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How do you use Data Cleanse to limit Salesforce Records in RingLead searches?

Currently, it is easy to change Salesforce Setup for the Salesforce User RingLead uses to search records in Salesforce by limiting the records RingLead can search. Examples:

1) Only show “Active” Account Types

2) Only show if checkbox fields is checked

3) Record Type: Only show 1 record type on report if customer has several types

4) Lead Source = “Webinar2 Change Salesforce Criteria-Based Sharing for RingLead User, then Generate report and wait for it to finish. Merging can be done with any Salesforce User setting.

Salesforce Video on Criteria-Based Sharing http://www.youtube.com/watch?v=a6uNxuWQGzo

For detailed instructions, see this Solution: https://na20.salesforce.com/501a0000000MR6F

How does Data Cleanse identify Duplicate Person Accounts?

Data Cleanse identifies duplicate Leads, Contacts, and Accounts. An option is available to enable Data Cleansing to find duplicate Person Accounts. Person Accounts are Accounts that can also be used as Contacts in many situations. Each Person Account is associated with a single Contact, and these are viewed in Salesforce together as a single Person Account record. Contact Salesforce to enable Person Accounts for your organization. Once Person Accounts is enabled by Salesforce, log in to RingLead go to setup to enable Person Accounts on your Data Cleansing application. Please note the following items:

1. This feature is for Data Cleanse only. It will only effect the Account-Account report and the Lead-Account report.

2. The Account-Account report will identify Person Accounts that match other Person Accounts. It will still identify Business Accounts that match other Business Accounts.

3. The Lead-Account report will identify Person Accounts that match Leads. With the Person Accounts feature enabled in RingLead, Business Accounts will not be included in the Lead-Account report.

4. The Contact-Contact and Lead-Contact and Lead-Lead reports are not altered with the Person Accounts feature enabled in RingLead.

Related Help Link: https://help.salesforce.com/apex/HTViewHelpDoc?id=account_person_behavior.htm&language=en_US

How do I permanently remove Records from all Data Cleanse Reports?

To permanently remove a record from this and future RingLead Declone Data Cleanse reports, a custom Salesforce field can be checked by RingLead by clicking the “Remove” button in the report. The custom field must first be created in Salesforce on the Account, Contact, and Leads object. To use this feature, you must create a custom checkbox field in Salesforce with the following Field Name: RL_IgnoreAsPossibleDuplicate

Make sure the new field is visible for all Profiles and is included on the Leads, Accounts, and Contacts page layouts. After this Salesforce custom field has been confirmed by RingLead, the “Remove” button will appear at the left of each possible duplicate in this report. By clicking the “Remove” button, the Salesforce record will NOT be deleted in Salesforce. However, the Salesforce custom field will be checked by RingLead. Once this custom field is checked in Salesforce, any future Data Cleansing reports will not include the record.

How do I set my Data Cleanse version logic to match on Email Only?

The Email Only match logic is now available for the new Data Cleanse version (Note: This is not the same as the filters on the report setup page). In order to change the logic to Email Only, please follow these steps:

1. Log into RingLead, and click on the Data Cleanse tab.

2. Go to the Configuration Settings area, and click on the Configure Data Cleanse link which will take you to the page where you can change the logic from Standard to Email Only.

3. Re-input your Salesforce credentials, and click Save Settings.

4. Click on the Data Cleanse tab again, and Generate and View Report to regenerate your Lead-Lead report.

How do I use Data Cleanse?

Data Cleanse is used to merge existing Leads, Contacts and Accounts in Salesforce.

1. Log into RingLead. Under ‘Data Cleanse’, click on ‘Generate/View Reports’.

2. Read the instructions at the top of the page. Please note that you should run all reports in order (step 1-5), and complete each report before running another.

3. Click ‘Generate Report’. Select the fields you would like returned with your report. NOTE: You MUST include the field for “Created Date”. The fields selected will not affect the fields used to find duplicates; they are to help when viewing the report to determine if the records should be merged. Fields that you want merged that are not on the master record AND not visible on your report, will NOT be merged into the master record. These values will remain in the records that deleted after the merge is complete.

4. You will receive an email with a report after Data Cleanse has run. Once you receive this email, log back into RingLead, click ‘Generate/View Reports’, and click ‘View Last Report’ to view your list.

5. For records you would like to merge:

  • View your report in RingLead.
  • Your duplicates are sorted into groups. In the column “Merge Record,” check any records in the group you would like to merge.
  • Select a Master record using the radio button in the ‘Master Record’ column. Any Tasks associated with the other records will be merged onto this Master record. If you’d like information from one of the other records, you may select the radio for that field. All other information contained on the merged records will not be copied to the Mast record, and will be deleted. NOTE: Fields that you want merged that are not on the master record AND not visible on your report, will NOT be merged into the master record. These values will remain in the records that deleted after the merge is complete.
  • Click the ‘MERGE/IGNORE Records Above’ button to merge the group.

6. To merge all groups on a single page, use the ‘Global’ button at the bottom of the page.

7. Once you’ve merged or ignored all records in the report, run the next report.

**Note that the default search logic is “Standard”, meaning we will search on several standard Salesforce fields such as first name, last name, company, email, address, etc. If you would like us to search on Email Only, go to the “Configure Data Cleanse” link on the Data Cleanse start page, and select that option radio button, enter your Salesforce password, and click “Update” to save.

Why can't I merge some contacts, or why are the columns blank on my Contact reports in Data Cleanse?

If the account has been deleted for a contact, it leaves that contact without a parent record – or “orphaned”. Salesforce will not allow some operations to be performed on orphaned contact records, such as merging of duplicate records. Since RingLead adheres to Salesforce rules, orphaned contact records cannot be merged from within a Data Cleanse report either.

In some cases, the columns for orphaned contacts in a Contact report in Data Cleanse will appear blank on a report. This is another clue that those records have been orphaned and do not have a corresponding account. There are several solutions for handling orphaned records:

1. If you recognize the contact, and are able to re-create the Account, that is the best practice.

2. If you do not recognize the contact(s), a “holding” account can be created and named accordingly – “Orphaned Contacts”.

3. The contact can be deleted. A very helpful free Salesforce tool – Force.com Workbench – can be used to locate and manage orphaned contacts. Follow the steps below to use this tool.

FINDING ORPHANED CONTACTS IN SALESFORCE

Go to https://workbench.developerforce.com/login.php

1. Choose Environment: either Production or Sandbox from the picklist

2. Don’t change the API Version.

3. Check the “I agree to the terms of service” box

4. Click the “Login with Salesforce” button.

5. Jump to: “Standard & Custom Objects” from the picklist

6. Object: Contact

7. Click “Select”.

8. Click on queries on the top, grey menu bar, and choose SOQL Query

9. View as: List

10. Enter this query in the large query box: SELECT Id FROM Contact WHERE AccountId = ‘ ‘ Query Results will show your orphaned contacts in a list with the fields you selected to include in the query (in this case, only Id). You can click into the record ID and perform actions within Salesforce, such as Update, Delete, View in Salesforce.

How do I retain duplicates in Data Cleanse for Orgs using Roles?

When an organization has multiple roles, they will almost inevitably need to retain duplicates throughout the database, but they should never need to retain duplicates within each individual role. The user will only be able to view records on the merge report that exist within their specific role. By switching the search criteria to Email Only, the merge report will only be populated with exact match duplicates in a specific role, which makes the manual process of Data Cleanse much less time consuming, meaning the user should be able to simply use the global merge button and very quickly merge the database.

Since no historical data will be lost upon the merge (activity history, associations to campaigns, licenses, opportunities, comments, descriptions etc.), all of the records can simply be merged. The next step is to change the search settings to the standard heuristic pattern-matching algorithm, thereby including ALL of the duplicates within the desired role on the report allowing them to be merged.

Once completed, select a user from the next desired role, and repeat. Steps:

1. Log in to RingLead, then select the Data Cleanse tab.

2. Click link to “Configure Data Cleanse”

3. Enter in Salesforce credentials for Role 1 User (One specific user should be designated as the RingLead user from each Role)

4. Change search settings to “Email only”, then Click on “Update Settings”

5. Click on “Generate and View Reports”, then “Generate Report”

6. Wait for the email saying that the report is finished.

7. Log back into RingLead and Click on the Data Cleanse tab

8. Click on “View Last Report”

9. Use the Global Merge (minimal manual time since this is an “Email only” report) Now, reconfigure Data Cleanse for Standard search logic

10. If Role 1 User had logged out, re-enter the Salesforce credentials for Role 1

11. Change search settings to “Standard”, then Click on “Update Settings”

12. Click on “Generate and View Reports”, then Click on “Generate and View Reports”

13. Wait for the email saying that the report is finished

14. Log back into RingLead, and Click on “View Last Report”

15. Select values for duplicates as wanted.

16. Merge each group, or do a Global Merge When all of Role 1 records have been merged, Role 1 user logs out of RingLead, then Role 2 user logs into RingLead and starts over at step 1.

How do I view the subset of possible duplicates in Data Cleanse?

RingLead Data Cleanse can utilize Salesforce permissions to limit the reports of possible Lead/Contact/Account duplicates by specific Salesforce Roles or Users, or by specific record types or fields. Below are two ways to change your Salesforce Setup.

1. SHOW POSSIBLE DUPLICATES BY SALESFORCE USER

Log into RingLead and enter the Salesforce User Name and Password for the User who will be searching and updating Leads/Contacts/Accounts.

2. SHOW POSSIBLE DUPLICATES BY RECORD TYPE or ANY FIELD

Log into Salesforce to view the Fields or Record Types for Leads/Contacts/Accounts. To view the existing Record Types: Setup > Customize > (select Leads, Contacts or Accounts) > Record Types To view the existing Fields: Setup > Customize > (select Leads, Contacts or Accounts) > Fields

Next, set up sharing rules to limit access to specific Leads/Contacts/Accounts fields or Record Types: Setup > Administration Setup > Security Controls > Sharing Settings Individually, under Leads/Contacts/Accounts Sharing Rules, click New.

In Step 1, name the new rule with a name that relates to the Role(s) or Public Group that will have access to the record type, i.e. “Western Only”, or “RingLead User”.

In Step 2, select “Based on criteria”

In Step 3, select the appropriate field depending on what object you are creating the rule for: A specific field, or Record type: Lead Record Type Contact Record Type Account Record Type Set that field equal to the Public Group*, Roles, or Roles and Subordinates that you want to access to the records. Set access to “Read/Write”, and then Save.

*If you would like to specify only one user, or a group of users access to the records, the best approach is to create a Public Group. A public group is a set of users. It can contain individual users, other groups, the users in a particular role or territory, or the users in a role or territory plus all of the users below that role or territory in the hierarchy. Setup > Manage Users > Public Groups > New

Label the group with a name that relates to the field or Record Type it will have access to, i.e. “Western Sales Group”, or “RingLead”.

If your org limits record access with roles and hierarchies, leave the “Grant Access Using Hierarchies” box checked. Select the User(s), Roles, or other Public Group to populate the new group. Click “Save”.

What happens when I merge/ignore duplicates in Declone Data Cleansing?

WARNING: Merging cannot be undone.

Records will be merged into one record using the selected values. The ‘Global’ button will perform these actions to all groups displayed on the web page. RingLead merging is identical to merging records in Salesforce except for the following: If a field is not displayed on the RingLead report as a column, the master record value for that field cannot be changed.

Example: a duplicate record has a different phone number than the master record. The Phone field is not on the report as a column. The master record phone will remain on the master record and the duplicate record phone will be ignored. While viewing a report of possible duplicates, clicking the “MERGE/IGNORE Records” button will perform the following:

1. Only selected records will be merged. Any ignored records, or records that have been checked in the “Ignore Record” column will be ignored and removed from the report.

2. The Master Record selected will retain all read-only and hidden field values with the exception of the created date. The oldest created date will be retained.

3. All related objects and records including any Campaigns, Cases, Activities, Contacts or Opportunities will all merge into the new merged record.

4. Fields on the record will update according to your settings.

5. For any fields not specifically selected in the report, the value of field in the Master Record will be retained.

6. All merged records other than the master record are placed in your Salesforce Recycle Bin. Converted Lead records can no longer be viewed in Salesforce, although they do contribute data to reports.

7. The entire group of possible duplicates, even those records selected to be ignored, will be removed from the report.

NOTE on Converted Leads:

  • Converted lead records can not be viewed in Salesforce, although they do contribute data to reports.
  • Notification emails will NOT be sent.
  • Opportunities will NOT be created.
What happens when I select to ignore duplicates in Data Cleanse?

While viewing a report in Data Cleanse, clicking the button “IGNORE Records Above” will remove the group of possible duplicates from the report and refresh the report page. No changes will be made in Salesforce. No information is deleted or merged. This action can not be undone. A new Data Cleanse report will need to be generated which will include this group of possible duplicates.

What is Data Cleanse?

Data Cleanse identifies existing duplicate Leads, Contacts, and Accounts, and assists with merging these records. A clean database provides better reporting, eliminates time for sales to search for duplicates and simplifies marketing initiates. It also improves the automatic de-duplication services RingLead offers by preventing a duplicate record from being updated with new information. With a clean database, only the correct Lead or Contact record will be updated with the new information, not one of the duplicates already in the database.

Step 1 – Duplicate Accounts Merge possible duplicate Accounts one group at a time or merge hundreds all at once. Once your report completes, log into RingLead. Ignore any records that you do not wish to merge. You can merge each duplicate group one at a time, or merge a whole page of duplicates using the ‘Global Merge’ button.

Step 2 – Duplicate Contacts Merge possible duplicate Contacts one group at a time or merge hundreds all at once. Once your report completes, log into RingLead. Ignore any records that you do not wish to merge. You can merge each duplicate group one at a time, or merge a whole page of duplicates using the ‘Global Merge’ button.

Step 3 – Duplicate Leads Merge possible duplicate Leads one group at a time or merge hundreds all at once. Once your report completes, log into RingLead. Ignore any records that you do not wish to merge. You can merge each duplicate group one at a time, or merge a whole page of duplicates using the ‘Global Merge’ button.

Step 4 – Leads Matching Existing Contacts Convert one or more Leads that match an existing Contact. Convert one group at a time or hundreds all at once. Once your report completes, log into RingLead. Ignore any records that you do not wish to merge. You can merge each duplicate group one at a time, or merge a whole page of duplicates using the ‘Global Merge’ button.

Step 5 – Leads Matching Existing Accounts Convert one or more Leads that match an existing Account. A new Contact will be created in the existing Account. Convert one group at a time or convert hundreds all at once. Once your report completes, log into RingLead. Ignore any records that you do not wish to merge. You can merge each duplicate group one at a time, or merge a whole page of duplicates using the ‘Global Merge’ button. Learn more.

Why can't I merge duplicates RingLead identified in Salesforce?

After running a report with Declone Data Cleansing, you may find that clicking a link in the left column opens the merge utility in Salesforce, but the duplicate records that RingLead has identified are not listed in Salesforce as possible duplicates. This is because the Salesforce criteria is more limited than the RingLead criteria for identifying matches.

Declone Data Cleansing sends a specific search string in the link to Salesforce to look up companies to merge. RingLead will try to determine what is going to be the appropriate search string to send to Salesforce for Salesforce to find the duplicate Accounts. However, this is not possible if the Accounts have very different company names. For example, the company name of one Account may be “IBM”, but another Account my have the company name as “International Business Machines”. There is no single search term that RingLead can send to Salesforce so that Salesforce can find both Accounts.

