Sync

    Denise Valles
      Any recommendations on how to stop salesforce from syncing every lead/contact?

      My company keeps customer records so we need to keep the information on the Salesforce side but  some of the contacts information is no longer current.

      We do have a dedicated salesforce account for Marketo but we would do not want to hide any leads/contacts from this user.

      I would appreciate any ideas or resources, thanks!


        • Re: Salesforce Sync
          Why not hide them, if you don't want to sync them?

          Support can sometimes stop the syncing on our end, but it depends a lot on how well those fields can be distinguished. Hiding from the sync user will always be the fastest way to do it.
          • Re: Salesforce Sync
            Denise Valles
            Thank you Erik, we recently added a manager who is using the account and needs access to all records.


            • Re: Salesforce Sync
              Hmm, I see. So it's not really a dedicated user. I think you've got two options then- check with Support and see if we can do anything, or see if you can get another user account for that manager.
              • Re: Salesforce Sync
                Denise Valles
                I would apreciate that, thanks!

                You're right, its no longer really dedicated to only Marketo. After a year, we did not really see the need so we added an employee. Of course, right now it would be helpful.

                But if that is the best recommendation, maybe I will propose to get the new employee an account.
                • Re: Salesforce Sync
                  Hi Denise, 

                  It is best practice that have a dedicated user for Marketo. Not only for permission setup, but also for audit purposes. It's helpful to see that it really was Marketo that edited a certain contact when you're trying to get to the bottom of an issue or bug. 

                  The best way to limit the contacts/leads that sync from SFDC to Pardot is to create a user that can only see specific the recors you want to sync, for example using record types. 

                  In order to limit the leads that sync from Marketo to SFDC, you'll want to implement business rules that look for certain data points on the Marketo lead and keep those from syncing. 

                  Hope this helps!
                  Jen 

                  • Re: Salesforce Sync
                    Josh Hill
                    I agree with Jennifer, you should always try to dedicate a user to just Marketo. Are you out of licenses?

                    My other question is Why do you not want to sync the records? You never really gave us a reason. Your answer would help us decide how to help.

                    Since you are talking about preventing a contact sync, this isn't really feasible w/o preventing the Marketo user from seeing certain records. You could add a flag that says "No Sync=TRUE" and then tell Marketo User to ignore those records. This works better for syncing new leads though.

                    Are you concerned about space in Marketo?
                    • Re: Salesforce Sync
                      Cathryn s
                      Hi,

                      We use a sharing rule in SFDC that only allows certain types of records to be shared with the Marketo Profile.  We used a unique license for our Marketo instance, so we were able to use the sharing rule in this manner.  Good luck!
                      • Re: Salesforce Sync
                        Denise Valles
                         Thanks for all of your recommendations and information! 

                        Yes, the problem is the space in Marketo. We have to upgrade our plan to accomodate for the contacts that are no longer with the company.

                        We do have keep the contacts on Salesforce because they have taken legal training that we have to keep record and often our reps need to reference the information.

                        We are adding the "No Sync=TRUE" so we can try to have Marketo ignore these contacts after we delete them. Is there a particular reason why you recommend it only for syncing new leads?







                        • Re: Salesforce Sync
                          Natali Talevski
                          Hello,

                          We are looking to do the same thing for the same reason - limited space in Marketo. I want to remove those leads that have never engaged with us but keep the records in SFDC.

                          Would the above work? The only query I have is if we wanted to market to these people int he future, would we still be able to sync them back to Marketo?

                          Thanks

                          Natali
                          • Re: Salesforce Sync
                            Commenting to subscribe and offer a possible solution. 

                            We want to accomplish something similar where there are certain records that we have to keep in SFDC that we do not want in Marketo. 

                            It would involve creating a field, "do not sync" or whatever you'd like to call it which would note whether or not the lead was supposed to be synced over from SFDC.

                            We'd then set up a  smart campaign looking for any leads created by SFDC with this particular field checked, and the flow step would be to delete it, only from Marketo.

                            Does that sound like a viable solution? Or am I missing/forgetting something?
                            • Re: Salesforce Sync
                              Natali Talevski
                              Hi Ian,

                              The first step of creating a do not sync field is correct - this field would be created in SFDC and those records that you don't want synced would be flagged as true.

                              However, if you just then delete the record in Marketo, it will add it back in from SFDC in the next sync. You need to create a sharing permission for your Marketo user that says Marketo can only see records with do not sync = false. This way, they stay in SFDC, but as Marketo can't see them, they will not be synced back into Marketo when you remove them.
                              • Re: Salesforce Sync
                                Hi Natali, 

                                Thanks for the response! What you're saying makes sense, so if I could ask for your help in clarifying a couple more things..

                                Would I create the sharing permission in SFDC or Marketo? 

                                And the user would the account we're using to sync marketo to SFDC, right? 
                                • Re: Salesforce Sync
                                  Natali Talevski
                                  The sharing permissions are created in SFDC against the Marketo account you have set up for the sync.

                                  Support sent me a video on how its done. Just go to University > Courses > Admin. The video is called Hide records from Marketo with the sync profile in SFDC. You can watch it on demand, but basically says to go to your Marketo user profile in SFDC, and for both leads and contacts, you set the permissions to be criteria based rather than role based. Then just put what your criteria would be - eg if Do Not Sync = True are records you want to hide, then your permission would say that Marketo can only see records where Do Not Sync = False.
                                  • Re: Salesforce Sync
                                    Erica Blundo
                                    Natali,

                                    This makes complete sense. I have a few questions - would we have to set org wide defaults to private before doing this? Also, would this override Marketo's user profile of being able to View All/Modify All for leads and contacts? Or would I have to change that?

                                    Also, in order to give everyone else in our organization access to all leads, would I have to create a different sharing rule for them?

                                    Thank you very much for your help!
                                      • Re: Salesforce Sync
                                        Natali Talevski

                                        Hi Erica,

                                         

                                        We actually couldn't get this to work in our SFDC instance, as we have customised the users and their permissions quite extensively. A bit frustrating, but I have heard of others making it work.

                                         

                                        Apologies I can't be more help. If we ever get it to work, I'll post the process.

                                         

                                        Natali