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Eloqua: Setting Up An Ongoing Automated DB Refresh

This article explains how to automatically send leads for enrichment 90 days from their last enrichment, thus ensuring that your Eloqua contacts are refreshed quarterly.

Setting Up an Automated Date Stamp for Offline Enrichment

First things first, we will need to backfill the LS Updated field in any leads that were enriched via any offline files that Leadspace provided.  Because these leads did not go through the Leadspace Cloud Action, they were never populated with the "LS Updated" value as it is a technical field only.  

1. Navigate to Audience>Tools>Data Tools

2. Create a new update rule for the LS Updated field, with the following settings. 

Create Shared filters for Program Builder Feeders

3. Navigate to Audience>Tools>Shared Filters

4. We'll create two shared filters. Our first shared filter will correspond to our initial update rule. In Shared Filters click create new, and create with the following settings 'LS Status' 'not' 'is blank' AND LS Updated 'is' 'blank'. 

5. Save the filter as "Eligible for LS Updated Autofill". Ensure your filter settings reflect what is shown below.  

6. Our second filter will be used as a feeder for contacts who have not been enriched in the past 90 days. Click create new filter, and create with the following settings, 'LS Updated' 'not' 'within the last 90 days' AND 'LS Status' 'contains' 'enriched'.


7. Save the filter as "Ongoing LS DB Refresh". Ensure your filter settings reflect what is shown below. 


Create a Campaign Canvas. 

We'll now create the workflow to enrich the defined contacts. 

8. Navigate to Orchestration>Campaigns.

9. Create a new multi-step campaign.

10. Drag in a wait step and the Leadspace Cloud Action App. 

11. Set your wait time to .05 hours, and connect the two nodes. 

12. Ensure Allow contacts to enter the campaign more than once, is selected. 

Note: Eloqua defaults an end date of 1 year for the campaign. The administrator should take note of the set end date to ensure a lapse does not occur before the campaign expires. 

13. Save campaign as "LS DB Refresh", and Activate. 

Create a Program Builder Flow

We'll now create a program in Program Builder which will allow us to use the shared filters we created.

14. Navigate to Orchestration>Tools>Program Builder.

15. Create a new program. 

16. Name your program, "LS Ongoing DB Refresh" and save.

17. Click Edit Program Flow.

18. Click to add program step. 

19. Label your new step, "Eligible for enrichment". This will be our input into the program. Ensure, "Allow Contacts in Step" is selected. 

20. Click save and continue. 

21. For the action selector, select "No Action - Pass Through Step". 

22. On the step, select the downward facing triangle and select, Add Members to Step. 

23. Select New under the Automatically Recurring feeder. 

24. We'll now add our Ongoing LS DB Refresh shared filter as a feeder and instruct it to evaluate on weekends only. Select your "Ongoing LS DB Refresh" feeder and select "Restrict Evaluation Time". 

25. In the Evaluate screen, select "Add Custom Schedule Item".

26. Once you've added a custom schedule, select the following input schedule: Sundays (12am-11:59pm) and Saturdays (12am-11:59pm).

27. We'll now input our second feeder into the same step. On the Eligible for enrichment step, select "Add members to this step".

28. Use the shared filter, "Eligible for LS Updated Autofill" and set a custom schedule with the following settings: Sundays (12am-11:59pm) and Saturdays (12am-11:59pm).

29. Now that we've defined our feeders, we'll proceed to create our program flow. On your first step click "Edit Step Path" and "Send to a new decision rule".

30. In this decision path, we'll evaluate if contacts should be appended a date stamp for an offline enrichment or sent for a refresh in our campaign canvas. Name this decision rule "0.0 Eligible for LS Updated Autofill", and select "Eligible for LS Updated Autofill" as the rule parameter. 

31. Select Edit Decision Yes Path, and send to new step.

32. Name this step, "1.0 LS Updated Autofill", select an action of Run Update Rule Set, and choose the update rule we created earlier, "Autofill LS Updated".

33. Edit the step path and send to an exit step, with the Remove from Program action. This will remove contacts from our program after they've been appended with a date. 

34. We can now create our no path, where we'll send all contacts who are eligible, to the enrichment campaign. Navigate back to the decision step, and edit the no path. We'll create a wait step where our contacts will be routed so as to not exceed API limits. Call this "2.0 Wait" and Allow contacts in step. Set the wait time to 1 minute. 


35. Edit step path and send to a new decision rule. 

36. Name the decision rule "3.0 Percentage Based Routing", and set the percentage to yes path at a conservative rate to avoid API throttling. The random sample size can range from 7% for DBs of more than 1M leads, and up to 15%, for DBs of less than 250k leads.

37. Click on the decision diamond step and edit the yes path, and send to a new step. 

38. Name this step "4.0 Send to DB Refresh". In the actions set, select "Add to Campaign" and restrict the action time to the following times suggested below. For the campaign select the campaign we created earlier "LS DB Refresh" and add to the wait campaign step. 

39. We'll now remove contacts once they've been sent to the campaign canvas for enrichment. In the "4.0 Send to DB Refresh" step select edit step path and route to the exit step. 

40. Return to the percentage decision path and edit the no path. We'll route these contacts to the 2.0 Wait step, where the contacts will continue to flow through the percentage based routing till completion. 

41. Once you've completed your program builder, it should resemble the following flow. 

42. Once you've verified the correct flow and actions in each step, you're ready to enable your program. Enable your program in Bulk mode, as this is suggested by Oracle for updating large data sets. This will evaluate every two hours as defined by our weekend restrictions. 

Please contact if any assistance is required.



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