RingLead uses other fields to match, but those fields may also not be close enough to match. Another tricky string to match would be a company with a special character such as ‘&’. We will interpret ‘&’ as ‘and’ to correctly identify matches, but when we send it along to Salesforce, it may find that there is not a match for those companies (ie. at&t, or atandt). For these unusual matches, you may need to change the company name for one or more of the duplicate Accounts so that all duplicates can be found by using a common search term. In the example above, you would need to edit the Account and change the company name from “International Business Machines” to “IBM”. Then, search for “IBM” in the Salesforce merge Accounts tool.

Why can't I see my web form records in Salesforce?

If a form was submitted, but a new Lead was not created in Salesforce, be aware that new Leads are queued by Salesforce and may take a few minutes to appear. Please wait a few minutes before checking for new Leads in Salesforce. Matching Leads/Contacts are updated instantly.

To help determine the problem, change the action URL in the HTML in your web form to point to Salesforce. Test the form and confirm if a new Lead is created. The new Lead may take up to 5 minutes to be created due to Salesforce Web-to-Lead queuing. If a new Lead is not created, verify there is a hidden field “oid” in your form.

How do I update the Account address field with Unique Upload?

You can update the Account address when uploading a list using Unique Upload. If you choose the option to Create New Contacts in existing Accounts, and if a new record you are uploading matches an existing Account, then a Contact will be created in that existing Account. If you want the Account address to be updated with the new address from the newly created Contact, you will need to set the “Lead / Contact Standard Fields” Street or City field actions to Overwrite.

How does RingLead match existing Accounts?

RingLead allows you to adjust Account matching logic to fit your business processes.

1. Log into RingLead and click on the ‘Unique Upload’ tab.

2. Click on the ‘Change Configuration Settings’ link

3. Under ‘Account Matching’ make the required changes, enter a valid Salesforce username and password at the top of the page and click ‘Update Settings’.

RingLead looks at several criteria when determining Account matches. Under Account Name, you can adjust how we perform fuzzy matching on the Account Name and other fields.

  • Loose – match by similar company name, phone, website and more
  • Medium – match by similar company name field only
  • Strong – match by exact company name field Address fields are always considered when looking at duplicate Accounts. To require portions of the address, you may select that option from the appropriate dropdown.
  • Considered – Considered to match existing Accounts Required – Required to match existing Accounts

** Note that an address field set to “Required” will not match if either the address field in Salesforce or the address in the list do not have a value.

Can the Campaign Name and Campaign Member Status be defined by list column?

Both the Campaign Name and Campaign Member Status can be defined differently for each person in a list uploaded. These values can be included in specifically named columns in the list. CAMPAIGN NAME The pull down menu for Campaign Name contains a “Use from List” choice if one of your column headers (in the uploaded file) is “Campaign” or “Campaigns”. The “Use from List” option will use the Campaign Name from your file. CAMPAIGN MEMBER STATUS The radio button for uploading your Member Status in a list is visible if you include a column header “Member Status” in your upload. If a Member Status in the list is invalid for this Campaign, then the Default Member Status will be used.

Can I create Person accounts with RingLead?

RingLead does not have any functionality that will create new person accounts; however, a process that works great is to use Unique Upload to prevent all of the duplicates, and to not select the “create new leads” feature. Upon list processing, you will receive an email with an attachment of all of the “net new leads” that you can then import the net new as person accounts, using the data loader for example. That will resolve your issue of preventing dupes, while at the same time, appease the requirement of person account creation.

Can I dedupe a list of just companies?

Unique Upload can dedupe people, but may also be used to dedupe a list of companies.

1. In Excel, remove the First name, Last name and email address from your list of Accounts.

2. Upload this list in RingLead. Select “Do Not Update” for all field actions. In the section labeled “Existing Lead, Contact and Account Options” select: “Search Accounts” “Identify Leads from Same Company” Do not select a Campaign or create Tasks.

3. When your list is returned, you should have one or more files: companies.csv This file includes companies that matched existing Leads from the same company. accounts.csv If updates are required for matching Accounts, import the accounts.csv file directly into Salesforce using the Salesforce Import Wizard and match by Account ID. newleads.csv This file includes companies that did not match existing Accounts. Import these as new Accounts in Salesforce using the Salesforce Import Wizard. See Salesforce help for more information about importing Accounts.

4. Create Accounts in Salesforce: Salesforce Accounts Tab > Import My Accounts & Contacts > Upload the file returned by RingLead “accounts.cvs”

How do you correct for Foreign Characters in Excel?

Prepare your list as usual in Excel, save as Unicode Text., then close Excel. Re-open a new spreadsheet in Excel, and follow the steps below to re-create the text file in Windows(ANSI):

1. In Excel, in the Data tab, click on the “From Text” icon at the top.

2. Choose your unicode text file, which will open a Text Import Wizard dialog box.

3. Choose the Delimited radio button.

4. Start import at row 1, and choose Windows (ANSI) as the File origin.

5. Click the “Next” button

6. Choose Tab as the delimiter, and then click Finish.

7. Save the resulting file as Unicode Text and import into Salesforce using Unique Upload.

8. Be sure to check the “Create New Leads” and “Create New Contacts in Matching Accounts” boxes.

***When the email comes with the report, the csv file for newleads may contain corrupted characters, but this file can be ignored. You should check Salesforce instead to see how the new leads were imported there.

Keywords: foreign characters, weird characters in Salesforce, foreign names in list, Excel formatting errors.

How do you create a Second Task with Unique Upload or Unique Web-to-Lead?

When uploading a list with Unique Upload, or configuring your Web-to-Lead script, you have the ability to create a second Task for new and matching Leads and Contacts. For example – The first Task can be created to log the list upload and archive field values for each person in the list. The second Task can schedule a follow-up for each person in the list.

How do you create new Accounts/Contacts using newleads csv file?

You can use the Salesforce Import Wizard for Accounts/Contacts to create new Accounts with the ‘newleads.csv’ file you received from RingLead. In Salesforce, Go to Your Name>Setup>Data Management>Import Accounts/Contacts.

How does Unique Upload match by Salesforce ID?

Unique Upload can match by Salesforce ID and update existing Leads or Contacts, and create new Contacts at existing Accounts. This technique is used to update existing Leads, Contacts, or Accounts by exporting a Salesforce report and editing the Lead, Contact, or Account information in Excel before uploading to RingLead to update Salesforce. To use this match type:

1. Your list must contain a column labeled “Lead ID”, “Contact ID”, “Lead/Contact ID“, Account ID” or “Salesforce ID”.

2. After uploading your list, you will be prompted to select the type of matching. “ID Match” will already be selected.

3. Click Continue and proceed with the steps for mapping the fields and setting the field actions in addition to any other options required. Records that do not match any Lead, Contact or Account by Salesforce Id will be created as new Leads and/or returned in the file (newleads.csv).

How does Unique Upload work with Salesforce Queues?

For uploading lists, Unique Upload can assign new Leads to a Salesforce Queue. First, setup a new Salesforce Assignment Rule. It does not need to be Active. Next, upload your list and select this Rule for “Salesforce Assignment Rule” in the New Lead section.

How do I assign Record Types to a list?

Salesforce record types allow you to associate different business processes and subsets of picklist values to different users based on their user profile. Record types can be associated to new Leads and/or existing Leads. Upload a list and select the existing record types available in Salesforce for new Leads and for existing Leads. You may also chose to select a column in your list with the record type name. If a new Lead is created, the appropriate record type will be associated to the new Lead. If an existing Lead is matched and updated, the appropriate record type will be associated to the Lead.

How do I prepare a file for uploading?

Instructions for saving your list from Microsoft Excel:

1. Open List in Microsoft Excel. Your list should have no more than 4000 rows, including the header row.

2. Verify that the first row contains headers (i.e. First Name, Last Name, Company, etc.)

3. Make sure your list does not have any active hyperlinks.

4. Copy out only the rows and columns that contain data, and paste into a new Excel file (not a new sheet in the same file). This insures that our server will not pick up hidden formatting or data left in Excel, and interpret as blank leads.

5. Select “Save As” from File menu –Windows Excel In the “Save as File Type” drop down menu, select Unicode Text (.txt) –Mac Excel In the “Save as File Type” drop down menu, select UTF-16 Unicode Text (.txt) for older versions of Excel or select UTF-8 Unicode Text (.txt) for newer versions of Excel.

How do I update Account fields for New Contacts in existing Accounts with Unique Upload?

Account fields are NOT updated for NEW Contacts in existing Accounts. The Account fields are only updated for matching Contacts. If you would like to update Account fields for new Contacts in existing Accounts, follow the steps below:

1. Upload list with Unique Upload, and select “Create new Contacts in existing Accounts”.

2. After the Accounts.csv list is returned for new Contacts, upload the list returned in the email. This time, the Contacts are matched and Account fields are updated since they match existing Contacts and not creating new Contacts.

How do I upload a Lead Owner in my list?

RingLead allows you to upload the Owner for new Leads using a column in your List. The file should contain the Name of the Salesforce Owner you would like to assign the row to. Note that Salesforce can not process all non-Alphanumeric or non-English characters for the Lead Owner. If your users have non-English names, RingLead can assign based on the Salesforce username. Please contact support@ringlead.com to change this setting.

How do I view my Unique Upload List logs?

1. Log into RingLead: https://login.ringlead.com/support/

2. Click on Setup in the right hand corner.

3. In the “Usage Logs” section, under “Unique Upload Logs” you’ll see a summary of your usage.

4. The “View Details” button gives log info for each list uploaded.

What do I do when I see the Salesforce Error: not valid for the type?

Many Salesforce fields have a Boolean data type that will only allow certain numeric characters. Examples: Lead Field: Annual Revenue Data Type: Currency(18, 0) If any of the following values are sent to Salesforce – $1,000,000 – $5,000,000 1M – 5M 1000000-5000000 Salesforce WILL NOT accept them, and will return an error similar to this one: ‘2-3’ is not valid for the type xsd:double. Below are acceptable values which Salesforce WILL accept (note that there are no alpha characters such as dashes in the correct formats below): 1000000 5000000

The returned list appears in the email body, not as an email attachment. Any ideas?

RingLead returns each list as an email attachment. However, some email programs display the attachment as text in the email body instead of an attachment. To resolve this, after uploading your file to RingLead, enter an email address that uses a different email program to open the attached files in the email from RingLead.

How do I save templates in Unique Upload?

Templates make uploading lists a quick process by saving the settings from previous uploads. You can archive complex business logic and execute with a single click. To save a template,

  • Upload your list and select the appropriate options on your field mapping page.
  • Click ‘Continue’ at the bottom of the page to advance to the confirmation page.
  • At the bottom of the confirmation page, under ‘Save as Template -’, enter a name for your template
  • Click ‘Save Template’
  • If a template of this name already exists, it will be replaced by the new template.

**NOTE: To re-use a template you previously created, your list header names must exactly match those of your saved template. To load a template, upload your file. On the field mapping page, click ‘Select a Template’ on the top of the page. You can then select, or delete, any templates you have in the pop-up. Always review the settings before processing any list loaded from a template to confirm you would like to commit the changes on screen. As with all lists, changes performed in RingLead can not be undone.

How do I create Tasks when uploading a List?

After uploading a list, the section “Task Options for New and Matching Leads and Contacts” has options for Unique Upload to create a Task for each new and matching Leads and Contacts. If this owner cannot be assigned a Task (i.e. the owner is a queue or an inactive user), the task will be assigned to the Unique Upload Salesforce User. You may choose to select a value for many fields from your list. Note that the Owner’s name (i.e. John Smith) should be uploaded for Task Owner, not the Owner’s username (i.e. john@company.com).

What is the solution for Unique Upload File Encoding?

Be sure to review the file preparation instructions: https://login.ringlead.com/support/excel.php

After uploading a file, you may get a response indicating that there was a problem with the list. Below are two possible reasons why this happened (Salesforce Validation Rules and missing column headers).

VALIDATION RULES

When creating or modifying any Lead, Contact or Account, all Salesforce validation rules regarding that record will be triggered. In addition, your fields in Salesforce will only accept data that is formatted correctly for that field data type. Number fields, such as Annual Revenue, must only contain numbers: Invalid Examples: 10000 – 20000 1 million 100M – $250M.0 1B – $5B.0 Email fields must contain emails in the correct format: Invalid Examples: ewyatt@com ed silver@ringlead.com erik.chan@ringlead.com. ebennos@ringlead.com> —

MISSING COLUMN HEADERS

The list that that you uploaded has a missing column header. Because your list was configured to write to that particular field, an error was received from Salesforce and the records were not processed.

What are the acceptable date formats in Excel for UK files for Unique Upload?

File uploads that are created in the United Kingdom with Excel have been known to have the date formats revert back to the default for the UK version of Excel which is DD/MM/YYYY when the file is saved as Unicode text. This occurs no matter if the date is re-formatted using a Date format in the UK Excel, or if the file has been emailed to us and then re-formatted here with our US version of Excel. A solution that has been seen to work is to format the date column(s) on the Excel list as a “Custom” format – “mm/dd/yyyy”, rather than a Date or even Text. Once the date has been re-formatted as Custom, the format holds after saving as Unicode text, and the upload can progress successfully.

Some campaigns are not in the drop down list in Unique Upload. What gives?

Only “Active” Campaigns are available in Unique Upload. Make sure your Campaign is Active by viewing the Campaign in salesforce.com and checking the “Active” box. Your Campaign will then show up immediately in RingLead.

How do I upload files with Unique Upload on a Mac?

Mac Users: In the “Save as File Type” drop down menu, select “UTF-16 Unicode Text (.txt)” for older versions and for newer versions select “UTF-8 Unicode Text (.txt)”.

I have hidden/malformed characters in Unique Upload. What do I do?

Here is an example of a malformed character: �

If the file contains malformed or hidden characters, this will create problems for RingLead and/or Salesforce. To find and remove hidden characters:

1. Open the file with hidden characters in Microsoft Excel.

2. Save the file as Text (Macintosh). Close Microsoft Excel.

3. Open the newly saved file again in Microsoft Excel. Any hidden characters are now visible.

4. Do a find and replace on the hidden characters, replacing with a blank value. In Microsoft Excel, go to “Edit”, select “Find…” and then type in the hidden characters above. Note that there may be more hidden characters that you may have to scan your document for. Then use the “Replace” feature to replace these characters with blank spaces.

5. Save the file as Unicode text and upload to RingLead. Example of a hidden character: email@domain.com FirstName† LastNameÊ

The Unique Upload template is not loading.

In order to use a template again, the subsequent list columns must be named exactly the same as the ones for which the template was created. If they are different, the template will not load. Another possibility is that our server lost connection with your Salesforce momentarily during the upload process, or that you had timed out for the session without knowing. Be sure to turn off all pop-up blockers for ringlead.com.

There are too many rows making blank leads in Salesforce from Unique Upload. What do I do?

Occasionally, Excel does not remove hidden characters from cells and RingLead will identify these cell as non-empty making it appear that your file has more rows than it actually does. To confirm, try selecting only the cells you need in Excel and copy/paste these to a new spreadsheet. Save and process the new spreadsheet as before.

How do I set up and use Unique Upload?

Using Unique Upload is easy. Once you’ve requested an install from the Salesforce AppExchange or from your RingLead representative, you’ll receive an email with instructions for installation. From there, here is the process for uploading lists:

1. Log in to RingLead and upload the file. The file can have up to 4000 rows (records).

2. Identify the columns, field actions and options for Campaigns, record types, Task activities and email notifications.

3. RingLead servers query your Salesforce database to find matches. Matching Leads, Contacts and Accounts are updated without losing information. Notifications to existing owners can be created.

