How To Add Triggers for Syncing Sub-Statuses with a CRM

Objective

Learn to create a trigger in Outreach to sync sub-statuses to a CRM.

Applies To

• Outreach Admins

Before You Begin

Introduction

While many users may work with Lead and Contact Statuses, some organizations also have a status reason for sub-status that further categorizes a Lead or Contact status. 

Example: An organization may only have three Lead statuses, but one of those statuses has two sub-statuses such as:

• Qualified
  • Qualified - Contacted
  • Qualified - Customer
• Nurture
• Open

In order to sync these sub-status reasons correctly with a CRM, Outreach Admins need to create and map custom fields that represent the sub-statuses, add applicable stages, and configure triggers to sync the actions accordingly.  

Before Completing This Process

1. Add and Map a Custom Field to a Status Reason
2. Add Stages that correspond to the Status and Sub-Status reasons

Note the Following

• Outreach does not map to sub-statuses by default. Organizations needing to map to a sub-status must map a Prospect Custom Field within the platform to the corresponding field in CRM. For more information on custom fields and field mapping, see Additional Information below.
• The following process uses Custom Fields as examples to illustrate the direction possible for configuring triggers to sync for sub-statuses with a CRM. Admins should use the fields that are most relevant to completing this task for the org's workflow. 
• Content contained in brackets [ ] requires Admins to select the value or field that best represents the status/sub-status fields to sync. 

Procedure

1. In the Outreach platform, click Administration > Workflow automations > Triggers.
2. Click the Add trigger button in the upper right of the page.
3. Give your trigger a Name.
4. Under Set trigger event, configure the following:
   • Object: Prospect
   • Event: Updated
5. Under Define trigger action settings, configure the following:
   • Target: Prospect
   • Frequency: [Select the applicable frequency]
6. Under Add prospect conditions, click + Add Condition.
7. Configure condition 1 as follows:

   Configuration	Example
   If [Status/Sub-Status field] is not [Status/Sub-Status]	SubStatus (Custom 12) is not Contacted

   Note: Select the applicable custom fields that work best for the org's workflow. 
8. Click + Add > Condition.
9. Configure condition 2 as follows:

   Configuration	Example
   And Stage is [Status/Sub-Status]	Stage is Qualified - Contacted

   Note: Select the applicable custom field that works best for the org's workflow. 
10. Under Actions, click + Add action or advanced logic > Set field.
11. Configure trigger action 1 as follows:
    • Field Name: Stage
    • Field value: [Select the applicable sub-status value]
12. Click + Add action or advanced logic > Set field.
13. Configure trigger action 2 as follows:
    • Field Name: [Select the applicable sub-status value]
    • Field value: [Input the applicable field value]
14. Click Save.
15. Back on the All triggers landing page, to the far right of your newly created trigger, click the More actions (...) icon.
16. Click Activate. The new trigger will process as configured.

Additional Information

How To Add a Custom Field 

How To Map a Field in Outreach