Leadspace for Salesforce: Periodic Syncs

Through Leadspace for Salesforce, you can now schedule a sync job to automatically run minutely, hourly, daily, weekly, monthly, or quarterly.

Periodic syncs can also be setup to run at a specific time of day if you choose the daily, weekly, monthly, or quarterly option. This does not apply to hourly syncs.

Change Log

How to Run a Periodic Sync Job

• Navigate to the Sync Definitions tab
• Create a new sync definition
  • Enrichment Job Name: Name your sync job.
  • Select Object: Select the object you want to enrich.
  • Select Sync Type: Select "Periodic".
  • Refresh Period: Select how frequently you want the sync job to be automatically run; minutely, hourly, daily, weekly, monthly, or quarterly.
  • Start/Time Dropdown: For daily, weekly, monthly, and quarterly, you have the option to choose a date and a time of day that you want the jobs to run. 
    
    • Start: Choose the date you want to start your periodic sync. 
      • eg. If you choose 2/16/2022 and weekly, the next job will run on 2/23/2022
    • At: Choose the time of day you want your sync to run
      • eg. If you choose 8:00, your job will run at 8am at the next interval (based on your Salesforce timezone settings)
      • If you select 'Now', the first job will run immediately and each interval will run at the same time of day the next day, week, month or quarter

• • • NOTE: If you select 'Hourly', Start and At do not apply. The first job will run immediately and the rest of the queued jobs will run 1 hour from the time the first job is started. 
  • Select Use Case:  
    • Standard/Recommended: Only common/recommended fields will be populated.
    • Intent: Only intent fields will be populated. See Leadspace for Salesforce: Weekly Intent article for setup information.
    • All Fields: All Leadspace fields will be populated.

The next section is the Enrichment Job Criteria. This is where you define the fields, operators, and value conditions that will pull in records to sync at each periodic interval. 

For example, if you wanted to run all Leads that had not been modified by Leadspace since last year, you could choose:

• Field Label: Last Leadspace Activity Date
• Field API Name: Selected when picklist value is selected in 'Field Label'
• Operator: Less than
• Value: Enter 1/1/2022 in the date selector

If you want to add more than one search criteria, click on the + symbol and it will add a new row to which you can add more search criteria.

• The Filter Logic row will automatically populate with 1 AND 2 meaning it will take both criteria into consideration when pull in the records to run. 
• You can change the logic to OR if you want 1 OR 2 to be considered

Once you have your search criteria selected, click Apply Filters. The system will generate a count of all the records that are going to be enriched. Then click 'Run Now' to lock in the sync definition.

When Running Minutely Syncs

Minutely or 'per minute' syncs are new to packages 4.45 and above. They allow you to create periodic syncs in intervals of 3 or 5 mins. depending on the selection you choose in the 'Settings' tab.

If you decide you use this feature, you will want to run a quick ‘clear the table’ job using the same search criteria you are planning to use in your minutely periodic sync. This will ensure that you are not sending a large volume of records through the minutely sync at one time. Please note that you can wait on this step until right before you go to setup the minutely periodic sync definition.

1. Go to Leadspace for Salesforce App > Sync Definitions > New
2. Choose the object you want to sync > Run Once > All Fields
3. In the ‘Search Criteria’ section, set the criteria you plan on using in your minutely sync job
4. Click ‘Apply Filters’ and Submit to run the job.

Once the job completes, you are now ready to setup and start using your minutely periodic sync.

Future Sync Activities

When you create a periodic sync definition at the interval of your choosing, the system will always create 10 total 'Sync Activities' that are future dated. You can see this behavior by going to Sync Definitions > Related > Sync Activities section > View All. 

For this example, we created a daily account job starting on 2/16/22 and time set to 'Now'. You can see that there are 11 total jobs: 1 that will run right now, and 10 future dated jobs at daily intervals at the time I set the first one to run. This is the behavior for daily, weekly, monthly, and quarterly.

For hourly jobs, Start and Time do not apply. Instead, the first job will always run as soon as you click 'Apply Filters' and 'Run Now'. Then, 10 hourly jobs will be created in 1 hour intervals from the start time.

Once a sync activity is completed, a new sync activity will be added to the top of the list to keep the 10 future dated job aspect in play. This will be the behavior until the job is paused, disabled, or deleted in your SFDC instance.

Future Jobs for Minutely Syncs

• Due to the way our job worker is setup for periodic syncs, we will not start the per minute intervals until the top of the next hour after you run your first per minute sync. 
• For example:
  • You create and run an every 3-minute periodic sync at 1:13pm.
  • When you 'Apply Filters and Submit' the job, it will run immediately, so you will see a Sync Activity for 1:13pm
  • Then, you will notice the next Sync Activity will be at 2:00pm. 
  • This is when the every 3-min interval will begin, so you will see sync activities for 2:03, 2:06, 2:09, etc.

How to Stop a Periodic Sync Job

• Navigate to the "Sync Definitions" tab
• Click on the Sync Id of the sync job you want to stop
• Click on "Edit" at the top right

• Click on "Pause Sync" at the top right