4. New Leads not found to match existing Leads, Contacts or Accounts are created in Salesforce with optional notifications to owners.

In this guide, you will learn more about the following:

Step 1: File Preparation: Create a Unicode text file

Step 2: Upload the file to RingLead STEP

  1. File Preparation: Create a .txt File 1. Open your file containing the list of contact information in Microsoft Excel
  2. Verify that the first row contains headers (i.e. First Name, Last Name, Company, etc.)
  3. Be sure your file has no more than 4000 records as that is the maximum number that can be upload at once.
  4. Be sure to remove any hyperlinks from the file in Excel.
  5. Copy just the rows/columns with visible data, and paste into a new Excel file (not a new sheet in the same file).
  6. Select “Save As” from File menu and save as Unicode text. For Windows Users: In the “Save as File Type” drop down menu, select “Unicode Text (.txt)”. For Mac Users: Mac Users: In the “Save as File Type” drop down menu, select “UTF-16 Unicode Text (.txt)” for older versions and for newer versions select “UTF-8 Unicode Text (.txt)”.

STEP 2: Upload the file to RingLead, and then define Tasks, Campaigns and other options

1. Log in to RingLead and upload your unicode text file.

2. Identify Fields: Match the fields in Salesforce with the headers from your file. The left column “Salesforce Field Name” displays all standard and custom fields in your organization’s Salesforce. The second column “Your File” contains the first row in your file. The last column Field Action allows you to choose the action to take for each field for the matching Lead/Contact: Items marked with a red asterisk (*) help to find a matching Lead or Contact. These fields help Unique Upload to find matching records in Salesforce. Any other fields that will not be updated and are not used by Unique Upload to find matches do not need to be identified from your file.

3. Select Options for Matching Contact and Lead Options: These matching records will be returned to you in a file named matches.txt attached to an email. This file is for your reference only.

4. New Lead and Contact Options: After matching Leads and Contacts are matched and updated, RingLead can search for matching Accounts and Leads at the same company as the remaining people in your list. For matching Accounts, check both checkboxes if you would like to create Contacts at matching Accounts. These Contacts will be returned to you in a list called accounts.csv.

For new Leads, select the Lead Owner as one of the following:

  • RingLead user in Salesforce
  • Assignment Rule you would like to use for new Leads
  • User provided in your file.

The Salesforce User Name should be in your list. Contact RingLead to change this to use the Salesforce username For new Leads matching companies from existing Leads, RingLead can place a link in the description field of the new Lead to the matching Lead in Salesforce. This Leads will be returned to you in a list called companies.csv. All new Leads (excluding those matching any existing Leads from the same company if this option is selected) will be returned to you in a list called newleads.csv.

5. To set Record Type for new and matching Leads/Contacts, select a Record Type for new Leads and a Record Type for existing Leads from the dropdown list containing all active Lead Record Types available in Salesforce.

6. Select a Campaign and Member Status for new and matching Contacts / Leads, Unique Upload will generate an alphabetically sorted list of active Campaigns in Salesforce. If you don’t select any Campaign, no Campaign assignments will occur.

7. Select options to create a Task for new and matching Leads/Contacts: If “Create a Task” is checked, Unique Upload will create a task for the owner of the new or matching Lead/Contact. If this owner cannot be assigned a Task (i.e. the owner is a queue or an inactive user), the task will be assigned to the Unique Upload Salesforce User.

8. Enter email address for receiving the completed lists. Separate multiple emails with commas.

9. Continue to the next page to confirm your settings:

  • Verify the fields in Salesforce with sample data from your file then click “Process List” button at the bottom of page. This page allows you to view all selections along with real data from your list to verify the settings are correct before committing to them. You have the option to change any of the settings before processing the list by clicking the “Change Settings” button.
  • After you click ‘Process List’, your list will be processed then you will receive an email with the files mentioned above. If you receive a file called unfinished.txt, this means there was an error processing the records in your file. This is usually the result of a formatting error in the original file and this error will be included in a new column with the error message. Please refer to RingLead’s Knowledge Base for details, or forward the file to support@ringlead.com.
How do I update the Account address field with Unique Upload?

You can update the Account address when uploading a list using Unique Upload. If you choose the option to Create New Contacts in existing Accounts, and if a new record you are uploading matches an existing Account, then a Contact will be created in that existing Account. If you want the Account address to be updated with the new address from the newly created Contact, you will need to set the “Lead / Contact Standard Fields” Street or City field actions to Overwrite.

How do I use Check Boxes with Unique Upload?

On your list you will need to have “True” as the field value, and make sure you set the field action to “Overwrite” when you upload the list. You can also uncheck a check box field in Salesforce by setting the value in your list to “False” and setting the field action to “Overwrite”.

What date and time format should I use for web form submissions or list uploads?

A web form submission to RingLead with no date in a date field will not cause an error. RingLead accepts dates only in the following formats:

  • MM/DD/YYYY (For United States Locales)
  • DD/MM/YYYY (For all other Locales) Examples: 12/31/2013 31/12/2013

To change the Locale, contact support@ringlead.com.

Below is a JavaScript example to submit to RingLead for the current date (for the computer sending the form):

var currentTime = new Date() var month = currentTime.getMonth() + 1 var day = currentTime.getDate() var year = currentTime.getFullYear() document.getElementById(’00N30000001nd1g’).value = month + “/” + day + “/” + year

RingLead accepts dates only in the following format:

  • MM/DD/YYYY Examples: 12/31/2013 01/30/2013 DATE fields for Salesforce Tasks

For date fields on Tasks, we recommend the following format:

  • YYYY-MM-DD DATE / TIME formats

RingLead accepts date/time only in the following formats:

  • MM/DD/YYYY hh:mm:ss (For United States Locales)
  • DD/MM/YYYY hh:mm:ss (For all other Locales)
  • YYYY-MM-DDThh:mm:ss+hh:mm
  • YYYY-MM-DDThh:mm:ss-hh:mm
  • YYYY-MM-DDThh:mm:ssZ

It is recommended to submit date/time values to RingLead in GMT/UTC. Salesforce stores date/time fields in this format and displays the date/time for each user accordingly.

What does this error mean on my unfinished.csv list - ``INVALID_FIELD: Fault error accessing Salesforce``?

In order for RingLead to update a field in Salesforce, the field must be visible and completely accessible to the Profile of the RingLead user. To check the visibility of any field in Salesforce, and adjust field security settings, you must be a system administrator, or have “view All” and “Modify All” permissions.

1. Go to Your Name > Setup > App Setup > Customize > [Lead, Contact, or Account] > Fields.

2. Find the fields on the object that correspond to the columns on your list.

3. Click on a field name, and then click the “View Field Accessibility” button.

4. You will see a list of the Profiles in your Salesforce org, with the Field Access listed next to each one.

5. If the RingLead user’s Profile shows that a field is “Hidden”, click on the word “Hidden” there and edit the visibility on the next page by checking the Visible box, and saving.

What happens to unmapped data in Unique Upload?

RingLead wants to save all of your data. When uploading a list via Unique Upload, you have several options for archiving data that is not mapped to any other Salesforce field. Additionally, when data is removed or added to a record in Salesforce, the unwritten data can be archived. This data may go in the Description field, the Task Comments field if a Task is created, or the Description field for new records and the Task Comments field for existing records. To manage the placement of this data, use the radio buttons in the section ‘Unmapped Columns from Your File’ when uploading a list.

What types of Campaign Member status fields are supported in Unique Upload?

Unique Upload only supports the following types of Campaign Member standard and custom fields: Picklist Date Text (NOTE: This does not include a text area field).

Why is the Record Type changing in Salesforce when I upload a list?

Under Lead Settings in Salesforce Setup, there is a setting labeled, “The behavior used when applying assignment rules to manually created records.” In order to keep the record type from changing when you upload a list, you should set this to “Keep the existing record type” instead of “Override the existing record type with the assignee’s default record type.”

Why has my list not been returned in email?

Lists can take several hours to process depending on the size of your list uploaded and the size of your salesforce.com database (number of Accounts, Contacts and Leads). Sometimes emails can be blocked by anti-spam filters. Please check with your IT department about your company spam filter and ask to have support@ringlead.com to be added to the list of approved senders.

A temporary solution may be to add your personal email account when uploading a list. You can do this by entering comma-separated email addresses in the field “Email address to receive the updated list”.

Example: john@company.com, john@yahoo.com

If the list has not been returned within 24 hours, please send an email to support@ringlead.com with the approximate date/time the list was imported.

Can access to Unique Entry be changed after install? How can I perform this action?

If Unique Entry was set up initially to allow Admin access only, the access can be changed by using this Solution: Go to Setup > Develop > Pages, and look for the “RingLead Unique Entry for Lead” (also for Contact and Accounts). Click “Security” next to the page and then include all the Profiles that you want to give access to for the app.

Does Unique Entry work with ExperianQAS Address Verification?

RingLead collaborates with ExperianQAS to add a small amount of code into Unique Entry that would allow their address verification pop-up to work on the custom entry screens that come with our app the same as they would for the standard Salesforce entry pages. Normally, their application utilizes a sidebar component that would initiate their address pop-up. When installing Unique Entry, you override the standard entry pages with Visualforce pages provided by RingLead, therefore, their sidebar component no longer works. To replace this, we have modified our app to be compatible.

How do you enable Different Profiles for Unique Entry?

Go to Setup > Develop > Pages and look for the “RingLead Unique Entry for Lead” (also for Contact and Accounts). Click “Security” next to the page and then include all the Profiles that you want to give access to for the app. Note that any profiles not enabled will NOT be able to create new records on Leads, Accounts, and Contacts.

How Does Unique Entry determine matches?

Regarding the Account matching algorithm in Unique Entry, exact matches on Account Name (or very close to exact) will bring up duplicates regardless of other fields. If the Account name is close but not exact, typically the app needs other fields to match in some fashion in order for it to be able to flag a dupe. One of the other fields that is common to put it over the threshold like this is Owner. So, if the name is close, users will see records they own but not owned by others. This is expected behavior. Obviously the records owned by other folks would show if more info was added like phone, website, etc.

How do I disable Unique Entry?

In order to temporarily disable the RingLead Unique Entry “New” buttons on Leads, Accounts, and Contacts, you must reverse the settings that you used when you installed it. By completing the steps below, you will revert the buttons back to the original defaults set by Salesforce. If you do not have System Admin privileges in Salesforce, ask you System Admin to complete the steps below.

1. Go to Setup > Build (or App Setup) > Customize > Leads > Buttons, Links, and Actions.

2. Locate the “New” button in the center panel where all of the buttons, links, and actions appear.

3. Click “Edit” next to it, and the choose the “No Override” radio button, and “Save”.

4. You will do this same operation for Accounts and Contacts also. If you are uninstalling Unique Entry, you will need to complete the steps above before doing so.

What do I do when my Unique Entry new record Pages are not loading?

There are a number of things that might cause Unique Entry to hang on the “Loading…” page.

1. You are using Professional or Group Edition (and do not pay for API usage)

2. The user attempting to use Unique Entry does not have the “API Enabled” permission on their profile

3. The user is using Internet Explorer version 7 or earlier

4. The user is using a recent Internet Explorer version but viewing the page in “Compatibility View” mode (this can be checked in the “Tools” menu)

5. The user is using Internet Explorer 10. Even though Compatibility Mode has been turned off manually, it may still be running. Start the Developer Tools console while in IE10 by pressing F12, or clicking on the little gear icon at the top right of the browser page. The developer console will come up at the bottom of the page. Look at the pale grey menu bar at the top of the console display for “Browser Mode: Internet Explorer10 Compat View”. Click on it and change to just “Internet Explorer 10”.

6. During installation, the settings for user access were set to System Admins Only, or for specific Profiles, rather than for all users. To change these settings after installation, Navigate to the three Visualforce Pages that come with the RingLead package (for Accounts, Contacts, and Leads) by going to Develop > Pages > and click the “Security” link next to each page, and add the desired profiles to the “Enabled Profiles” list.

I am getting the error ``Users Not Able to Create New Records with Unique Entry``. What do I do?

Reasons why this could be happening: 1. Users do not have “API Enabled”. Solution: Go to the Profile of the user having the issue and check the System Permissions for that Profile to make sure the “API Enabled” box is checked. 2. App was initially installed with “Admin User Access Only”. Solution: Go to Setup > Develop > Pages and look for the “RingLead Unique Entry for Lead” (also for Contact and Accounts). Click “Security” next to the page and then include all the Profiles that you want to give access to for the app.

Why does Unique Entry find dupes for only some of our Record Types?

The Owner and Created By fields are taken into consideration when duplicates are being sought. So for example, it is very common for someone to type in First and Last name on a Lead or Contact and see only those which they have created or own… but upon adding other information (mobile, email, title, etc) those owned by other people then show up.

I am getting the message: ``Insufficient Privileges`` Clicking ``New`` in Unique Entry.

During the installation of Unique Entry, the wizard will ask which profiles should have access to use Unique Entry. You must grant access to all profiles, or hand-pick all those profiles which have access to create Leads, Accounts, or Contacts. If you do not, those users with profiles you didn’t grant access to will see an “Insufficient Privileges” message when attempting to create records. To fix this, go to

Setup > Develop > Pages, then find the Unique Entry pages below

Click the “Security” link next to each of the pages below, and add all Profiles that you want to give access to create new Leads, Contacts, and Account.

UniqueEntry.uniqueAccount UniqueEntry.uniqueContact UniqueEntry.uniqueLead

This will allow the User to successfully click the “New” button and utilize Unique Entry.

What is Salesforce Dupe Alerts? How is it different from RingLead's Unique Entry?

Salesforce recently released a new feature called Dupe Alerts, which detects duplicates in your org, similar to Unique Entry. Dupe Alerts can be accessed through Data.com administration. To check it out in your Sandbox, go to Setup, Data.com administration, and Duplicate Management (newly added on the side bar).

There are some key differences between Dupe Alerts and Unique Entry, as explained below.

Matching Rules

Matching Rules are where you set your duplicate logic when setting up your duplicate application. The creation of the Matching Rules may seem a bit more challenging in Dupe Alerts vs RingLead. Dupe Alerts requires default logic and programming, while Unique Entry is turnkey with nifty sliders to manage your settings.

Dupe Alerts Matching Rule Display

RingLead’s Unique Entry Matching Rule Display

Triggering a Duplicate Notification

In order to trigger a duplicate notification in Dupe Alerts, you must enter a few fields of data and then hit Save. At that point, after a lengthy load time (see next point), the duplicate alert will appear. With Unique Entry, the duplicate notification displays as you type in the fields, so there’s no wait time. In other words, with Unique Entry, you won’t be pulling your hair out as you have to go back and change information after you hit Save.

Load Time

There is a significant lag/load time with Dupe Alerts, while Unique Entry is much faster. We’ve found the load time to be 20-30 seconds in Dupe Alerts. As mentioned above, with Unique Entry, the duplicate detection is near immediate and displays as the system recognizes the duplicate, as you type it in. The load time with Dupe Alerts occurs after you hit Save.

Results Message

Once the duplicate is identified, both applications will display a screen to tell you about the duplicate. While the Unique Entry screen is very clear (and somewhat humorous unless you’ve set it to Boring Mode), the Dupe Alerts notification is cryptic. We have a few Salesforce experts in the room, and they couldn’t truly explain it.

