Lead/Contact Sync Logic

This document will outline the various logic that Popl uses when syncing leads from Popl to Salesforce as either lead or contact records.
When syncing Popl leads from Popl over to Salesforce, we use specific logic to make sure that contact info is synced over correctly, saving you and your team time and manual effort. Below, we've outlined this logic in detail for both our lead sync and contact sync so that the process is clear.
NOTE: Our integration with Salesforce is fully customizable and if a custom mapping or setup is needed, just let us know at [email protected] and we'll be happy to set it up for you free of charge.

Syncing to Salesforce Leads

When syncing Popl leads to your Salesforce as lead records, the integration will first perform a read operation to see if the lead already exists in your Salesforce. This search (query) uses the lead's "email" and the lead's "phone number" as primary keys to match with any existing record already in your Salesforce. Based on the search, two flows can be taken:

- If No Lead is Found (Create New):

If no lead is found from this initial search based on email and phone number, then the integration will proceed to create a new lead record. Lead ownership and any custom mappings will be applied automatically based on the documentation here: Salesforce.
Once the lead is created, if you have set up a campaign to sync via the configuration popup, we will proceed to add the new lead to your desired campaign.
  • No Lead found, but a Contact Exists (Update Existing Contact): If no lead is found, the integration will also search for an existing contact record based on the Popl lead's email and phone number. If a contact is found, then the integration will proceed to update the contact instead of creating another lead. Salesforce won't allow for a creation of a lead in this case anyway as it sees the lead/contact matching as a duplicate.

- If an Existing Lead is Found (Update Existing):

If a lead is found with this specific email or phone number, then the integration will proceed to update that lead accordingly. The integration configuration window does have an option to either select "Yes" or "No" for overwriting new info. If this option is set to "Yes", any fields that flows into the integration from Popl that already exists in Salesforce will still be overwritten with the new data coming from Popl. If this option is set to "No", any fields that already exists in Salesforce will not be overwritten by Popl.
Note: When updating an existing lead, the integration is set to never update the lead owner. This means if Person A owns the lead already, even if the integration updates the lead with new info, we will not update the owner to Person B. For example, when this option is set to "Yes", if a phone number field already has the value "123-456-7890" in Salesforce, but the Popl lead flows in with the phone number "555-555-5555", then the integration will replace the original value ("123-456-7890") with the new value ("555-555-5555"). If this option is set to "No" and the integration notices that the phone number field is already set to "123-456-7890", then the integration will NOT overwrite that field with the new value.
Overwrite Info - Yes or No
Once the lead is updated, if you have set up a campaign to sync via the configuration popup, we will proceed to add the existing (and now updated) lead to your desired campaign.

Syncing to Salesforce Contacts

When syncing Popl leads to your Salesforce as contact records, the integration will first perform a read operation to see if the contact already exists in your Salesforce. This search (query) uses the contact's "email" and the contact's "phone number" as primary keys to match with any existing record already in your Salesforce. Based on the search, two flows can be taken:

- If No Contact is Found (Create New):

If no contact is found from this initial search based on email and phone number, then the integration will proceed to create a new contact record. Contact ownership and any custom mappings will be applied automatically based on the documentation here: Salesforce.
Once the contact is created, if you have set up a campaign to sync via the configuration popup, we will proceed to add the new contact to your desired campaign.

- If an Existing Lead is Found (Update Existing):

If a contact is found with this specific email or phone number, then the integration will proceed to update that contact accordingly with any new info that comes from Popl.
Note: When updating an existing contact, the integration is set to never update the contact owner. This means if Person A owns the contact already, even if the integration updates the contact with new info, we will not update the contact's owner to Person B.

Account Mapping for Contacts

In most standard Salesforce configurations, when creating a contact, the contact needs to be attached to an Account record as well. The integration handles this logic seamlessly as outlined below: The integration will use both the contact's "company" value and the contact's "@domain.com" value to search for an existing Account first. For example, if a contact that is synced has the company value "Acme Inc" and the email value "[email protected]", the integration will:
  • first search for an existing account with the name "Acme Inc" from the lead's company name value
  • second search for an existing account with the name "Acme" from the lead's email domain "@acme.com".
If an existing account is found from either of these searches, the existing account is attached to the contact. If no existing account is found, a new account will be created with the lead's company name value, or if that is blank, the lead's email domain name.

Congrats, you are now an expert! 🎉

Once your desired workflow(s) are enabled, you are all set! You or your team can export leads at any time from the Popl Dashboard or the Popl mobile app to your connected Salesforce account.
Check out Popl Teams to instantly start syncing leads from Popl Teams to your Salesforce account!
If any issues or questions, please contact us at [email protected], we are available nearly 24/7 and will get back to you within 6-8 hours or less.
With 🤍 from Popl.