You can use Outfunnel to sync all contacts or a sub-section of contacts to any of the supported marketing platforms. This helps to keep contact data in sync, launch drip campaigns based on certain conditions (ie new deal is added, person field changed etc.)
Outfunnel uses the CRM's built-in segmenting functionality to keep data up to date in your marketing platform. The segment terminology varies per CRM:
Pipedrive: person filters
Hubspot: active and static lists
Copper: tags, contact types, lead statuses
The basics of segment-based data syncing:
Any new contacts that match the segment get synced to the marketing platform
Any contacts that get added are removed/unsubscribed from the marketing platform
Any field changes get updated based on the field mapping in the connection
Once you've created the segment, simply choose it in the contact sync as a target and match it with the desired marketing platform list.
💡 Data syncs over at different intervals. Read more
💡 It usually takes 2-3 minutes between creating the segment in the CRM a being able to access it in Outfunnel. Click on Refresh fields in the connection to get the latest data
💡 If a contact in the CRM that matches the segment has multiple email addresses associated with them, Outfunnel will only use the primary email address (the first one from the list). If you'd like to use a different email address, please make sure to change the order of the addresses on the contact.
Pipedrive: person filters
In Pipedrive terminology, segments are called filters. Outfunnel supports Pipedrive People filters where you can use person, organization, deal, and activity fields as conditions, giving you powerful control over creating segments (organization or deal filters are not supported). For example, you could create filters that show you:
People who work in the software industry and have open deals
All clients who have not had any activities recorded for the past 3 months
All people who have an active deal in a specific stage and are based in New York
For example, the People filter below lists all contacts with an open deal in a specific pipeline and stage, and with the Organisation industry in Real Estate.
💡 Make sure the filter visibility is set to Shared (and not Private)
HubSpot: static and active lists
In HubSpot terminology, segments are called lists. With HubSpot lists you can use person, company, deal, and 3rd party application fields as conditions, giving you powerful control over creating segments. For example, you could create lists that show you:
People who work in the software industry and have open deals
All clients who have not had any activities recorded for the past 3 months
All people who have an active deal in a specific stage and are based in New York
Please note that there are two types of lists in your HubSpot account: active lists and static lists.
Active lists automatically update their members based on its criteria.
Static lists are snapshots of the contacts who meet a set criteria at the point when the list is saved.
Copper: tags, contact types, lead statuses
If you use Copper CRM you can sync contacts that match a specific Contact tag, Lead Status or Contact Type
For example, you could:
Focus your top-of-funnel marketing content on fresh leads, by targeting new, unqualified leads
Create an agency-focused campaign and target them with relevant content
Target all leads that are “ultra-valuable”
This gives you a lot of flexibility to create segments based on your preferred workflow within Copper, particularly when paired with Copper’s workflow automation feature - which we'll dive into further down.
The simplest way to start segmenting your contacts it to apply any of the segmentation options (contact tag, contact type or lead status) manually. You can do this one-by-one, in bulk via the interface, or in bulk when you're importing contacts.
Before diving into using any of these though, we strongly suggest you take the time to define your workflow - whether you're going to be using automation or not. Make sure you’re really clear about:
What each lead status represents (and whether you’re going to use leads at all in Copper) – perhaps each status represents a stage in the qualification/disqualification pipeline?
What each contact type means – for example, each contact type could be show potential vs existing customer, or maybe the type of business.
What you’re going to use tags for – a top tip here is: keep the list manageable and the tags themselves short and sweet
If you wanted to automate part of the segmentation process, you’ll need to use Copper’s workflow automation tool (note that workflow automation is available on with professional and business plans).
For example, you could tag all leads worth over $1m as “tag1” and then use that as a segment in Outfunnel. In Copper, you could create the segment by adding tags like this:
Once active, this workflow automation will then check the value of each lead and, if it’s >$1m, it’ll tag it as “tag1”.