RingLead’s Unique Entry Duplicate Results Display

Price

Dupe Alerts is free, however, it is limited in its capabilities. Unique Entry pricing is based on the number of address validations required and number of Salesforce seats. Overall, the cost is very low compared to the amount of money wasted on duplicate data, as shown in this infographic.

We applaud Salesforce for calling attention to the critical issue of data quality. They’ve recently paid attention to, and devoted resources toward, solving this problem for many users. For those users with very simple requirements, or those who aren’t concerned about the user experience, Dupe Alerts will work just fine. However, if you’re interested in solving one of the biggest challenges impacting your Salesforce data, your user adoption, and you desire the highest level of data quality, the clear choice is Unique Entry. Contact your sales rep for more information on these applications.

Is there a way to run searches within Profiler to find people or companies that have already been ran and collected?

If you click on Edit on the top left corner you can then do a find to see if that company or contact exists in any of your plans.

How do I create custom bookmarks?

Diver’s bookmarks are not just website favorite, but you can save your best search strings for future use. In addition to just saving the search string, you can create a custom bookmark by including wildcards like this . When you run that bookmark the next time, it will prompt you to fill in whatever value was in between . For ours it would let us fill in a location and title of interest.

How do I get more results with an email address?

When looking for email addresses, makes sure in your search string you include things like (“email:” OR “email me at” OR “my email”). It won’t guarantee the records have an email, but it will dramatically increase the number of results that do.

How do I improve my results in Diver?

Diver pulls results from your search results. If your results in Diver are not very targeted, it means that your search results in the search engine are not very targeted. Usually it is as simple as working with your search string and adding some advanced features to get the results you want. If you are looking to ensure your contacts have phones or emails, make sure to include that in your search string. If you wanted only people with specific experience or in a location, make sure to include keywords to require those skills or locations to be present.

How do I load a Macro in Diver?

1. Change your Dive for to Custom

2. Click the Macro button

3. Click Configure

4. Click Load

5. Browser to where you saved the Macro

6. Click Close

7. You can now run the macro you saved

8. Change you Dive for to Custom if it’s not there already

9. Click the Macro button

10. Run the Macro you saved.

How many results can I export in Diver?

Diver does not have an export limitations except for when you use the custom option. You can extract 1000 rows of custom data every day (i.e. 1000 LinkedIn profiles). Even if you reach the 1000 custom limit, you can still continue to use and export resumes or contacts, just not additional custom searches.

I keep getting a lot of poor results, how does it exclude them?

The easiest way to exclude your results that are poor is to change your keywords that you are searching with. If you add quotes to a phrase, or include an additional word, you often remove the majority of junk results that were previously coming back.

I know the industry I am targeting, but can’t seem to get any good results. Any ideas?

The most likely cause is the keywords you are using when building your plan. If the keywords are too generic, your results will have a lot of extra “junk” results as well. It is best to target keywords that are two or three words long and with quotes around them.

In Diver, how do you change the setting search results to “100 per page”?

This is one of the easiest ways to save time. Bing, Yahoo, and Google all have an option to show 100 results per page instead of the default 10. Diver will extract information from your entire page. Setting your “100 per page” helps you to have 10 times the work by doing all 100 on one page.

Which columns does the Filter search box work on?

The filter box searches through the entire grid to ensure whatever you type in is in the row. You can filter by anything in the grid including titles, area codes, education, or skill sets. After you have typed in your filter keywords, you will see the results change to the filtered down list of results that matching your filter.

Which search engine is best to use with Diver?

We suggest you use them all. Each search engine has a bit different results, and to get the most complete list of results, you should repeat your capture in yahoo, Google and Bing.

When should I use advanced filtering?

When your results contain a number of websites that contain your keywords but are not of interest, turning on advanced filtering can help. Advanced filtering allows you to setup “exclude keywords” to remove results that contain specific keywords. Be careful with your excludes keywords as you will not want to use something generic like blog or newspaper, as a company may have a corporate blog linked from their home page. The rule for excludes is that just like keywords, make then two or three keywords long and usually with quotes around them.

What do I do if the Data Shield schema is not being enforced in my org even though I set up a new schema?

Go to the Data Suite Set-up Tab > click on “Register and Configure” > Click “Shield Settings” > When the schema manager loads, select the appropriate scheme and click the Enforce button.

How do I disable Data Shield in Salesforce?

Go to Develop->Custom Settings-> click on manage of Shield Setting -> Click Edit -> Check the Disable for Lead and Contact. This should temporary take down Data Shield.

Why didn't Data Shield normalize my existing Marketo database?

The Marketo Data Shield will begin normalizing any new Leads that come into Marketo. In addition, if you run your database list through the Marketo Shield webhook step, your existing records will be normalized. If you do not see your existing records normalizing, it could be that your flow step for the Shield webhook is not placed correctly in your campaign. Please contact Support@ringlead.com to schedule a troubleshooting call.

What is the difference between Calibration Search and Full Search?

Calibration search will bring you back the first 50 results, use this for the initial test and refining stages of working with Market Mapper. Full Search should only be run once after you have added your additional keywords and returned 50 good matches with the calibration search.

How can I geographically target my search?

Market Mapper cannot be geographically targeted, but it can be geographically focused with the split by area function. Market Mapper will still search via the keywords found on the home and about page of a company’s site, but in most cases these pages will contain the location of the company. Be aware that if the company lists on their “contact us” page the location that matches your desired list, but that location is not on its home or about page, it will not show up in your results.

How can I use Market Mapper to find lists or directories?

Market Mapper can create a list of anything, including lists. One use for Market Mapper is to generate a list of associations for a specific industry. If you are using Market Mapper to generate lists, make sure that you turn on the .org targeting in your settings.

How to Turn on .org targeting

  1. Click the “Tools” menu and select “Settings” A new window will open.
  2. Click the “Domain limits” tab in the new window
  3. Check the “.org” box
  4. Click “Close” your settings will automatically save
How many keywords should I have when using Market Mapper?

When you start off, one keyword is best. You’re always going to end up with better quality data if you start with a big set of results and continue to focus them down. Additionally if you only use one keyword and your results are bad, you know what you have to change. When you are completely finished with your search you should have between 10 and 15 keywords to get the most complete list of companies.

What type of information do I use for Market Mapper?

Use descriptive language that would be indicative and unique to the homepage and “about” pages of the desired company websites. Whereas with Profiler you need a website, or Diver a page of search engine results, Market Mapper works using user input. For instance, if you’re looking for software development firms that speciialized in a particular language, I would evaluate companies by ensuring that their homepage or about us mentioned the following “development OR software AND objective-c”.

How do I capture a list if I do not have the login to access it?

If you do not have access to a directory, Eclipse will not be able to capture it for you. If you need a password to login, you must first get that login information before you can use Eclipse on that directory.

How do I load a Macro in Eclipse?

1. Click the Menu button

2. Click Macro

3. Click Configure

4. Click Load

5. Browse to where you saved the Macro

6. Click Close

7. You can now run you Macro

8. Click the Menu button

9. Click Macro

10. Click the Macro you saved

How do I use the auto-login features of Eclipse bookmarks?

Auto-login is a feature that allows you to store the user and password in your bookmark. If you store this information, you can open the link in Eclipse and it will auto-login to get you ready for the capture. You can right click after you have added a bookmark and use the login wizard option to put in the login information. After you have saved the bookmark, you will now see that double clicking and loading up the site will show you as logged in.

How do I use the Extract Text Block function?

Extracting text blocks is one of Eclipse’s most powerful functions. What you will need to successfully accomplish this task is a unique starting and ending point that will be found on every directory listing. You can then right click on the capsule column and use the “extract text block” option under the Capsules submenu.

What are the ``URL before`` and ``URL after`` columns for?

When you capture links in Eclipse, you will those two columns that are usually blank. If your links had something before the link, like a company ID number, that would show up in the “URL before” as it was right before the link. The “URL after” is similar in the nature that it captures whatever directly follows the link you captured. If they are both blank, you can use the delete column button to clean up those extra columns.

What type of data can I get from Eclipse?

Whatever is listed on a webpage can be captured by Eclipse, or in the case of directories anything that appears on “subpages”. The information itself can be contacts, entity information, statistics, prices, values, literally any type of information.

What type of information do I use for Eclipse?

Structured lists, directories, and tables are the best candidates for Eclipse; but Eclipse can be used on any web page on the internet, it just depends on what type of information you are trying to get. Fantasy football statistics, recipes, blog posts, if it’s on the Internet, Eclipse can get it.

When I create capsules, I keep getting errors in my capsule column. What do I do?

Depending on the error message, the list may not be capture-able. If you are getting error on every capsule, here are a few tests: Is Eclipse able to access the Internet? Open up the “Tools” menu and go into “Eclipse Options” Choose the network tab and press the “Check” button to verify that you get “Success” If not, make sure you put in any needed proxy settings Does every capsule have an error? This often happens if a website is in https:// instead of http://. The “s” stands for secure and some https:// sites will be beyond Eclipse’s ability to capture. Email support@ringlead.com with your example to allow us to test this for you. If you only get errors on some capsules the site may not be able to load pages as fast as you are pulling them in Eclipse. The easiest solution to this is to turn on “Human Mode” and attempt the capture again.

When would I want to create a macro in Eclipse?

If you plan to do the same capture many times, it would be something that creating a macro is designed for. If you are only capturing the site once, you will not save time by creating a macro. For the repeat captures, macros allow you to automate clean up tasks in the eclipse grid like extract text blocks and splitting columns.

When should I use Human Mode?

Human Mode will slow down the rate of your requests to mimic a human performing the actions. Human Mode in Eclipse should be used on any captures more than a few hundred results. If you are below that mark, it’s always safer to use Human Mode, but not as necessary.

What do I do if my Dupe Dive scan is not working?

Issue: For customers who installed Dupe Dive before May 28, 2014, checking the LEADerboard or running a scan after June 1st will show an error when trying to connect with the Remote Site. The solution is to uninstall and reinstall from the AppExchange; or, if you don’t want to lose your old scans, you can simply change the Remote Site Setting manually, and replace the “na13” with the word “secure”.

Getting Started - How do I install Capture?

What you will need to start:

  • Google Chrome Browser
  • Google Account and Credentials

Preparation

Verify any other users you might have registered or installed on Chrome in the settings, and select the correct user.

Open your Settings in the drop down tab in Chrome

Verify how many users are currently installed and registered in your user list.

If other accounts are installed into your Chrome Browser, verify that you have the correct account selected for Capture to be installed in the top left of the browser.

After you have verified the correct user is selected, you may begin the installation process.

New Installation

1. Navigate to https://www.ringlead.com/capture/ and Click “Install Now”

2. Chrome will prompts you to add the the Capture extension. Click “Add Extension” and installation of Capture will begin.

3. After Installation has completed Chrome will provide a second prompt indicating where you can find Capture in your Chrome extensions tray. Click close on this window and open Capture by clicking the Capture logo in the extensions tray.


4. Next complete the registration form by providing your name, email, company and CRM and click “Register”.

*Note, you will not be able to change the email associated here as it is the email currently synced with your Chrome
account.

5. After registering one final prompt will with the Capture License Agreement will be display. Read at your leisure by scrolling down and click Accept at the bottom of the window.

6. At this point Capture is setup and ready to begin capturing contacts from pages however it is not connected to your CRM. To complete connecting Capture to your Salesforce instance continue by click “OK” we prompted to finish setting up Capture.

7. You are taken to the settings screen where we can see that we are setup to export to Salesforce and the connection is currently not Authorized. Click the “Authorize” button to begin authenticating with Salesforce.

8. A new window will open up with the Capture connect to Salesforce wizard. Simply click “Connect” to begin.

9. The page will be redirected to the Salesforce Login page. Complete login as you normally would and you will be returned to Captures Salesforce Authorization page. This time it says that “Capture was successfully connected” to Salesforce.

Capture is now ready to capture lead and contacts from webpages and send them directly into your Salesforce instance.

Technical Questions?

Email support@ringlead.com.

Need Help Getting Started?

Use the Community Tab under searches.

Common Questions

Q. Google Chrome says that I am already signed into this account on this computer.
A. Verify that you have the correct user account selected in the upper left hand corner of the browser.
Q. When trying to use the Capture functionality, I am redirected to a site to buy or activate Capture.
A. If you have already bought and activated the Capture!, make sure to press the Reload Limits button before you start.
Q. Will my information entered into the registration fields be tracked?
A. We take privacy very seriously at RingLead. Please refer to our Privacy and Security page for more information.

How does RingLead integrate with Oracle?

RingLead is a Gold-level member of Oracle PartnerNetwork (OPN) and integrates its Google Chrome plugin, Capture, in the Oracle Cloud Marketplace. This offering is available to Oracle Sales Cloud customers.

For new customers not currently using Capture:

1. Install Capture
2. Once installed and in your Chrome browser, Click on the Capture Icon
3. Register for Capture and from the list of available integrations, select Oracle
3. By default Capture is set to export data into Salesforce. Change this to Oracle. Click on the Menu and click Settings
4. Within the Settings menu, click Change to update the CRM export destination
5. Click on Oracle and click Select
6. Configure the Oracle Sales Cloud API access (for questions on this step, contact support at support@ringlead.com)
7. Click Save Settings in order to configure Oracle Sales Cloud with Capture

For existing Capture customers not integrated with Oracle Sales Cloud:

1. Click on the Capture icon in your Google Chrome browser
2. Click on Menu and click Settings
3. Within the Settings menu, click Change to update the CRM export destination
4. Click on Oracle and click Select
5. Configure the Oracle Sales Cloud API access (for questions on this step, contact support at support@ringlead.com)
6. Click Save Settings in order to configure Oracle Sales Cloud with Capture

Now you can begin capturing contact data and importing it directly into Oracle Sales Cloud. For more information or troubleshooting, contact support at support@ringlead.com.

What is the Oracle Cloud Marketplace?

The Oracle Cloud Marketplace is a one-stop shop for Oracle customers seeking trusted business applications and service providers offering unique business solutions, including ones that extend Oracle Cloud Applications. Oracle Cloud delivers the industry’s broadest suite of enterprise-grade public cloud services, including data as a service (DaaS), software as a service (SaaS), platform as a service (PaaS), and infrastructure as a service (IaaS).

The Oracle Cloud Marketplace not only offers an intuitive user interface to browse and search for available applications and services, but also provides user ratings and reviews to help customers determine the best business solutions for their organization. With its new automated application installation features, customers can easily deploy provider business applications from a centralized cloud interface.

What is the Oracle PartnerNetwork?

The Oracle PartnerNetwork (OPN) is the latest version of Oracle’s partner program that provides partners with tools to better develop, sell and implement Oracle solutions. OPN Specialized offers resources to train and support specialized knowledge of Oracle products and solutions and has evolved to recognize Oracle’s growing product portfolio, partner base and business opportunity. Key to the latest enhancements to OPN is the ability for partners to differentiate through Specializations. Specializations are achieved through competency development, business results, expertise and proven success. To find out more, visit http://www.oracle.com/partners.

How do I start Using Capture?

Getting Started with Capture

If you don’t have Capture already installed start here.

Capture makes it easy to locate, research, and import into your CRM

How do you Connect Capture to Marketo?

To connect Marketo to Capture we need to first create the necessary Roles, Users, and Services in Marketo. If you already have an LaunchPoint Service you wish to use jump to Getting Service Credentials.

