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Leadspace for Salesforce: Testing, Running and Tracking a Bulk Enrichment

Now that you have installed Leadspace for Salesforce with your Leadspace support engineer, it is now time to use the application on your own, test running a sync job to make sure it's working as expected, and familiarize yourself with the app's various functionalities.  This article will walk through the steps of how to run a bulk sync job, what to look for to ensure that your sync job was successful, track that sync job to completion.

How to Run a Bulk Sync Job

1. Create a Sync Definition

  • Navigate to the "Settings" tab.
  • Ensure that "Event Based Trigger" is set to 'Disabled' if running a large batch of records(can be reenabled after the sync job completes).Screen_Shot_2019-12-10_at_1.03.17_PM.png
  • 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 - the options are Account, Contact, and Lead.
    • Select Sync Type: Select "Run Once".
    • Select Use Case:
      • If "Standard" or "Recommended" is selected: Only standard or recommended fields will be populated.
      • If "Intent" is selected: Only intent fields will be populated.
      • If "All Fields" is selected: All Leadspace fields will be populated.
      • Screen_Shot_2019-12-10_at_12.32.17_PM.png
  • Define your Enrichment Job Criteria(sync job criteria)
    • You can select any of our filters under FIELD LABEL and OPERATOR
    • Under VALUE you can enter the value for your selected object type
    • Note:  Every customer has 1000 free test credits to play with at will, so it is recommended that you keep your test sync jobs small. 
      • For example, "Account Name equals Leadspace" would yield all account records with the account name "Leadspace"
    • You can add additional filters by clicking the + symbol on the far right-hand side.
    • In the Filter Logic field, you can use AND/OR to joint your filters.Screen_Shot_2019-12-10_at_1.19.31_PM.png
  • Note:  to see best practices on common sync filters when running bulk sync jobs, go to the following Knowledge Base article
  • Click "Apply Filters" to see the number of records that meet your criteria.
  • If there are records that match your criteria there will be a number after the 'The number of Account records that will be sent for enrichment is:'.
  • Click "Run Now" to run the sync job.

You have now succeeded in creating a bulk sync job!  It is now time to walk through how to track that sync job to completion, and what to look for to ensure that your job was successful.

How to Track a Sync Job

1. View your Sync Definition

  • Navigate to the "Sync Definition" tab.
  • Click on the Sync Id of the sync definition you just created.
  • Click on the "Details" tab to view details of the sync definition.  Here you can see some basic auditing information on the Sync Definition you just created, including what type of Object was sent, how many search logic filters were used, the name of the Sync Definition, and who created it.
    Screen_Shot_2019-12-10_at_1.25.54_PM.png

2. View Your Sync Activity

  • Still on your Sync Definition page, click over to the "Related" tab, and you will see that your Sync Definition automatically created a Sync Activity with a Sync Activity ID.  A Sync Activity is the actual enrichment request that was create as a result of applying your Sync Definition in Leadspace for Salesforce. 
    Screen_Shot_2019-12-10_at_1.31.29_PM.png
  • Click into the ID number listed under the "Sync Activity Id" column to view details on that Sync Activity, or enrichment request.
  • Click on the "Details" tab to view details of the sync activity.  Here you can see some basic auditing information on the Sync Activity that was automatically created, including what type of Object was sent, the Start Date and Time, as well as the Status of the job.  
    • The Status field in the Sync Activity will indicate whether the job is "In Progress", a "Success", or a "Failure".  This where you want to look in order to see the progress of your sync job.  Make sure that this Status field is updated from In Progress to Success to make sure that your sync job was successful
      Screen_Shot_2019-12-10_at_1.36.44_PM.png

3. View Your Sync Activity Bulks

  • Still on your Sync Activity page, click on the "Related" tab, and you will see that your Sync Activity has automatically created either 1 or a series of Sync Activity Bulks
  • Every Sync Activity is broken down into a series of Sync Activity Bulks, which can contain up to 100 records.  Leadspace for Salesforce processes records in bulks of 100 records for better and faster processing, and also to minimize API usage.  If you send a job of less than 100 records, you will only see 1 bulk.  But if you send a job of 1000 records, for example, you will see 10 bulks each containing 100 records.
  • You will also see a section title LS Logs which will log any potential errors that occur during the enrichment.  If the Status field on the Sync Activity is updated to "Failure" you will see the error reason in the LS Logs section here.
    • Sync Activity Bulks: The sync activity bulks (100 records each) created by the sync definition.
    • LS Logs: The error logs related to the sync definition.Screen_Shot_2019-12-10_at_1.36.57_PM.png
  • To view the records contained within each Bulk, you can click on the Sync Activity Bulk ID of the bulk you want to inspect. 
  • Click on the "Details" tab to view details of the Sync Activity Bulk.  Again, here you can see some basic auditing information on the Sync Activity Bulk, including what type of Object it contains, how many records are in this specific bulk, as well as the Status of the bulk itself.  
    • Similar to the status field on the Activity, the Status field Bulk will indicate whether this specific bulk was processed successfully or not.  Options are "In Progress", "Success", or "Failure".  If your Activity was partially completed, but certain bulks failed, here is where you can look to see which Bulk was that actual bulk that failed.  
      Screen_Shot_2019-12-10_at_1.43.39_PM.png

4. View the Records in Your Sync Activity Bulk

  • Finally, you can click on the "Related" tab to view the actual records contained within that bulk.Screen_Shot_2019-12-10_at_1.43.57_PM.png
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