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Leadspace for Salesforce: Create an LS Enrichment Audit Report

  • Updated

This article will guide Leadspace for Salesforce customers through the process of creating and scheduling an LS Enrichment Audit Report that will provide an overview of the status of your recent sync jobs, and the records therein.

 

Requirements

To create this report:

  1. You must have a Leadspace for Salesforce package installed; and
  2. You must be an SFDC Admin or have a similar role that allows access to Reports and FLS to access all LS Custom and Package fields.

 

Use Case

Customers that use Leadspace for Salesforce usually have several, active sync definitions and hundreds or thousands of records being sent to LS at any given time. With all of this activity, it's not an easy task to identify sync job or record level failures, or records that were rejected due to bad or insufficient input data. 

The LS Enrichment Audit Report can help streamline the process of identifying sync or record level issues within LS4SF. By creating this report and having it delivered weekly to your key Salesforce users, your team can easily see what was processed last week and whether any records failed and why.

 

Starting the Report

The first step is to identify whether you are using Standard objects or Custom objects with your LS4SF integration.

Are you using Standard SFDC Objects? (Account, Lead, Contact)

If so, you will want to start with one of the following, standard reports. Note you are free to create your own custom report as long as all the fields are available.

  • Go to Reports > New Report
  • Choose one of the following Standard reports:
    • Accounts
    • Contacts & Accounts (For Contacts)
    • Leads

Are you using Custom Objects? (Person, Company)

If so, you will want to start with one of the following, standard reports that should be available once you enable Custom Objects. Note you are free to create your own custom report as long as all the fields are available.

If you are unsure if you have custom objects, please refer to the Leadspace for Salesforce: Custom Objects article.

  • Go to Reports > New Report
  • Choose one of the following Standard reports:
    • Accounts and Leadspace Company Data (Custom Object Company Data)
    • Contacts & Accounts and Leadspace Company Data (Contacts and Custom Object Company Data)
    • Contacts & Accounts and Leadspace Person Data (Custom Object Person Data)
    • Leads and Leadspace Person Data (Custom Object Person Data)

 

Completing the Report

Now that you have your report selected, you need to add filters and columns. These will vary depending on whether you are creating an Accounts report, aContacts or Leads report, or a report for the Company or Person custom object(s).

Accounts

  1. If you haven't already, click Start to create the report and take you to Report Builder.
  2. Add (at minimum) the following fields to your report:
    1. SFDC ID
    2. Account Name (from SFDC)
    3. Account Website (from SFDC)
    4. Account Country (from SFDC)
    5. LS Enrichment Status
    6. Last Leadspace Activity Date
    7. Leadspace Related Bulk ID
    8. Leadspace Record Status
    9. Leadspace Error Code
    10. Leadspace Error Message
  3. Add the following filters:
    1. Show Me: All accounts
    2. Created Date: All Time
    3. Last Leadspace Activity Date: less than LAST WEEK
      OR
    4. Created Date: less than LAST WEEK
  4. Apply the filters and run the report

Note: If you want to set daily or another cadence, just choose the Use Relative Date link in the Last Leadspace Activity filter. This is true for all objects described:

 

 

 

Leads/Contacts

  1. If you haven't already, click Start to create the report and take you to Report Builder.
  2. Add (at minimum) the following fields to your report:
    1. SFDC ID
    2. First Name (SFDC)
    3. Last Name (SFDC)
    4. Email (SFDC)
    5. Account Name (SFDC)
    6. LS Enrichment Status
    7. Last Leadspace Activity Date
    8. Leadspace Related Bulk ID
    9. Leadspace Record Status
    10. Leadspace Error Code
    11. Leadspace Error Message
  3. Add the following filters:
    1. Show Me: All leads or contacts
    2. Created Date: All Time
    3. Last Leadspace Activity Date: less than LAST WEEK
      OR
    4. Created Date: less than LAST WEEK
  4. Apply the filters and run the report

 

Company Data (Custom)

  1. If you haven't already, click Start to create the report and take you to Report Builder.
  2. Add (at minimum) the following fields to your report:
    1. SFDC ID
    2. Account Name (from SFDC)
    3. Account Website (from SFDC)
    4. Account Country (from SFDC)
    5. Leadspace Company Data: Company Custom Object ID
    6. Leadspace Company Data: LS Enrichment Status
    7. Leadspace Company Data: Last Leadspace Activity Date
    8. Leadspace Company Data: Leadspace Related Bulk ID
    9. Leadspace Company Data: Leadspace Record Status
    10. Leadspace Company Data: Leadspace Error Code
    11. Leadspace Company Data: Leadspace Error Message
  3. Add the following filters:
    1. Show Me: All accounts
    2. Created Date: All Time
    3. Last Leadspace Activity Date: less than LAST WEEK
      OR
    4. Created Date: less than LAST WEEK
  4. Apply the filters and run the report

