Automate Event Type Syncing with Lightning Sync for Salesforce

Posted by Craig Maxwell on Oct 10, 2019 11:55:12 PM
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So you’ve set up Lightning Sync for Salesforce and now have all of your calendar events automatically syncing to Salesforce - Woohoo! 🥳

At least, that’s what I thought until our CEO wanted to build a forecast report based on specific event types throughout a fairly technical sales process.

The thought of my biggest pet peeve - asking sales reps to manually edit/add data into Salesforce started to surface in my head... 

Me several weeks later...

Salesforce Report Think
Trying to think of a better solution (One that wouldn’t end with me in a dark room at the end of each month pulling together scraps of data and filling in some big gaps) I came up with a simple fix using Workflow Rules and Field Update Workflow Actions and a Naming Convention to follow for events (Top tip: Print this out for your sales team so it's front of mind!) then let the Salesforce Lightning Sync handle the rest.

Example Naming Convention: `SalesHud <> Unomaly - Intro Meeting` ← The text in red is the trigger keyword for our workflow rule.

Meaning that our sales team just need to correctly name their events in Google/Outlook Calendar and it will auto-magically sync to Salesforce as the correct event type!

As the workflow rule scans the events subject (The meeting title our sales reps put into the calendar invites) and the field update tells Salesforce what event type to select from the pick list. 🧙‍♂

We did this in 3 Easy Steps!

1. Create each workflow rule to match the event types you want to automate.
Make sure to base the rule criteria on Event: Subject = CONTAINS as this will allow reps to freestyle the subject lines and add your keywords anywhere in the subject title.

Workflow Rules

2. Create the matching field update workflow action under each workflow rule and select the desired pick list option for the event type field.

Field Updates

3. Activate the workflow rule and share the new naming convention process with your sales team. 🥳

Let us know what you think in the comments below!


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Topics: Salesforce Integration, Salesforce Administration, Sales Operations, Reporting, Salesforce.com