  1. Create an API Role
  2. Create an API User
  3. Create a Service
  4. Getting Service Credentials
  5. Entering Marketo Credentials into Capture

To get started log into your Marketo as an administrator and navigate to Admin > Security > User & Roles.

1. Create an API Role

From here review your existing roles by clicking the Roles tab for one that either has API access enabled. If one does not exist create a new Role by clicking New Role otherwise skip to Create an API User.


Enter a name for the Role indicating it’s purpose and Select the required API permissions (listed below) and click Save.

  • Approve Assets
  • Execute Campaign
  • Read-Only Activity
  • Read-Only Assets
  • Read-Only Campaign
  • Read-Only Lead
  • Read-Write Activity
  • Read-Write Assets
  • Read-WriteCampaign
  • Read-Write Lead

2. Create an API User

The API user is special from regular logins and cannot be used to log into with Capture. If you already have and API user you wish to use skip to Create a Service. For this reason even if you already have a user you will need to create a second user for them exclusively for Capture.

To do so click the Invite New User button and fill out the info tab with information relevant the the user.

Tip: You cannot use the original user’s email address but since this user will not receive any emailed information and because this is a trick with most email systems add a +API or +Marketo to the end of the recipient to create a valid email address that most likely can be emailed to (depends on your email provider). ex. Capture@RingLead.com => Capture+API@RingLead.com or Capture+Marketo@RingLead.com

After complete basic user information click Next and select from the permissions your existing or new API Role. Additionally, you will need to check the API Only option below the roles.
On the final step click Send to complete user setup.

3. Create a Service

Navigate to Admin >Integration > LaunchPoint. Here you will see any previously installed services. If you already have a service you would like to use skip to Getting Service Credentials.

To create a new Service click New > New Service. Enter a display name relevant to the user that you will be using this connection and the service “Custom”. This will display some additional settings below. Enter a description (can be the same as the name) and select the API Only User that you previously create and click Create.

4. Getting Service Credentials

With the service you wish to use click on the View Details link in the right most column. This will bring up a dialog called Details and contains Client ID and a Client Secret. These two pieces will be entered into Capture. Copy these into a notepad or other temporary location. Next we need to get your Marketo Account ID. It is available in a number of different places but the easiest is to navigate to Admin> Integration > Munchkin where you will see a field labeled Munchkin Account ID. Copy this value and place it in the same temporary location as the Client ID and Client Secret.

Note: We do not recommend saving these values to your computer or else where as they do grant API access to your Marketo account. Once entered into Capture please discard any temporary storage of these values.

5. Entering Marketo Credentials into Capture

Open Capture from the Chrome extensions tray and click the Navigation Menu and select Settings. (left)

Locate the Export To field and click Change. From this dialog select Marketo and click Select. (below)
This will take you back to the Settings page where three new fields will be available, Client ID, Client Secret, and Marketo Account ID.

Using the values you gathered in Step 4 fill these field in and click Save Settings.

At this point your instance of Capture should be ready to go with Marketo.

Capture v2.1 Release Notes

We are very excited to introduce our community to the new Capture,” said Alfandary. “This version features a brand new design, an easier prospect management system, company data enrichment, mass duplicate check, enhances Salesforce integration, and additional integration options. The new version will be available in mid April, when all customers will be automatically upgraded,” he said.

Brand New Design

Capturing information from web pages, social media sites, a browser text selection, or from a keyboard is even easier than with the previous version of Capture. With the three new options: “Page, Text Selection and from Clipboard” information travels from the web into a CRM or a spreadsheet faster than ever.

Easier Management of Your Prospects

RingLead has made it easier to manage the prospects collected in Capture and CRM integrations are a now a snap. Select one or more records using the redesigned Actions button and easily export to a CSV file or connected CRM.

Mass Duplicate Check

In comparison to the previous version where you had to check for duplicates one at a time, the new Capture allows for mess duplicate check. Simply mark contact cards and hit the Check Duplicates button, and RingLead will do the rest for you, providing a significant productivity boost for your prospecting team.

Company Data Enrichment

When researching prospects using Capture, RingLead may return additional information on the company or organization of a company’s prospects.

The new release of Capture will return the following company data whenever it is available:

●Industry

●Annual Revenue

●Estimated Number of Employees

●Company Website

●Company Social Profiles (Twitter, Facebook Pages, LinkedIn Page, and more!)

Enhanced Salesforce Integration

RingLead has enhanced its Salesforce integration making it even easier to create or update Leads and Contacts. The standard Salesforce field mapping as well as map custom fields are now easily manageable.

More Integration Options

RingLead is pleased to announce integrations with even more partners such as Oracle, Microsoft Dynamics, Marketo, and eRecruit. Additional integration partners can be added by reaching out to a RingLead sales representative. They will be able to see how it might still be possible to use Capture with a different type of CRM.

Capture v2.2 Release Notes
  • Added settings for Max Contacts and Page Size
  • Added navigation to Release Notes web page upon installation/upgrade
  • Improved Export to CSV (added firmographics and email verification details)
  • Added new data sources for Premium Capture licenses
Capture v2.3 Release Notes
  1. Company Research – Now you can research using just the company name. In seconds, Capture will provide pristine firmographic data such as revenue, number of employees, and corporate address.
  2. New integration with SalesLoft to easily sync contact information to accelerate sales automation.
  3. Current customers with Group Licenses are now able to add and delete users through the admin parent account.
Capture v2.4 Release Notes

What’s new for this release?

  • NEW Get-Started Tutorial – Step-by-step guide on how to start using Capture, highlighting key functionality with a streamlined CRM and Marketing Automation Platform setup process.
  • NEW Outreach.io Integration – Allows users the ability to export contacts to Outreach.io.
  • NEW Icons for Email Verification Status – Checkmark icons replaced with D and E (gray/blue) to confirm website domain and email verification.
How do you add custom campaign member fields in Web-to-Lead?

The following will allow you to add Custom Campaign Member fields with our Web-to-Lead application.

1. Log in to RingLead, select your Web-to-Lead web form script. Under advanced configurations, make sure the “Create New Lead Option” option is set to: “Create Lead with Salesforce API”

2. Find the custom Campaign Member API field name in Salesforce Setup. Example: MemberCustomField__c

3. Identify the Campaign ID, which will be a unique combination of numbers and letters and will start with 701. You can locate this by navigating to the Campaign in Salesforce and viewing the URL (ie. https://na10.salesforce.com/701F0000000AzNb ) In this example, the Campaign ID = 701F0000000AzNb

4. Add a line of HTML to your web form. The value for ‘input name’ will be comprised of three parts:

  • RL_Campaign will not change
  • MemberCustomField__c is your Campaign Member Custom Field (NOT Campaign Custom Field)
  • 701xxxxxxxx will be the Campaign ID You will also need to add a separate line of HTML for “member status,” which is shown in the example below.

5. (Optional) Adding multiple campaigns. A unique Campaign member status can be associated with each of the Campaigns by adding a new hidden field for each Campaign. You will first need to identify each Campaign ID using the process mentioned above. Then, you can simply add an additional line of HTML for each additional Campaign that you would like to add. In this example, we will have two separate campaigns, 701600000008Zie and 701600000008gRz.

Can I programmatically send to RingLead?

Yes. You may use a program to send records to your Web-to-Lead web form script. However, a delay of 10 seconds is requested between submissions. Failure to do so may result in you account being suspended by RingLead.

Can Unique Web-to-Lead's default matching logic be changed?

RingLead’s Unique Web-to-Lead matching logic can be adjusted in several ways.

EMAIL MATCHING

RingLead can handle email matching in various ways. Much like the match by Id feature, RingLead can match by a unique Email address. Additionally, RingLead can ignore emails or require that both email and name be an exact match. To manage these settings: Log in to RingLead and select a Declone Web-to-Lead web form script. Under ‘Advanced Search options for Leads and Contacts’. Choose one of the following Standard:

  • Match by email/first/last/company/phone/address, etc. (recommended)
  • Email Only – Match by email ONLY and disregard first/last/company/phone/address, etc. Email or Phone Exact Match – Exact email or phone are required for matches. Matching Email is not enough to consider a match. Ignore Email – Match by only first/last/company/phone/address/website and ignore email.
  • Email and Name Required – Exact email and first/last name are required for matches. Matching Email is not enough to consider a match.

MATCH BY SALESFORCE ID OR CUSTOM FIELD

Online registration systems can store a unique ID in the browser session that corresponds to a field in Salesforce. The RingLead “Match By ID” feature allows customers to submit a hidden field in a web form to RingLead. RingLead will match by this unique ID and update the existing record in Salesforce. The following TWO changes are required:

1) Log in to RingLead and select a Declone Web-to-Lead web form script. The first item in the Advanced Features section is “Match By Unique Field”. Choose one of the following two options: Match by Salesforce ID: If a Lead or Contact ID is submitted as a value in your web form, RingLead will match the record in Salesforce with that Id. If no value is submitted, RingLead will attempt to find a matching Contact, Lead and/or Account. Match by a Unique Custom Contact and Lead Field: If a value in the custom field below is submitted in your web form, RingLead will match by this unique ID. If no value is submitted, RingLead will attempt to find a matching Contact, Lead and/or Account.

2) The web form submitted must contain a value in the field “SalesforceID”. For Example: For a Lead ID: For a Contact ID: For a CustomID:

How do you change the Task Status via Web-to-Lead?

When a matching record is found after a web form is submitted, RingLead Web-to-Lead can create a Task for the owner of the existing Lead, Contact or Account. The default Task Subject, Priority or Owner can be changed in the Web-to-Lead configuration page. Any values submitted with the web form will overwrite the defaults settings configured after logging into RingLead. Many Task options can be determined using hidden fields within your web form. Example for changing the Status from In Progress to Completed: Replace the value=”In Progress” to value=”Completed” in the portion of your web form.

How do you create a converted Lead for new Contacts at existing Accounts?

If no matching Contact or Lead is found, you can configure Declone Web-to-Lead to search Accounts and create a new Contact. This option will create a new Lead then convert the Lead to a new Contact and attach the Contact to the existing Account. This can be helpful when reporting on Leads (converted and not converted).

To enable the feature to create the converted Lead, add the following hidden field to your web form: convertedStatus

The value of this field must be one of the values created in Salesforce (Setup > Customize > Leads > Fields > Lead Status). HTML Example: WARNING: Field mapping for Leads converted to Contacts is defined in Salesforce (Setup > Customize > Leads > Fields > Map Lead Fields).

How do you create a Second Task with Unique Upload or Unique Web-to-Lead?

When uploading a list with Unique Upload, or configuring your Web-to-Lead script, you have the ability to create a second Task for new and matching Leads and Contacts. For example – The first Task can be created to log the list upload and archive field values for each person in the list. The second Task can schedule a follow-up for each person in the list.

How do you declone Web-to-Lead Configurations? What are the instructions for Advanced Search Options for Leads and Contacts?

Your RingLead Web-to-Lead search option is set to match a duplicate based on email only. This means that the first and last name are the same but the email address is not, so RingLead will ignore it as a duplicate. Follow the instructions below to update your Declone Web-to-Lead Configurations and Advanced Search options for Leads and Contacts.

1. Log in to your RingLead account at login.ringlead.com.

2. From the Home tab, scroll to the Declone Web to Lead section (the third section from the top). Select the Web-to-Lead script that you are inquiring about, and click “Go” to configure your settings.

3. Go to Advanced Configurations | Configure Options for Leads and Contacts (Matching and New) | Advanced Search options for Leads and Contacts Here you can choose to detect duplicates on a variety of criteria.

How do you declone Web-to-Lead Hidden Fields in a Web Form?

The following hidden fields for Tasks, Campaigns, Assignment Rule, and Email Notifications can be placed in a web form to set the value in Salesforce in the new or matching Lead or Contact. Be sure to test your web form for each hidden field added.

Task Subject: Task Priority: Task Status: Task Owner:

You must use a valid User ID, which can be found by viewing the Salesforce User then copy and paste it from the URL. Below is an example of the URL for a User: https://na.salesforce.com/00530000000cGc8 In this example the Salesforce User ID is 00530000000cGc8 Lead Source Campaign Association You must use a valid Campaign ID which can be found by one of two ways:

1) Use Salesforce Web-to-Lead to create the HTML for the web form which includes the Campaign field Names and IDs.

2) View the Campaign in Salesforce then copy and paste it from the URL. Below is an example of the URL for a Campaign:

https://na.salesforce.com/70130000000ExP4

In this example the Campaign ID is 70130000000ExP4 Campaign Member Status NOTE: The Campaign Member Status is always overwritten for each web form submission. Example “Sent” Campaign Member Status would be changed to “Responded”)

Why are my tests not working for duplicate prevention?

Testing duplicate prevention can become complicated. When testing, the company name should be formatted like a real company name and the variations should be identical to common typos. The company name suffix like “Inc.” “LLC” “Corporation” is especially important.

For example:

  • Apple Inc.
  • Apple Apple Corporation
  • Avoid typos like these:
  • AtTask Inc. – TEST ACCOUNT
  • AtTask Inc.- TEST ACCOUNT

For MATCHING SALESFORCE ACCOUNTS and creating a New Contact, use the same email and website domain to improve matching. Web form submission or list uploaded examples to improve matching the Account Website field.

  • johny.applegate@apple.com
  • karen.babylon@apple.com

Matching Salesforce Account has a Website field with the same domain. Examples:

  • apple.com
  • www.apple.com
  • http://www.apple.com
  • http://www.apple.com/home.php
What is the Genius Integration process with Unique Web-to-Lead?

Genius processes the web form submission then submits form values to RingLead. RingLead updates Salesforce and response to Genius with the Salesforce ID of the matching or new Lead/Contact. Genius Setup Integration Demo http://www.genius-cs.com/on-demands/ringlead-genius.wmv

1. After activating RingLead Declone Web-to-Lead, the following two options must be selected in RingLead setup: Unique Web-to-Lead > select web form script > Advanced Configurations

2. Select: Create Lead via salesforce.com’s API Unique Web-to-Lead > select web form script

3. Select the following dropdown for “Web Form Field Names”: Salesforce API Name Only

4. In Genius, select ‘RingLead’ for the de-duplication option and enter the RingLead URL displayed as the Form Action URL in RingLead.

Web Form Field Names

RingLead can be configured to accept web form field names in two formats. Below are examples for the two options.

Salesforce Web-to-Lead HTML Generator: (default option)
first_name
last_name
email
00N60000001JykQ (custom Salesforce Lead field ID example)

Salesforce API Field Names:
FirstName
LastName
CustomField__c

To configure RingLead to accept Salesforce API field name, login to RingLead, click on the Web-to-Lead tab.

1. Choose the web script you wish to edit, and click the “Go” button.

2. On the following page, look under the Salesforce Password box for the option for “Web Form Field Names”.

3. Choose from the drop-down box either the Salesforce Web-to-Lead names (default), or the Salesforce API Field Names, and click Update.

NOTE: If these options are not available in RingLead, please email support@ringlead.com.

How can I add multiple Campaigns to a single web form?

To associate multiple campaigns to the new or matching Lead/Contact for a web form submission, make sure “Lead creation via API” is configured correctly in your configuration settings.

  1. Log into RingLead and select the web form script.
  2. Go to “Configure Options for Leads and Contacts (Matching and New)” page.
  3. In the “New Lead Options” section choose “Create Lead via salesforce.com’s API”.
  4. To associate the matching Lead or Contact or the new Lead or Contact to more than one Campaign, add hidden fields to the HTML for your web form.
  5. A unique Campaign member status can be associated with each of the Campaigns by adding a new hidden field for each Campaign.
  6. Below is an example of associating two Campaigns each with their own member status: CAMPAIGN #1: CAMPAIGN #2:
How can the Lead Status be updated for Leads?