 

Person Data (Custom)

  1. If you haven't already, click Start to create the report and take you to Report Builder.
  2. Add (at minimum) the following fields to your report:
    1. SFDC ID
    2. First Name (SFDC)
    3. Last Name (SFDC)
    4. Email (SFDC)
    5. Account Name (SFDC)
    6. Leadspace Person Data: Person Custom Object ID
    7. Leadspace Person Data: LS Enrichment Status
    8. Leadspace Person Data: Last Leadspace Activity Date
    9. Leadspace Person Data: Leadspace Related Bulk ID
    10. Leadspace Person Data: Leadspace Record Status
    11. Leadspace Person Data: Leadspace Error Code
    12. Leadspace Person Data: Leadspace Error Message
  3. Add the following filters:
    1. Show Me: All leads or contacts
    2. Created Date: All Time
    3. Last Leadspace Activity Date: less than LAST WEEK
      OR
    4. Created Date: less than LAST WEEK
  4. Apply the filters and run the report

 

Reading the Report

Once you save and run the report, we recommend you schedule the report to be sent to all Salesforce users that need to see the data. Our recommendation is to send this out weekly, but you can choose daily or monthly depending on your needs and the number of records you are sending to LS.

Reviewing the report is a matter of understanding what the field values mean and what to look for.

SFDC Standard Field

All of the SFDC standard fields marked (SFDC) on the objects are the Salesforce data points you send to us to enrich. These are needed on the report to identify specific records that may need further review.

 

LS Enrichment Status (all variations, all objects)

The LS Enrichment Status will return one of four values as long as the record has hit our enrichment endpoint.

  • Not Enriched
  • Company Enriched
  • Person & Company Enriched
  • Person Enriched

If you see a record with a blank LS Enrichment Status, it means one of 3 things:

  1. The record failed to leave Salesforce due to Invalid Input (explained later)
  2. The record was never enriched (sent through a sync definition)
  3. The record was enriched, but experienced a failure processing the LS enriched data back to SFDC

Every record that hits LS Enrichment service should return with an LS Enrichment Status so if this value is blank, this indicates an issue with the record or the syns.

 

Last Leadspace Activity Date

The Last Leadspace Activity Date field populates a date value that indicates the most recent date that the record was enriched by Leadspace. If you see a blank value in this field, it means one of the following:

  1. The record was never enriched
  2. The record failed to leave Salesforce due to Invalid Input
  3. Other failure
  • If you see records with no Last Leaspace Activity Date, this should trigger an investigation by your SFDC admins with the help of Leadspace Support as needed.
  • If you see record with a value in the Last Leadspace Activity Date field, this indicates that the record hit LS enrichment endpoints.

Leadspace Related Bulk ID

This is the alphanumeric identifier that shows the Bulk ID assigned to a specific record for enrichment. The Bulk ID represents a single API call with up to 500 records in it, depending on your Settings > Max  Bulk Size.

  • If there is a blank value in this field, this confirms that the record was never sent through LS4SF enrichment.
  • If there is a value in this field, it means that the record was sent through the specific Bulk Activity ID on the record

Leadspace Record Status

The Leadspace Record Status is the system status that indicates whether a sync activity, bulk, or record was successful or failed. There are three possible values for this field:

  1. Success
  2. Failure (SF Related)
  3. Failue (LS Related)
  • If this field is blank, this means the record was never sent through LS4SF enrichment.
  • If this field has a Failure (SF Related) there could be a number of issues causing the issue. We would need to look deeping with Leadspace Support as needed.
  • If this field has a Failure (LS Related), this indicates 'Invalid Input'. This means that the SFDC data sent to LS enrichment was either bad or insufficient for enrichment.

Leadspace Error Code & Error Message

The Leadspace Error Code and Message fields provide a numeric code and description of the code when there is an error on a record or bulk. Here's a table of the possible error codes:

Status code

Scenario

Action

1200

 Invalid Input - Bad or insufficient input data

Review and update input data on record

400

Request fails basic input validation or JSON format is invalid

 Contact Support

401

Unauthorized request (wrong credentials or credentials have expired)

Contact Support

427

Insufficient credits or program ID is invalid

Contact Support

5XX

Server erro

 Contact Support

 

If you see error 1200 on your report, please review the record for bad or missing data. If you see any other errors, please contact Leadspace Support for assistance.

 

Questions

As a general rule, we recommend that you reach out to Leadspace Support if the results of your scheduled report show any of the following:

  • A large amt. of blank fields like Last Leadspace Activity Date and/or LS Enrichment Status
  • A large amt. of Failure values in the Leadspace Record Status field
  • A large amt. of error codes in the Leadspace Error Code/Message fields
  • A large amt. of error code 1200 (invalid input)

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