About importing Salesforce list views
Aloware’s Salesforce list view import capability enables you to integrate your segmented Salesforce contacts and leads directly into your Aloware workspace. When you import a list view from Salesforce, it is created as a static list within Aloware, representing a snapshot of that data at the moment of import.
Prerequisites
Ensure the following are in place before you start:
Salesforce integration enabled.
Connected Salesforce object
Verify whether your Aloware account is connected to Salesforce Leads or Contacts. This setting is found in the Salesforce Integration Settings within Aloware.
Familiarity with Salesforce views and filters
You should be familiar with creating filtered list views in Salesforce.
How to create an Aloware Static List from a Salesforce List View
Step 1: Create a New List View in Salesforce
Log in to Salesforce.
Navigate to the Contacts or Leads Tab
Open the tab where you manage your contacts or leads, depending on what you intend to import.
Create a New View
Click on the List View Controls (often a gear icon), then select the New button to create a new list view.
Name your list
Provide a unique and descriptive name for your list.
Set up filters and define criteria
Specify the conditions that determine which contacts or leads are included in your list (e.g., by first name, created date, or custom fields), and apply any necessary criteria to exclude specific records.
Step 2 (Option 1): Import contacts from Salesforce into Aloware Admin
Navigate to Lists in Aloware admin
In Aloware Admin, navigate to the Lists menu.
Initiate import from Salesforce
Click the + Create List button and select Import from Salesforce from the dropdown.
Select Salesforce List and start import
In the dialog that appears, choose the Salesforce list view you created (from Step 1) from the dropdown menu, and then click the Import button. The system will begin processing the import, and a progress indicator will be displayed.
Monitor import completion and review notifications
Wait for an on-screen notification confirming the import is complete. The Admin user who initiated the import will also receive an email confirmation; this email will detail the success of the import and include information on any errors that may have occurred.
Locate the imported list in Aloware
Once the import is successful, the list will appear in your Aloware contact lists.
Verify imported contacts
Open the newly imported list in Aloware to verify that the contacts accurately match the filters you set up in Salesforce.
Lead list view in Salesforce
Contact static list in Aloware Talk
Note on duplicates
Aloware identifies duplicate contacts if multiple Salesforce records share the same primary phone number. It aims to manage duplicates within the CRM (Salesforce), not Aloware.
If contacts are missing or the list isn't up-to-date with recent Salesforce changes, click the Sync with Integration button (a cloud icon with arrows) next to the list name or within the list view.
Step 2 (Option 2): Create a New List in Aloware Talk
Navigate to Lists in Aloware Talk
In Aloware Talk, navigate to Contacts from the left-hand menu, then go to the Lists tab.
Initiate Import from integration
Click the + Create List button and select List From Integration.
Select Salesforce List and start import
Choose Salesforce as the source, then select the specific Salesforce list view you want to import from the subsequent dropdown menu, and finally click the Import button to begin the process.
Monitor import completion
You can monitor the import's progress directly within Aloware Talk. A notification will appear once the import is successfully completed.
Step 3: Edit and maintain your imported list
Re-importing an existing Salesforce list view
If you initiate the import process again for a Salesforce list view that has already been brought into Aloware, the existing static list in Aloware will be completely overridden. This action replaces all current contacts in the Aloware list with the latest data fetched from that specific Salesforce list view, effectively updating it to the most recent snapshot.
Lists in Aloware Talk
Lists in Aloware admin
Updating imported lists with the Sync with Integration button
For ongoing updates to reflect changes made in Salesforce (e.g., new contacts added, details modified, or contacts removed from the Salesforce view), the recommended method for an existing Aloware list is to use the Sync with Integration button/icon.
The recommended method for keeping an existing Aloware list (that originated from Salesforce) up-to-date with Salesforce changes is to use the Sync with Integration button. This button is specifically designed for this purpose.
In Aloware Talk
Go to Contacts > Lists, find the list, and click the Sync with Integration icon.