The Lead Status field in Salesforce is a unique Lead field and requires special handling for RingLead. To overwrite the Lead Status for matching Leads add the following HTML to your web form. For setting the Lead Status for new Leads, the option “Create Lead via salesforce.com API” must also be selected in RingLead login. Change the value below (Working – Contacted) to the Lead Status value you prefer.

CONVERTED LEADS

If the value sent from your web form for Lead Status is a “Converted” status defined in Salesforce ( Setup > Customized > Leads), the Lead will not be converted. To convert a Lead when creating a new Contact in an existing Account, view the solution below. Create a converted Lead for new Contacts at existing Accounts.

Create a converted Lead for new Contacts at existing Accounts If no matching Contact or Lead is found, you can configure Declone Web-to-Lead to search Accounts and create a new Contact. This option will create a new Lead then convert the Lead to a new Contact and attach the Contact to the existing Account. This can be helpful when reporting on Leads (converted and not converted). To enable the feature to create the converted Lead, add the following hidden field to your web form:

convertedStatus

The value of this field must be one of the values created in Salesforce (Setup > Customize > Leads > Fields > Lead Status).

HTML Example:
<input name=”convertedStatus” type=”hidden” value=”Qualified”>

WARNING: Field mapping for Leads converted to Contacts is defined in Salesforce (Setup > Customize > Leads > Fields > Map Lead Fields).

How does Declone Web-to-Lead match Person Accounts?

If Person Accounts are enabled in your Salesforce organization, RingLead will match and update these records just like any Lead or Contact. If you wish to exclude Person Accounts from your RingLead search, you may disable this option in RingLead.

1. Login to RingLead and select your web form script.

2. Click “Configure Options for Leads and Contacts (Matching and New)” under “Matching Leads, Contacts and Accounts”

3. Uncheck “Search Person Accounts”

How does Declone Web-to-Lead update the D&B DUNS number?

Web forms submitted can be configured to populate a custom field with the D&B DUNS number. This service is available from StrikeIron, a 3rd party salesforce.com partner. Once your StrikeIron account is active it can integrate with RingLead. Setup Process:

1. Purchase the following StrikeIron service (trial is available for 25 free forms): D&B Business Prospect Web Service 2.0.0 http://www.strikeiron.com/ProductDetail.aspx?p=341

2. Create a custom field for both Leads and Accounts. The Lead custom field name must be identical to the Accounts custom field. We recommend the API field name DUNS_Number__c. The Data Type should be Text and the length set to 255.

3. Login to RingLead and select the Declone Web-to-Lead web form script. In the section labeled “StrikeIron Services Integration” enter the API field name of the custom field created in step 2 above into the box next to “Business Prospect Web Service”.

4. Select the Declone Web-to-Lead web form script again and click “Configure actions for updating fields” link in the Search existing Leads section. Confirm the custom field in step 2 is displayed on this page. Be sure to click the “Update Field Actions” button at the bottom of the page.

REQUIREMENTS FOR THIS FEATURE:

a) The company name submitted in the form is required.

b) The country field must be submitted using the standard two letters (examples: US or CA).

c) If the country is US, the state field must also use the standard two letters (examples: NY or NV).

d) If the country is CA, the state field must also use the standard two letters.

How does Pardot work with RingLead Unique Web-to-Lead?

Pardot, a marketing automation platform, and Salesforce, connect to RingLead as a deduplication partner. Pardot’s unique identifier is the email address, but RingLead is able to use multiple data points (not just email) to search for and update an existing Contact, Lead or Account in Salesforce, or to create a new Lead if there is not a match.

If a prospect fills out a Salesforce Web-to-Lead form, RingLead is responsible for finding the multiple fields of criteria in Salesforce (First Name, Last Name, Email, Address, Phone, and so on…) so that a lead is not created twice in Salesforce even if they have used more than one email address.

You can take advantage of RingLead’s deduplication benefits by using Salesforce Web-to-Lead forms and letting prospects naturally sync down to Pardot from Salesforce (which can be enabled in your connector settings).

If you place Web-to-Lead forms on Pardot landing pages or web pages with your Pardot tracking code, the Salesforce Web-to-Lead form submission will not be tracked in Pardot, but Pardot will still cookie and track the visitor anonymously. If the visitor doesn’t exist in Pardot, fills out a Web-to-Lead form, and later converts on a Pardot form or clicks on a tracked email link, the visitor’s activity will become associated with the lead/prospect that was created by the Web-to-Lead form and synced to Pardot.

If the prospect already exists in Pardot, and is syncing to a Salesforce record, email and other changes from the Web-to-Lead forms will sync down to Pardot depending on your connector settings.

How does RingLead integrate with Eloqua?

RingLead’s real-time de-duplication and Lead management complement Eloqua’s Demand Generation. Web forms are deduped in real-time instead of during nightly Eloqua/Salesforce synchronization and uses RingLead’s advanced de-duplication technology. RingLead Declone Web-to-Lead can be configured to work with Eloqua by using the CRM Integration included with Eloqua Express, Eloqua Team, and Eloqua Enterprise. For more information about Eloqua CRM Integration, visit: http://www.eloqua.com/products/

BENEFITS

Allow real time updates of campaigns within Salesforce; no need to wait for the nightly synchronization with Eloqua. Prevent duplicate Contacts and Leads from entering Salesforce. Enhance the accuracy of Eloqua’s reporting.

INTEGRATION STEPS

1. To integrate RingLead with Eloqua, first activate the RingLead Declone Web-to-Lead service.

2. Login to RingLead and select the “New Lead via API” option for the web form script. Declone Web-to-Lead tab > select the web form script > Configure Options for Leads and Contacts > New Lead Options

3. Contact RingLead Support to allow your form to submit Salesforce API Field Name (FirstName, Custom__c) instead of the Salesforce Web-to-Lead field names (first_name, 00N00000000123).

4. Select one of the two options below depending on if your web forms are created within Eloqua or not.

OPTION 1: INTEGRATION STEPS FOR FORMS CREATED IN ELOQUA (recommended with Eloqua workflows)

1. Login to Eloqua and setup form field mapping for reposting web form submissions. Include the hidden field “oid”.

2. To get the value of this field, use the Salesforce Web-to-Lead HTML Generator (Setup > Customize > Leads > Web-to-Lead). Select any fields and click “Generate”. The “oid” field name and value will be displayed. Example: In addition to the standard Web-to-Lead fields, you’ll need to configure Eloqua to submit the following to RingLead: elqSiteID = [your Eloqua customer number] elqFormName = [the Eloqua Form Name] RL_EloquaTrigger = true

3. Please contact your Eloqua support representative if you are unsure how to configure these fields. Once configured, the following will take place for each web form submitted:

  1. A prospect browses on the Eloqua customer’s website. This activity is logged in Eloqua database and linked to the prospect’s browser cookie and/or IP address.
  2. The prospect later completes a web contact form which is submitted to Eloqua. In the Eloqua database, the contact info is linked to the website activity by using the prospect’s browser cookie and/or IP address.
  3. Eloqua submits the form data to RingLead and RingLead searches for a matching Lead, Contact and/or Account in Salesforce. If a match is found, Salesforce is instantly updated. If no match is found, a new Lead is immediately created in Salesforce. RingLead sends the Salesforce ID back to Eloqua.
  4. During the nightly synch, Eloqua links the Lead or Contact in Salesforce to the Eloqua database with a Lead Activity containing the prospect’s website activity.

OPTION 2: INTEGRATION STEPS FOR FORMS not CREATED IN ELOQUA

  1. Add a hidden field “oid” to your web form. To get the value of this field, use the Salesforce Web-to-Lead HTML Generator (Setup > Customize > Leads > Web-to-Lead). Select any fields and click “Generate”.
  2. The “oid” field name and value will be displayed. Example: Change the form action to submit the form to RingLead.
  3. Login to RingLead to obtain this form action URL.
  4. Finally, add the following hidden fields to your web form: elqSiteID = [your Eloqua customer number] elqFormName = [the Eloqua Form Name] RL_EloquaTrigger = true Submit a test form and wait for Eloqua to sync with Salesforce. Eloqua can be configured to sync every 5 minutes or every 24 hours.
How does RingLead work with Marketo?

 

RingLead fully integrates with Marketo’s marketing automation and demand generation applications. Below is an overview of how Marketo integrates with each RingLead application.

WITH WEB CONTACT FORMS

When using Marketo forms without the RingLead integration, the person is created in Marketo, but not in Salesforce. If a matching Salesforce Lead or Contact exists, Marketo will not synch unless the email matches exactly to an existing Lead. By first posting the web form to RingLead Unique Web-to-Lead, the Salesforce ID is returned by enabling the RingLead Return ID feature. The Salesforce ID can then be posted to Marketo along with the web form submission values submitted from the form.

SCENARIOS

A. No Match Found in SFDC When the RingLead Webhook does not find a matching Salesforce Lead, Contact, or Account, RingLead WILL NOT create a new Salesforce Lead. The Marketo sync (or a “Send to Salesforce” flow step) WILL create a new Salesforce Lead.

B. Matching Lead/Contact in SFDC When the RingLead Webhook finds a matching Salesforce Lead or Contact, RingLead will update the matching Lead/Contact. The RingLead Webhook will then merge the matching Marketo lead and delete the Marketo lead which was sent through the webhook.

C. New Contact created in matching SFDC Account When the RingLead Webhook finds a matching Salesforce Account, RingLead will create a new Contact in the matching Account. Simplified flow:

  1. Lead1 comes into Marketo and goes thru webhook.
  2. We search for existing, and if match account, then create a new contact.
  3. Marketo creates a temp dupe Lead in SF (Mkto Lead2), then there is a 10 min wait before new SF Contact is created by Marketo as a new temp Mkto Lead2.
  4. New temp Mkto Lead2 goes thru webhook, and merges Mkto Lead2 into SF new Contact.

Testing: **Confirm the Marketo lead and Salesforce Lead / Contact are updated and linked: -Matching Salesforce Lead / Contact: Confirm the new Marketo lead is synced to the existing Salesforce Lead or Contact: See “SFDC ID” in the “Lead Info” tab. If the existing Salesforce Lead or Contact was already synced to a Marketo lead, the new duplicate Marketo lead created is merged with the original Marketo lead. If it is not synced to the existing Salesforce Lead or Contact, view the Marketo Activity Log to confirm it was sent through RingLead before synced to Salesforce.

New Salesforce Contact in matching Account:

  • Search by email in Marketo for the new lead.
  • If a second Marketo lead exists, it will be sent to RingLead via the webhook for RingLead to merge and link to the Salesforce Contact. This should occur immediately, but if it does not, check the Marketo Campaign “Send Lead to RingLead” to determine why the Marketo lead was not sent to the RingLead webhook.
  • Also, check the Activity Logs for both Marketo leads to confirm it was sent through RingLead BEFORE synced to Salesforce. -New Salesforce Lead: Confirm the new Marketo lead is synced to the new Salesforce Lead: See “SFDC ID” in the “Lead Info” tab.
  • Search Salesforce for the new Lead. If the new Salesforce Lead was not created, view the Marketo Activity Log to confirm it was synced to Salesforce.

NOTE: If customer is not automatically synching everything from Marketo to SF, they will need to add an additional synch step to merge the Lead2 and Contact in Marketo; Or, they can add an additional smart campaign in the RingLead Program with trigger as “Data Value Changes”: RingLead Status = true, Flow = Synch Lead to SFDC.

MERGING EXISTING DUPLICATES ALREADY IN SALESFORCE AND MARKETO

RingLead Data Cleansing merges existing duplicates in Salesforce. Marketo will discover the merge and perform the same merge in Marketo. The process may take a few minutes for the merge to occur in Marketo after the merging in Salesforce is completed by using RingLead. The Marketo lead scores are added together. Marketo Lead Scoring for web forms:

  • To score activities like “Filled out the form” we recommend that you score the Closed Task RingLead creates. For example, if you were to create a Closed Task for filling out a price quote or registering for an event, you could base your Lead Scoring on a standardized Task Subject Line syntax. This would allow you to retain the scoring benefits of Marketo activity logging, similar to what happens when a Lead/Contact fills out a Marketo form. Requirement:
    • RingLead Unique Web-to-Lead activated
    • Marketo login with Marketo API access: Web development to accept from RingLead the Salesforce ID of the existing or new Salesforce Lead or Contact. This Salesforce ID returned from the RingLead HTTPS POST can be inserted into Marketo via the Marketo API UPLOADING LISTS When uploading a list to RingLead, existing Salesforce Leads and Contacts are updated and new Leads and Contacts are created. Marketo will do a sync with Salesforce and pull down the new Leads. The process may take a few minutes for the merge to occur in Marketo after RingLead has processed the list.
How does the RingLead / Marketo Contact Creation on Matching Accounts work?

1. Lead 1 comes into Marketo and goes through the RingLead program webhook.

2. We search for existing, and if match account, then create a new contact.

3. Marketo creates a temp dupe Lead in SF (Mkto Lead2), then there is a 10 min wait before new SFDC Contact is created by Marketo as a new temp Mkto Lead2.

4. New temp Mkto Lead2 goes through the webhook, and merges Mkto Lead2 into SFDC new Contact.

Note: To preserve the original Lead source on the new contact, you need to add Lead Source to the Webhook for thos with the Contact Creation, and set the field actions to Update if Blank, rather than Overwrite. Add this step to ALL W2L/Mkto integrations with New Contact features. Add Lead Source to Webhook. Set RingLead field actions to Update if Blank (not Overwrite since it affects matching Lead/Contact).

**Overwriting Lead Source will not work for normal scenarios; RingLead matches a Lead/Contact and overwrites the Lead Source.

How do I allow duplicates to be created for different departments or product interests?

This Declone Web-to-Lead feature allows customers to choose a single field to determine if a duplicate should be created or not. This can be helpful for allowing duplicate Leads/Contacts for different departments or for different product interests or different types of Accounts (customers vs. non-customers). If the field value submitted in the web form does not match the value in Salesforce for this field, then a duplicate will be created.

A query to find matching Contacts will ignore any Contact with the Contact field or the Account field not equal to the value submitted. A new Lead will be created instead. The same is true for existing Leads. If a Lead with field equal to “Product A” comes in and existing Lead with field “Product B” or “Product C” exists, these Leads will not be matched. Only a Lead with the same value “Product A” will be matched, otherwise a new Lead will be created.

For new Contacts in existing Accounts, any existing Account with the Account field not equal to the value submitted will be ignored. A new Lead will be created instead. Log in to RingLead to define a special field for Accounts, Contacts and Leads. Using a Field with a ‘Picklist’ or ‘Formula’ Data Type is highly recommended.

ADD FIELDS TO WEB FORM

This field must be added to the web form using the Salesforce Web-to-Lead HTML Generator. Log in to Salesforce to obtain the HTML code (Setup > App Setup > Leads > Web-to-Lead).

The web form must submit the field to trigger this feature. The value in the fields tells RingLead which product they are interested in (or which division to search Contacts/Leads).

IDENTIFY FIELDS IN RINGLEAD

This field must also be identified in RingLead. Log in to RingLead and select the Declone Web-to-Lead web form script. In the advanced configurations, enter the field API name. Example: My_Custom_Field__c

How do I allow duplicates by same Record Type?

