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Automatic Import of Contacts & Companies

What is it?

When we set up your lists of Contacts and Companies to track, we have the ability to import some of them automatically, vs connecting to a Salesforce report or uploading a CSV.  These lists are indicated by the “Import Automatically” checkbox on the Track Companies and Track Contacts pages.

How it works

Initiate an auto-import of Contacts or Companies by navigating to the Settings > Track Companies or Settings > Track Contacts pages. In the example below, we're on the Track Contacts page choosing to auto import Customer Contacts.

If we auto-import a category/list for you, the sections below explain how we determine what data to pull from your Salesforce for each list.

Contact

Closed Won Opportunity Contacts

Track all opp contacts associated with opportunities that meet the below criteria:

  • Opportunity.IsClosed = True 

          AND

  • (Opportunity.IsWon = True  

          OR 

  • Opportunity.Probability = '100')

Open Opportunity Contacts

Track all opp contacts associated with opportunities that meet the below criteria:

  • Opportunity.IsClosed = False

Closed Lost Opportunity Contacts

Track all opp contacts associated with opportunities that meet the below criteria:

  • Opportunity.IsClosed = True 

          AND

  • (Opportunity.IsWon = False  

          OR 

  • Opportunity.Probability = ‘0’)

Customer Contacts

  • UserGems reads your Customer Account list as defined under Settings > Track Companies to pull in all associated Contacts and only sends job changes if they match the associated Persona at their new job.‍
UserGems can only can import this list automatically if the Customer Account report has been uploaded and the Persona(s) have/has been defined.

Accounts

Auto detect Customer Accounts

Important Note: there is no 'default way' to identify customer accounts because Salesforce offers a variety of configuration options. For this reason, it is recommended that instead of having UserGems auto detect customer accounts, you create a report of Customer Accounts and upload that report.

If you do decide to use an automatic import of customer accounts, know that the automatic import is an approximation, that attempts to get as many customer accounts as possible, without including false positives.

The Query:

  • get all accounts that have a closed won opportunity in the last 3 years - and get the newest "CloseDate" for each account (only considering Closed Won Opportunities)
  • get all accounts that have a closed lost opportunity in the last 3 years - and get the newest "CloseDate" for each account (only considering Closed Lost Opportunities)

Add an account to the customer list:

  1. if there is no closed lost of this account, OR
  2. if the last Closed Won was in the last 12 months, OR
  3. if the last Closed Lost is longer ago than the last Closed Won

‍

Auto detect Closed Lost in the last 6-24 months

The Query:

  • Get all accounts that have a closed lost opportunity in the last 2 years - and get the newest "CloseDate" for each account (only considering Closed Lost Opportunities)
  • Get all Customers Accounts(see above)
  • Get all Open Opp Accounts

Add an account to the Closed Lost list,

  1. if it is not in the list of Customers, AND
  2. if it is not in the list of Open Opp Accounts, AND
  3. if the newest CloseDate (of a closed Lost opp) is older than 6 months ago
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