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Leadspace Studio: Deploy to Salesforce

  • Updated

NEW! As of 4/1/24, Deploy to Salesforce allows Create and Update functionality to all three standard Salesforce objects:

  • Account
  • Contact
  • Lead

This article will provide an overview of the Deploy to SFDC requirements, logic behind how it works, the setup process, and how to utilize the Deploy to Salesforce functionality.

If you are interested in enabling this Studio integration, please contact your Customer Success Manager or file a support ticket.

How Does it Work?

Deploy to Salesforce provides existing Leadspace for Salesforce customers the ability to create segments in Leadspace Studio, and then deploy the records directly to your Salesforce instance.

When segments are deployed, we identify whether the records in the segment are new or existing records using a combination of the input fields you designate from your account, and specific duplication logic hard-coded on the Leadspace side. This ensures that we only create new records if the record does not exist in Salesforce, or update records that do.

Here is how we determine whether to create or update, and to which object:

Person

  • Person record must have at minimum Person Email value

    • if the record does not exist in Salesforce, it will be created as a new LEAD

    • if the record exists in Salesforce, it will be updated as either a LEAD or CONTACT, whichever matches in SFDC.

We can also configure the integration to ONLY create or update to the Contact object for customers that wish to take the LEAD object out of the equation. For this setup:

  • Person record must have at minimum Person Email value

    • if the record does not exist in Salesforce, it will be created as a new CONTACT

    • if the record exists in Salesforce, it will be update the CONTACT record

NOTE: Contacts can only be created if the company they match to exists in Salesforce. If the company does not exist, the contact creation will fail. 

Example:

  • You deploy cody@leadspace.com
  • Leadspace is not an account in Salesforce
  • This record will not be deployed

Company

  • Company record must have at minimum Company Name + Company LS ID

    • if the record does not exist in Salesforce, it will be created as a new ACCOUNT

    • if the record exists in Salesforce, the existing ACCOUNT will be updated

Duplication Logic

We also employ duplication logic using the rest of the input fields you designate during the setup to ensure we do not create duplicate records in Salesforce. Using the input fields you provide during the setup, we identify the SFDC ID of the record using the following waterfall logic:

Person: 

  • We will check if the record exists using Person email field.
  • If the email does not exist or is not populated, we will check if the combination of person first name, person last name, Company name exists to identify the person record.

Company:

  • We will check if the record exists using LSID field
  • If LSID field is not populated or if we did not find the record: we will check if the record exists by using the combined key of Company name + LS_Company_City
  • If not, use combined key of Website + LS_Company_City
  • If LS_Company_City does not exist, we use the combined key of Company name + Website

 

Setup & Configuration

To start the configuration, we will need to work with a Salesforce Administrator at your company, or a user that has a user role that allows full read/write access to all standard objects, and FLS read/write to all input and output fields.

This user will act as the provisioning user for the integration, and will show as the Created By user on the Salesforce record when records are created by deploy to, and the Modified By user for records that are updated. This user will also need to fill out the following Deploy to Salesforce: Enablement document so Leadspace can complete the setup.

Here are the full setup and configuration steps:

  1. Create a Support Ticket or contact you CSM to request the Deploy to Salesforce feature.
  2. Open the Deploy to Salesforce: Enablement document and request edit access. Leadspace Support will grant access to so your Admin/User can fill this out. 



  3. Fill out the sections of the first tab titled Configuration accordingly:

    1. Salesforce Admin or Authentication User: The name and email address of the user that will provision the deployments.
    2. Deploy to Salesforce Users: Names and Emails of the Studio users who should have access to Deploy segments to Salesforce. 
    3. Create/Update Records: Check each box to indicate which objects and functionality you want to use.
    4. Standard Fields: Check any standard SFDC fields you would like to potentially overwrite with LS Data upon deployment. This is an optional toggle in the Studio > Deploy to window. There are sections for both Company Segments and Person Segments, so please fill out both accordingly.

      Req'd Column: If you Account, Lead, or Contact objects have required fields that must be filled in order for the record to be created, please check the box next in this column next to the appropriate required field. Any field marked required here MUST be selected as part of the 'Map to Standard Fields' option when deploying from Studio. This is covered below in the How to deploy to Salesforce? section.

  4. Fill out column C of the Input tab. These should be the Salesforce API Name values for fields we will use as inputs to determine our create/update logic.

    NOTE: All four fields per object are required so if you want to deploy Accounts, we need to set input values for LSID, Company Name, Company Website, and Company City. This is the same for all objects.