For Web-to-Lead, this is possible by adding custom Salesforce fields and selecting them in Web-to-Lead advanced configurations page. For Lead, Contact, or Account Record Types:

1) Create a Salesforce Custom Field (Lead, Contact, or Account): Field Type: Formula (the field label and name below are only suggestions) Field Label: Record Type Hidden Field Name: Record_Type_Hidden Formula Return Type: Text FORMULA: $RecordType.Name

2) Map the fields in RingLead Login to RingLead and click the Web-to-Lead tab. Click “Configure Options for Matching Leads, Contacts and Accounts”. In the Allow duplicate Lead/Contacts sections, select the fields created above.

How do I block web form SPAM?

A list of company names, domains and/or IP addresses can be blocked by RingLead. Blocked web form submissions are logged, but not entered into Salesforce. An alternative thank you page can be displayed for form submissions which are blacklisted if the following hidden field is submitted in the form with a valid URL: retURL_fail To setup your list, contact support@ringlead.com.

How do I configure field actions for custom and standard fields in Unique Web-to-Lead?

When a new custom field is added to your Salesforce instance, and you would like to use it in your web forms, you need to update your field actions so RingLead knows how to map the data.

1. Once Unique Web-to-Lead is activated, log into RingLead and select a form from the drop-down menu under “Declone Web-to-Lead.”

2. Click on “Configure Options for Leads and Contacts (Matching and New)”. Under Step 1, option 1, click on the link “Configure actions for updating fields.”

3. Read the definitions of each field action before assigning any actions to your fields.

4. For standard fields, select the form action. Actions are dependent on the data type of the field.

5. For custom fields, in addition to selecting the field action, you may select Account and Contact fields that the Lead field should map to. For instance, if you have a custom lead field called “SIC Code,” and, if a duplicate Contact is found and you would like to write to the custom Account field “SIC,” then select it from the Account drop-down menu. Field mapping is limited only by data type, so carefully review these settings.

6. Click “Update Field Actions” and test your new settings. Please note that any checkboxes set to “Overwrite” will check the field in Salesforce if the checkbox on your web form is checked. However, if the checkbox on your web form is not checked, RingLead will not uncheck the field in Salesforce by default. Since an unchecked box in any web form does not send a key or value, there is no way for RingLead to distinguish between (1) a web form without a check box and (2) a web form with an unchecked box. It is possible to use JavaScript to send a value of “0” “no” “n” or “false” to uncheck the field in Salesforce. Check with your webmaster to change the values in the form before it is sent to RingLead.

How do I control Assignment Rules for Leads?

FOR NEW LEADS:

By default, no action is required to enable the Salesforce Assignment Rules for web forms. Web-to-Lead creates new Leads via the Salesforce Web-to-Lead queuing server. Using this technique, new Leads are created using the active Assignment Rule. An option to create new Leads via the Salesforce API is available in My RingLead. If you have selected the Salesforce API to create new Leads, you have the option to submit a hidden field with your web forms to trigger Assignment Rules. If no hidden field is submitted, the active Assignment Rule is still used. If you prefer to use a non-active Assignment Rule, use the HTML code below in your web form, substituting the ID of the Assignment Rule you would like to use.

FOR EXISTING LEADS:

For existing Leads, Web-to-Lead can trigger a Lead Assignment Rule in Salesforce. This will change the owner of the existing Lead that is found as a match to the web form submitted. To enable this feature, log in to RingLead and enter “Active” (or an inactive Assignment Rule ID, example: 01Q3000000002bx) in the field for the Assignment Rule in the Advanced Features section for “Search for an existing Lead”. Please Note: The matching Lead must be updated to trigger the Salesforce Lead Assignment Rule. Be sure to set at least one field in your web form to “Always Overwrite” in the fields actions in RingLead.

How do I enable Lead creation via the API?

You can change your RingLead Declone Web-to-Lead configuration to have RingLead create Leads using the Salesforce API. This will create the new Lead within a few seconds. To make this change:

1. Login to RingLead.

2. Select the Web-to-Lead web form script.

3. Then scroll down the configurations page to “STEP 3 – New Lead options”.

4. Select the option to “Create Lead via salesforce.com API”.

5. Using this feature may change the way some Auto-Response rules are triggered, especially those based on Campaigns, so we highly recommend testing that feature after the change is made.

How do I merge all possible duplicates in Marketo?

This is a simple way to merge all Possible Duplicates in Marketo. If two duplicates are in Marketo and only one is in Salesforce, the steps below will merge the two duplicates in Marketo.

REQUIREMENTS

RingLead Web-to-Lead Marketo Webhook has been setup and tested.

STEPS TO MERGE ALL POSSIBLE DUPLICATES IN MARKETO

1. Log in to Marketo, in Lead Database, create a New List (NOT a Smart List) named: RingLead Dedupe List

2. Create a New Smart Campaign named: RingLead Dedupe Campaign – Create a Smart List and select trigger “Added to List” (NOT a filter) – Set List Name to “RingLead Dedupe List” – In the Flow, add Call Webhook and select “RingLead Web-to-Lead” – In the Schedule, be sure to Activate the Campaign

3. Go to Lead Database > Possible Duplicates > Leads tab

4. Click “Select All”

5. Go to Lead Actions > Marketing > Add to List

6. Select the List created in step 1: RingLead Dedupe List

NOTE ABOUT MARKETO LOGS: “Failed Person ID Not Found” Marketo attempts to log that the Webhook has been completed, but the Marketo Lead has already been merged and deleted. You should be able to ignore these “Failed Person ID Not Found” errors. In fact, if you try to view the Lead ID in the error log within Marketo, it would be deleted.

How do I setup email notification?

Email notifications allows you to notify the owner of a Lead or Contact when that record is created or updated.

REQUIREMENTS

You must have Salesforce Enterprise Edition or higher to setup Email notification with RingLead. Professional Edition does not support Workflows, which RingLead requires to send Email notifications to duplicate Leads and Contacts.

1.Create a custom field for Leads (setup > Customize > Leads > Fields > New Custom Field) Make this field a Text field with Length set to 250. Set both the field label and field name to “email_notification”. Make this field visible for all profiles, but do not add it to any page layout.

2. Create the same field for Contacts. Make this field a Text field with Length set to 250. Set both the field label and field name to “email_notification”. Make this field visible for all profiles, but do not add it to any page layout.

3. Log into RingLead, select your web form script, and click on “Configure actions for updating fields.” Find the “email_notification” field and make sure it is set to Overwrite and that “email_notification” is selected under the “Contact” column.

4. Create a Workflow Rule (setup > Create > Workflow & Approvals > Workflow Rules) for Leads named “Email Notification Lead” and make it active. For evaluation, select “When a record is created, or when a record is edited and did not previously meet the rule criteria” Create a Rule Criteria filter for Field “Lead: email_notification” and Operator set to “not equal to” and the Value left blank.

5. Create a new Alert for the Workflow Rule created in the previous step. Set the Description to “Email Notification Alert” and choose an Email Template. Set Recipient Type to “Owner” and select “Record Owner”.

6. Create a Workflow Rule (setup > Create > Workflow & Approvals > Workflow Rules) for Contacts named “Email Notification Contact” and make it active. For evaluation, select “When a record is created, or when a record is edited and did not previously meet the rule criteria” Create a Rule Criteria filter for “Contact: email_notification” and Operator set to “not equal to” and the Value left blank.

7. Select the Alert created in step 5 “Email Notification Alert”.

8. To trigger email notification, you must add a hidden field to your web form named “email_notification”. The value can be set to anything, but should not be empty.

9. Test your web form to be sure the notications are being sent by Salesforce.

How do I submit Record Type with Declone Web-to-Lead?

Lead record types can be submitted via a hidden field in your web form. Note that Record Type will only be updated for existing records if the field action for “Record Type Id” is set to Overwrite. If you wish to only submit the Record Type for new Leads, set the field action to “Update if Blank”.

Use the following general format for submitting Record Types in your web form (the value is the Salesforce Record Type ID): The value for each record type can be easily obtained in Salesforce Setup > Customized > Leads > Web-to-Lead.

Create a Web-to-Lead Form and include the Record Type field, then obtain ID from the HTML.

Example: –None– My Record Type test2 The Salesforce ID is 012300000009KlJ for record type “My Record Type”

How do I switch to Lead creation via the API?

Creating new Leads via Salesforce’s queuing server can take several minutes to show up in Salesforce. Creating new Leads via the API prevents duplicates from being created because duplicate web forms are submitted within seconds of each other. To enable Lead creation via API:

1. Log into RingLead https://login.ringlead.com/support

2. Click on the Declone Web-to-Lead tab. Select your web form script from the dropdown.

3. In the Advanced Configurations section. click ‘Configure Options for Leads and Contacts (Matching and New)’.

4. Under the New Lead Options section, select ‘Create Lead via salesforce.com’s API’ and click Save.

How do I view my Unique Web-to-Lead logs?

1. Log into your RingLead account.

2. Click on the Web to Lead Tab .

3. Under Usage Logs click on “Web form logs by month”

4. Click on the “Details” link next to any month to view individual submissions.

How many times can someone submit a web form?

Report on the number of web form submissions by any individual using RingLead’s increment field action. Create a custom field in Salesforce called “Number of Web form submissions.“ Set this to the “Number” field type. In RingLead, update your field actions. Set the field action for this custom field to “increment.”

Whenever a form is submitted, RingLead will increase the value of this custom field by the value submitted with the web form, counting the number of web form submissions. Using this field, you can see if a Lead has repeatedly visited your website. This can be of help for lead nurturing. For example, let’s say you have five whitepapers on your site. You can setup a workflow to trigger an email or a Task when a Lead has downloaded three whitepapers, all in real time. Your Sales representatives will be able to call them while they are still viewing the whitepapers.

Marketo: Why was a duplicate created in Salesforce, or why did my Lead or Contact not merge?

It appears Marketo may have created a new Salesforce Lead before sending it through the RingLead Webhook flow step.

Step 1. View the Marketo Activity Log to help determine why the record was not sent through the Webhook first. Below is from our setup guide, and a change may be required in Marketo to fix this.

***Marketo Smart Campaign triggers may send new Marketo leads through the campaign flow steps before RingLead has merged duplicates. This could allow duplicates in Marketo and Salesforce. Campaign triggers need to be changed for each Campaign which includes a “Sync Lead to Salesforce” flow step.

Step 2. Remove the following Campaign Trigger — “Lead is Created”

Step 3. Add the following Campaign Trigger — “Data Value Changes” for Attribute: “RingLead Status” Add a Constraint for New Value is “True” Now, Marketo campaigns triggered for new Marketo leads will only be triggered after RingLead has confirmed they are not a duplicate.

How do I configure my new Contacts at Existing Accounts for Unique Web-to-Lead?

Unique Web-to-Lead can be configured to look for a matching Account when a web form is submitted, and create a new Contact instead of creating a new Lead. To enable this:

1. Log into My RingLead and select your web form script.

2. Click the checkbox next to ‘Search for an existing Account and create a new Contact’ and submit your configuration settings. Please note that this will only occur after searching for a matching Contact or matching Lead and neither were found. For reporting in Salesforce, an option is available below to create a converted Lead.

How do I prevent RingLead from creating a new Lead?

Submit the following field to prevent RingLead from creating a new Lead: RL_new_lead=disable

How do I prevent RingLead from creating a new Lead In Marketo and Eloqua?

RingLead will not create a new Lead if the following hidden field is submitted: RL_new_lead=disable

Add this to a Marketo webhook to allow Marketo to create the lead, and then synch back to Salesforce.

How I set up RingLead Auto-Response?

RingLead can send the default Salesforce auto-response email for New and Existing Leads and Contacts. A separate email template can be sent depending on whether it is an existing Lead or Contact or new Lead or Contact.

NOTE: If RingLead finds and updates an existing Lead or Contact, any Auto-Response rules associated to Campaigns will not trigger the auto-response email. To enable this feature:

1. Log into RingLead at https://login.ringlead.com

2. Select your web form script under Declone Web-to-Lead

3. Under “Matching Leads, Contacts and Accounts,” click “Configure Options for Leads and Contacts (Matching and New)”

4. Under “Option for Sending Auto-Responses,” click “Send auto-response to new and matching Leads and Contacts.” Note that you must also select the option to create new Leads via Salesforce’s API.

Auto-Response emails, as defined by your Salesforce Auto-Response rules, will now be sent for new and matching Leads and Contacts. You can override these default emails by using hidden fields in your web forms. Each web form or campaign landing page can be configured to send different Salesforce email templates for new and matching Leads and Contacts. Trigger auto-response rules or send email template by setting each of the following four hidden fields in you web form:

RL_sendEmail_NewLead RL_sendEmail_ExistingLead RL_sendEmail_NewContact RL_sendEmail_ExistingContact For each of these, any of the following three options can be set for sending emails: RL_sendEmail_NewLead = “default”

Send the email based on the active Salesforce Lead auto-response rule. This is the same as if this hidden field were not sent in the web form. “Salesforce Email Template ID” Sends an email to the email address entered into the web form using the template defined by the ID in this hidden field. The ID is 15 characters long beginning with ’00X’ and can be obtained by viewing the template in Salesforce and copying from the address bar before the question mark. Example URL when viewing a Salesforce email template: https://na.salesforce.com/00X300000012yBS?setupid=CommunicationTemplatesEmail The ID for this email template would be: 00X300000012yBS RL_sendEmail_NewLead = “disable” No auto-response will be sent. Examples: The above HTML would send the email based on the active Salesforce Lead auto-response rule if a new Lead were created. The above HTML would send the Salesforce email template with ID “00X300000012yBS” if a Lead already exists in Salesforce.

How do I report on New vs. Matching Leads from web forms?

There are several options for reporting on new and matching Leads from web form submissions. Below are four possible options.

OPTION A

Set up your web forms to count each web form submission. Simply run a report in Salesforce on your Web Form Counter field. Any record with a value of 1 or greater for this field is a web form submission.

OPTION B

To identify new Leads in a Salesforce report which were created by RingLead Web-to-Lead, the RingLead field action for a field can be set to “Do Not Update” for matching Leads. If RingLead finds a matching Lead, this field would not be updated. However, if RingLead created a new Lead, this field would contain the value submitted in the web form. A report can be created to identify these new Leads created by setting the criteria for this field in the Salesforce report to “not equal to blank”.

OPTION C

It is possible to build a report to indicate which Leads were identified as a duplicate Lead from RingLead Web-to-Lead web contact forms. The report is created by identifying the Task RingLead creates for matching Leads. RingLead must be configured to ONLY create a Task for matching Leads, not for new Leads. In RingLead, if the option for creating new Leads is set to “salesforce.com Web-to-Lead queuing servers” then no Task is created for new Leads. If it is set to “Create Lead via salesforce.com API” then the option in the Task section “Create a Task for New Leads” must remain unchecked to prevent a Task from being created for new Leads. To build the report in Salesforce, create a custom report on Activities. Select “Activities with Leads”. For the criteria, make the Subject field equal to the value of the Task subject set in RingLead. This report will show all Leads that were matched as existing Leads by RingLead.

OPTION D

Logs are available for RingLead Web-to-Lead web contact forms. These logs indicate whether each form submitted matched an existing Lead or Contacts, or created a new Lead in Salesforce. To view these logs, log in at login.ringlead.com and click the Web to Lead Tab . Under Usage Logs click on “Web form logs by month” Click on the “Details” link next to any month to view individual submissions.