Verify post-synchronization
After syncing, check the contacts in your Aloware list to ensure they reflect the changes made in Salesforce and your filtering criteria.
Regular updates and maintenance
Re-sync periodically
Regularly use the Sync with Integration button for your Salesforce-imported lists to ensure the data in Aloware reflects any updates made in Salesforce.
Address errors
Review integration logs and settings if you encounter any errors during synchronization. Admin users receive email notifications for sync completions and errors, which include detailed logs for troubleshooting.
Making an imported list public
By default, lists imported from Salesforce may initially be private to the user who performed the import. To make an imported list accessible for all agents to view and use:
In Aloware Admin, navigate to Contacts > Lists.
Find the imported list within the table.
Toggle the button under the Show Public List column to the On position (it will turn green).
Note: Agents can apply personal filters to their view of a public list, but these changes will not affect the master public list.
How users can utilize this feature
Business admins
Admins spearhead the integration of Salesforce lists into Aloware. Their primary responsibilities include:
Importing and synchronizing Salesforce lists
Admins initiate the import of predefined Salesforce contact/lead list views into Aloware as static lists. They are then responsible for regularly using the "Sync with Integration" button to ensure these Aloware lists reflect the most current data from Salesforce.
Configuring field mapping and managing lists
A crucial task is to manage field mapping between Salesforce and Aloware, ensuring data like names, phone numbers, and custom fields are correctly aligned. Post-import, admins manage these lists by editing properties, organizing them, and setting visibility (e.g., making them public for campaigns).
Campaign preparation and error resolution
Admins prepare these imported lists for use in calling or messaging campaigns. They also monitor email notifications for any data synchronization errors and use the provided logs to troubleshoot and resolve issues.
Average users (Agents)
Agents primarily use the public Salesforce lists imported and prepared by Admins for their daily communication tasks. This includes selecting these lists for Power Dialer campaigns. Depending on their permissions, agents might also create personal lists or segment contacts from these imported lists.
Additionally, if an agent has the necessary permissions and access to the "Sync with Integration" option for a specific list, they can manually refresh that list with the latest data from Salesforce.
How this connects to other Aloware tools
This Salesforce list integration works with other Aloware features:
Power Dialer
Imported Salesforce lists can be directly utilized within Aloware Talk's Power Dialer. Once a list has been imported from Salesforce and exists in Aloware (either as a public list made available by an admin or a private list the user has access to), it can be selected when setting up or running a Power Dialer campaign. This allows agents to efficiently call through their targeted Salesforce segments.
Broadcasts
Similarly, when creating bulk SMS or email messages using the Broadcast feature, you can leverage your imported Salesforce lists. After navigating to the Broadcast tab in Aloware, you will find an option to select your audience By Integrations (or a similar designation). This will display available contact lists from connected integrations, including those imported from Salesforce, allowing you to easily target these segments for your mass communication efforts.
Important configurations
To use this feature effectively, ensure the following configurations are correctly set up:
Salesforce integration setup
Confirm that Salesforce is properly integrated with Aloware. Enable the integration in Aloware Admin under Integrations > Salesforce.
Contact/Lead filtering in Salesforce
Define clear and accurate filters for your list views in Salesforce to ensure you are importing the correct segments of contacts or leads.
Field mapping configuration
Work with your Aloware administrator (if applicable) or review the Salesforce integration settings to ensure Salesforce data fields (standard and custom) are correctly mapped to Aloware's contact fields. This ensures data transfers accurately during import and sync.
Regular maintenance
Periodically check the integration settings in Aloware.
Monitor for any connectivity issues or data sync errors (admins receive email notifications). Address these promptly to maintain data integrity.
This guide provides the steps to import and manage Salesforce contact and lead lists within Aloware. By following these procedures, you can ensure your Aloware contact data stays aligned with Salesforce, ready for use in your communication activities.