Creating a Dynamic Account Based List from Salesforce CRM

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InsideView Apex allows you to create both static and dynamic account based lists. A dynamic list pulls account data directly from CRM via an integration user. Here’s how you can create dynamic account based lists from Salesforce CRM:

Step Description Details
 1 Log in to InsideView Apex Log in to InsideView Admin Portal with user credentials.
 2 Go to the List page Click Apex in the left pane and select the Account Based Lists option. To create a new list, click New.

 3 Create a dynamic list In the Account Based List wizard, if your Salesforce CRM instance is not configured the following screen appears:

In this case, contact your system administrator to configure your Salesforce CRM integration to allow your CRM to communicate with InsideView Apex for creating dynamic account based lists.

If you do have a Salesforce integration configured for your organization, click Create with Salesforce and select the Salesforce CRM Org ID you want to use to create your dynamic list.

If an integration user is not configured in InsideView Apex for your Salesforce CRM Org ID, the following screen appears:

To learn more about an integration user in Salesforce CRM, read the article “Best Practices for Creating an Integration User” in our Knowledge Base.
 4 Enter the integration user credentials In the New Integration User dialog, enter the Username and Password plus Security Token together that your Salesforce system administrator has provided.

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Click Save.

Note: If your organization is not configured with your CRM and Integration User credentials the log screen will appear. For each Salesforce organization, the CRM administrator should configure an API only integration user.

To learn how to edit integration user credentials, read the Editing Integration User Credentials in InsideView Apex section.
 5 Select a Salesforce ID Once the CRM Org is configured, click Create with Salesforce and select a CRM ORG ID that you just configured with an integration user credentials or any existing CRM ORG ID with a preconfigured integration user.

 
 6 Define rules If the Integration User credential matches with CRM organization ID, the Define your rule for selecting accounts screen appears.

    

You can build a rule for selecting accounts by clicking either click +Add Condition or +Add Rule.

  • Add Rule – Adds a single rule where you can define the field name, operator, and value(s) you want to use to filter accounts.
  • Add Condition – Adds a set of nested rules to filter accounts based on if and then clauses. 
 7 Add condition When you click + Add Condition, enter the following details to define the condition:

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  • Field Name – select any field that you want to use to filter accounts with.

    You can select a field that appears in the Field Name options. The Datatype and the corresponding Salesforce CRM field name is selected for the field you choose from the list of options. For example, select the Account Name field.dy_list6.png

  • Operator – After entering the Field Name, select the appropriate Operator. Below is a list of datatypes and the operators available for each datatype:
    • String: equals, not equal, ends with, starts with, does not start with, does not end with, contains, doesn’t contain, in, not in, is empty, is not empty.
    • Boolean: equals, not equal to, is empty, is not empty.
    • Picklist: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.
    • Text area: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.
    • Double/Number: equals, not equal, greater than, greater than or equal, lesser than, lesser than or equal, is empty, is not empty.
    • URL: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.
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  • Value – Once you have entered Field Name and selected an Operator, enter the Value for the field criteria. You can also add multiple values by separating them with a comma. To add multiple values, use the IN operator.

Use Case Examples

Here are few use case examples of filters, showing the different fields used in Salesforce CRM with an operator and a sample value:

  • Select the industry field, operator as equals and enter value as Media. This filter will retrieve all accounts that have an industry type that equals Media.dy_list7.png

    Notice that the output of your rule appears at the bottom of each rule.

  • Select the Created Date field, operator as greater and enter the date. This filter will manage only accounts that have a Created Date that starts after November, 30th, 2017.dy_list8.png
  • Select the Billing State/Province field, operator as Not equal, and enter the state name such as CA. This filter will retrieve accounts from states other than CA (California).dy_list9.png
  • Select the Account Name field, operator as starts with and enter the value as In. This filter fetch accounts that start with In in the account name field in Salesforce CRM. To add multiple values, use the IN operator.dy_list10.png

    Note: If you create a filter with a blank Value field, you must press the Enter key to add a new filter row. 
 8 Start matching process Click Next. The account matching process begins.

    
 9 Review Matches Once the matching process is completed, click Review.

    

If a company match is not found, click the Find the correct company link in the following screen below:

    

Search for a company and click the Select link to choose a correct one, then click Save.

    

Once all company matches are found, click Next to review all matched accounts that are pulled from Salesforce CRM and click Finish.

    
 10 Save Enter the name for your dynamic account based list and then click Save.<

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After the list is saved, you will it find in the home page for Account Based Lists.