  5. Fill out columns A and/or B of the Account Output Fields, Contact Output Fields, and Lead Output Fields according to your desired functionality. Instructions are provided on these tabs as follows:

    1. Output Fields CREATE: List of fields on the respective object that you would like to populate when records of that object are CREATED by Deploy to Salesforce.
    2. Output Fields UPDATE: List of fields on the respective object that you would like to populate when records of that object are UPDATED by Deploy to Salesforce.
    3. Notes: Any notes or questions you want to share with Leadspace

Once the enablement form is completed, please send a note to Leadspace Support on the ticket you created initially. Leadspace will setup a quick call with your Salesforce Admin or authenticating user to provision the Salesforce connection with the Deploy to integration.

Once authenticated, we will then work to complete the configuration within 2 business days unless otherwise specified through the ticket or your CSM.

 

What segments can be deployed?

All person and company segment variations can be deployed to Salesforce as long as the segment has the required field(s) needed by Salesforce to create the new record. 

These requirements are imposed by Salesforce as their minimum criteria to create a lead or account record in SFDC:

Company Segments: Records must have a Company Website and Company LS ID value 

Person Segments: Records must have a Person Email value

As long as the minimum required fields are in the file, the following segments can be deployed to SFDC:

  • Ingested Person and Company segments
  • Enriched Person and Company segments
  • Discovered Company and Person segments

 

How to use Deploy to Salesforce

All provisioned Studio users can easily deploy person and company segments in Studio to Salesforce. Simply click on any person or company segment and choose the 3 dots to the right of the segment, the choose Deploy-->Salesforce.


 

You will then see the following Deploy to... screen:

From here, select the following:

  • System: SFDC
  • Salesforce ID Type: 
    • For companies, this can be Website (most common) or System ID (for ingested segments that have an SFDC ID)
    • For person(s), this can be Email (most common) or System ID (for ingested segments that have an SFDC ID)
  • Map Leadspace ID Field: Allows you to choose from fields in your segment column headers to map to the required Website or Email SFDC ID Type.
  • Actions: 
    • Only create new company/person records: Will ensure that CREATE is the only action considered. No update even on existing records
    • Only update existing company/person records: Will ensure that UPDATE is the only action considered. No creation if record does not exist
    • Update existing and create new company/person records: Will ensure that both CREATE and UPDATE will be considered (most common)

Map standard fields: When enabled, allows you to choose up to seven standard fields in SFDC to map to LS field data from your segment. This is determined by the options you choose during Setup & Configuration on the Configuration tab.

Any fields you have have marked as Req'd in the Configuration tab in step 3.4 in the Setup & Configuration section above must be selected here.

 

Account:

 

Person:

  • Once you are done with your selections, click Deploy.
  • You will then be taken back to the Segments section where you will see a DEPLOYING status on your segment:

  • If you mouse over the DEPLOYING icon, you'll see the status. You can also see the date/time stamp of the deployment start time in the "DEPLOYED TO" section of the segment:

  • Once the deployment is complete, you will receive an email notification with the details of your sync. The email will include the name of the segment deployed, the number or records synced, and links to the deployed segment in Studio:

  • You will also see a deployment status on the segment:
    • DEPLOYED: Full segment has been deployed to Salesforce
    • PARTIAL: A portion of the segment records have been deployed
    • FAILED: The deployment failed

 

More on Deployment Statuses

Here is a more in depth look at the different statuses you will see when deploying to Salesforce:

DEPLOYING

  • Segment deployment is In Progress
  • Default status after segment is first deployed

DEPLOYED

  • Full segment was deployed to Salesforce.
  • All records in the Studio segment were created as new Accounts or Leads in Salesforce.

PARTIAL

  • A portion of the segment was deployed to Salesforce.
  • Some, but not all of the records in the Studio segment were created as new Accounts or Leads in Salesforce.
  • Most common reason for this is some of the records in the segment were already in Salesforce and therefore, not created.

FAILED

  • Segment failed and no records were deployed to Salesforce
  • Most common

 

What do the records look like in Salesforce?

Records that are deployed to Salesforce can be easily identified using the Lead Source and Account Source fields in the respective Lead and Account objects. 

  • Records in company segments deployed to Salesforce Account object will have the Account Source = Leadspace.
  • Records in person segments deployed to Salesforce Lead/Contact object will have the Lead/Contact Source = Leadspace.

Using the the Account/Lead Source field(s) plus the Account/Lead Created Date as filters, you can easily create a report to show the records created from a deployment from Studio.

You can also use the Created By filter and use the name of the System Admin who authenticated the connection.

 

FAQs

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