OPTION E

Another option would be to add a date field in the form, and use JavaScript to populate the value with today’s date, then it becomes easy to report on this in Salesforce with the following steps: Login to Salesforce create new custom Lead field for “Date of Last Form Submission” with a Date field type. Login to RingLead, select your web form script. Then go to Advanced Configurations for matching Leads/Contacts. Click field actions link to set tell RingLead how to update this field in Salesforce: “Date of Last Form Submission” field action set to “Overwrite” Test a web form with this field added as a hidden field.

Be sure to use Salesforce > Setup > Web-to-Lead Setup > Create Web-to-Lead Form. This will get you the Salesforce custom field ID. Example 00N40000001IMeh. Add this to your web form with a value of today’s date using Javascript to format correctly. Example: Below is a JavaScript example to submit to RingLead the current date (for the computer sending the form): var currentTime = new Date() var month = currentTime.getMonth() + 1 var day = currentTime.getDate() var year = currentTime.getFullYear() document.getElementById(’00N40000001IMeh’).value = month + “/” + day + “/” + year; Lastly, create a Salesforce Report with filter: Date of Last Form Submission = this month

How does RingLead integration work with ExactTarget?

Unique Web-to-Lead is integrated with ExactTarget. Using RingLead’s deduplication tools in conjunction with ExactTarget, you will be able to further streamline their lead management process and maintain a cleaner database. The following will take place ONLY when a new Lead is created in Salesforce (no matching Lead or Contact already exists).

1. RingLead checks if the incoming Lead email address is in your ExactTarget database within the ExactTarget List you specify (listid).

2. If RingLead finds the subscriber, it will update that subscriber’s information in the ExactTarget database. RingLead can also trigger the specified email (emailid) to your subscriber. This email will be sent from ExactTarget.

3. If RingLead does not find the subscriber, it will add that subscriber to the ExactTarget database. RingLead can trigger the specified email (emailid) to your subscriber from ExactTarget.

Note that you may setup multiple web forms scripts in RingLead, each with its own ExactTarget integration. To enable this feature:

1. An ExactTarget account is required. If you do not have an account, please contact ExactTarget at www.exacttarget.com. Create a user in your ExactTarget account with the API User property enabled. This property prevents password from expiring. Contact your ExactTarget Account Manager to configure your account for web service usage and have the API user (created above) granted web service permissions.

2. Activate RingLead Unique Web-to-Lead to process your web forms.

3. Add the following two hidden fields to your web form. The listid is required, but emailid is optional. The value of the first hidden field ‘listid’ can be obtained by logging into ExactTarget and selecting the list then click View Properties to obtain the ID. Replace “XXX” above with this ID. The value of the second hidden field “emailid” can be obtained by logging into ExactTarget and in the Contect section check the box next to the email then click Properties to obtain the ID. Replace “XXXXXX” above with this ID.

4. Log in to RingLead and provide the Exact Target login credentials in the Unique Web-to-Lead web form script.

With Marketo Integration, how do I handle multiple tasks being created in Salesforce?

When integrating RingLead Web-to-Lead with Marketo, most people choose to allow Marketo to handle task creation and distribution to Sales. RingLead Web-to-Lead will also create Tasks in Salesforce, so with the Marketo integration, that feature should be turned off in the RingLead User Interface for Web-to-Lead. To disable RingLead from creating Tasks in Salesforce, log into RingLead, click on the Web-to-Lead tab, then the “Go” button next to your web script. On the next page, navigate to the middle of the page to the section called “Advanced Configuration”, and click on the link “Configure Task Settings”. On the next page, uncheck all four checkboxes, and then click “Save” at the bottom of the page. The Tasks will now be turned off for incoming leads and matching contacts.

What do I do when I see this Salesforce Error: ``Your organization has been disabled`` in Web-to-Lead?

To correct this issue, in Salesforce, go to:

Setup > Security Controls > Remote Site Settings, and then look for Salesforce API in the long list. Set the remote site url to: https://na20-api.salesforce.com, and Save.

How do you send Salesforce API Field Names instead of Salesforce Web-to-Lead field names?

Change the RingLead Login: SFDC_API_Name_Only

NOTE: Be sure to change the standard fields to the Salesforce API Field Names. Examples: FirstName (do not use first_name) LastName Email Phone Street City State PostalCode Country

I need help troubleshooting duplicates created by Web forms.

Visitors sometimes click the Submit button more than once when sending a form especially when performance is slow. Several things can slow the performance of the web form submission process, including the speed of the Internet between the browser and RingLead and between RingLead and the Salesforce API servers.

Typically, the thank you page should be displayed within two seconds after clicking the submit button. RingLead monitors the connection speed between Salesforce API servers, but this speed can fluctuate. The two options below can be of help. It is recommended that you implement both of these options.

OPTION ONE

You can disable the submit button to let the visitor know the form has been submitted and is being processed. This also prevents them from submitting the form a second time while waiting for the thank you page. Below is the code for the JavaScript function to disable the form button. Add this code to your web form HTML. Be sure to change “ContactFormName” to the name of your form tag: function sendForm() { document.ContactFormName.SubmitButtonID.disable = true; document.ContactFormName.submit(); } Also, set the onClick behavior of the form button to run the sendForm script and be sure the submit button id matches what is in the script above.

OPTION TWO

RingLead Declone Web-to-Lead configuration may be set to create the new Leads using the Salesforce Web-to-Lead queuing servers. With this setting, Salesforce can take several minutes to create the new Lead. If a second web form is submitted before the new Lead is created, RingLead cannot locate it in Salesforce to match and update. You can change your RingLead Declone Web-to-Lead configuration to have RingLead create to Leads using the Salesforce API. This will create the new Lead within a few seconds. To make this change, login to RingLead. Select the Declone Web-to-Lead web form script. Then scroll down the configurations page to “STEP 3 – New Lead options”. Select the option to “Create Lead via salesforce.com API”. Once the configurations are updated, you’ll receive an email letting you know the configurations have been updated.

What are some advanced options in Unique Web-to-Lead?

RingLead is extremely flexible in the way it can handle standard and custom field actions, Campaigns, Tasks and other Salesforce options. It is helpful to have a clear understanding of how you would like RingLead to operate, and then work with our Support team and search our Knowledge Base to determine the best configuration. In this guide, you will learn about the following:

  • A) Field Actions
  • B) Tasks
  • C) Campaigns
  • D) Email Notification

A) FIELD ACTIONS

Configuring your field actions should be one of the first activities you complete after setting up your RingLead account. Follow the instructions below to allow you to map your Lead, Contact and Account fields for the new/matching Lead/Contact.

  1. Log in to RingLead and select your web form from the drop-down.
  2. In the Configurations section, click “Configure Options for Leads and Contacts (Matching and New).”
  3. Under “Search for an existing Contact and perform the following:” or “Search for an existing Lead and perform the following:” click on the link in option 1 “Configure actions for updating fields.” The available field actions are listed at the top of the page. Field actions are dependent on field data type; all actions may not be available for every field.
  4. For standard fields, select the form action. Remember, actions are dependent on the data type of the field.
  5. For custom fields, in addition to selecting the field action, you may map Lead fields to Account and Contact fields. When RingLead fields a duplicate Contact or Account, we will update the corresponding custom field. These are typically set to the same field mapping as for Salesforce Lead converting (Setup -> Customize -> Leads -> Fields -> Map Lead Fields). For instance, if you have a custom Lead field called “SIC Code” a duplicate Contact is found. To update the custom Account field “SIC,” select the field from the Account drop-down menu. Field mapping is limited only by data type set in Salesforce.
  6. Click “Update Field Actions” and test your new settings.

B) TASKS

Log into RingLead and select your web form script and click on “Configure Task Settings.” Set the default Task Owner, Task Priority and Task Subject.

  • Option A: for Leads allows you to assign a Task according to that Lead status. If you would like to assign Tasks for all Leads, include all of your Lead status values here separated by a comma. To always assign a Task, leave this field blank. Option B for Leads allows you to assign the Task based on the date that Lead was last modified. Option A for Contacts allows you to assign the Task based on the probability of an Opportunity in Salesforce. If you would like every web form submission to receive a Task, set the probability to 0%.
  • Option B: for Contacts allows you to assign a Task based on the age of a Lead or Contact. In both cases, you may select the checkboxes of the Contact, Account or Opportunity Owner to receive a task. If you prefer to not create a Task, do not check any of the boxes. To use values from your web form to update Task Subject, Task Priority, and/or Task Status, add a hidden field in your web form. Remember, values submitted in web forms will always overwrite the defaults set above in the Configure Task Settings in Advanced Configurations.

C) CAMPAIGNS

Leads and Contacts can be associated with an active Salesforce Campaign. If the Lead or Contact is already associated with the Campaign, only the date/time stamp for Member Status Updated is updated. The Campaign Member Status can also be updated.

  1. In Salesforce, make sure the Salesforce Campaign module is installed.
  2. Log in to Salesforce and click “New Campaign”. Setup a new Campaign and be sure to check the box labeled “Active”.
  3. Use the Salesforce Web-to-Lead tool to copy the HTML for the Campaign_ID field (setup > Customize > Leads > Web-to-Lead). If needed, change the Campaign drop-down menu to a hidden field and edit the value of the Member Status field.
  4. Test the web form.

That’s all there is to it. Matching Leads and Contacts will be updated with the Campaign.

D) EMAIL NOTIFICATION

Email notifications allow you to notify the owner of a Lead or Contact when that record is created or updated. To send email notifications to the owner of matching Leads or Contacts, Salesforce Enterprise Edition is required (Professional Edition does not support Workflows.) RingLead requires you to complete the steps below to enable email notification for matching Leads and Contacts. Unless you have configured new Leads to be created via Salesforce API, email notification for new Leads is handled entirely by Salesforce (setup > Customize > Leads > Assignment Rules)

Configure Salesforce: Email notifications allows you to notify the owner of a Lead or Contact when that record is created or updated. IMPORTANT! You MUST have Salesforce Enterprise Edition or higher to setup Email notification with RingLead. Professional Edition does not support Workflows, which RingLead requires to send Email notifications to duplicate Leads and Contacts.

  1. Create a custom field for Leads (setup > Customize > Leads > Fields > New Custom Field) Make this field a Text field with Length set to 250. Set both the field label and field name to “email_notification”. Make this field visible for all profiles, but do not add it to any page layout.
  2. Create the same field for Contacts. Make this field a Text field with Length set to 250. Set both the field label and field name to “email_notification”. Make this field visible for all profiles, but do not add it to any page layout.
  3. Log into My RingLead, select your web form script, and click on “Configure actions for updating fields.” Find the “email_notification” field and make sure it is set to Overwrite and that “email_notification” is selected under the “Contact” column.
  4. Create a Workflow Rule (setup > Create > Workflow & Approvals > Workflow Rules) for Leads named “Email Notification Lead” and make it active. For evaluation, select “When a record is created, or when a record is edited and did not previously meet the rule criteria” Create a Rule Criteria filter for Field “Lead: email_notification” and Operator set to “not equal to” and the Value left blank.
  5. Create a new Alert for the Workflow Rule created in the previous step. Set the Description to “Email Notification Alert” and choose an Email Template. Set Recipient Type to “Owner” and select “Record Owner”.
  6. Create a Workflow Rule (setup > Create > Workflow & Approvals > Workflow Rules) for Contacts named “Email Notification Contact” and make it active. For evaluation, select “When a record is created, or when a record is edited and did not previously meet the rule criteria” Create a Rule Criteria filter for “Contact: email_notification” and Operator set to “not equal to” and the Value left blank.
  7. Select the Alert created in step 5 “Email Notification Alert”.
  8. To trigger email notification, you must add a hidden field to your web form named “email_notification”. The value can be set to anything, but should not be empty.
  9. Test your web form to be sure the notications are being sent by Salesforce.
How do I get started with Unique Web-to-Lead?

Once you’ve requested an installation from the Salesforce AppExchange or from your RingLead representative, we’ll be in touch shortly via email with the installation instructions. From there, follow the steps below to get started.

STEP 1: Create a Web Contact Form

Create a web form using Salesforce Web-to-Lead.

  1. Login to Salesforce and get the HTML to create a web contact form using the Salesforce Setup (Setup –> Customize -> Leads -> Web-to-Lead).
  2. Check the “Enable Web-to-Lead” checkbox.

For instructions on setting up a Salesforce Web-to-Lead web form, please refer to Salesforce help documentation.

STEP 2: Activate your RingLead account

You should have already received an email from support@ringlead.com with instructions to log in to RingLead.

  • Log in to RingLead: http://login.ringlead.com/support
  • Under Unique Web-to-Lead, select a web form script such as “Unique Web-to-Lead Script (1)” from the drop-down menu
  • Click the “Go” button
  • Enter your valid Salesforce username/password (This Salesforce User should have a minimum of “Marketing User” permissions and access to view and update all Leads, Contacts and Accounts. You will not be able to configure the advanced options on this page until activation is complete.)
  • Click “Submit Configuration Settings”. If your Salesforce credentials have been accepted, you will be directed to a page with a success message.

STEP 3:Activate Your Script Actions

  • Activate your web script by clicking again on the “Go” button after choosing your script from the drop-down. ****IMPORTANT****On that page, look for a link “update field actions”. Click that link and then configure the field actions on the next page from the list of your available Salesforce fields. It is a good practice to choose to “Overwrite” the Title field, as nobody puts last year’s title on a form they fill out today.
  • Once you have selected the actions for your web form fields that will populate records in Salesforce, go to the bottom of the page and “Save”.
  • Click on the “Go” button again and now you will see the green area containing your RingLead URL code that you will paste into your web forms.

STEP 4: Point Your Web Form to RingLead’s Servers

If your web form was created using the Salesforce Web-to-Lead, your web form action points to a specific URL.

  • Replace this URL with one that points to RingLead that you generated in Step 3. NOTE: The ‘9999’ is just an example. Replace the form action above with your RingLead URL.

Congratulations! RingLead will now process your web form submissions.

STEP 5: Test Search

Test search for an existing Contact or Lead with a unique email address. This helps prevent confusion if duplicates already exist in Salesforce. Once you have confirmed only one Contact or Lead has this email address, enter it into your new web contact form and submit the form. RingLead will update the blank fields and create a Task for the owner of the existing Lead or Contact. You are now ready to configure your advanced features.

How do I configure web form Field Names?

RingLead can be configured to accept web form field names in two formats. Below are examples for the two options. Salesforce Web-to-Lead HTML Generator: (default option) first_name last_name email 00N60000001JykQ (custom Salesforce Lead field ID example) Salesforce API Field Names: FirstName LastName CustomField__c To configure RingLead to accept Salesforce API field name, login to RingLead, click on the Web-to-Lead tab. Choose the web script you wish to edit, and click the “Go” button. On the following page, look under the Salesforce Password box for the option for “Web Form Field Names”. Choose from the drop-down box either the Salesforce Web-to-Lead names (default), or the Salesforce API Field Names, and click Update. NOTE: If this option is not available in RingLead, please email: support@ringlead.com

How do I configure a task in Web-to-Lead?

When a matching record is found after a web form is submitted, RingLead Web-to-Lead can create a Task for the owner of the existing Lead, Contact or Account. The default Task Subject, Priority or Owner can be changed in the Web-to-Lead configuration page. Many Task options can be determined using hidden fields within your web form. Any values submitted with hidden fields on the web form will overwrite the defaults settings configured after logging into RingLead. Overwritten data in Salesforce will be appended to the Task Comments field.

To submit to a Task Subject, Priority, Status or Owner use the general format below:

Task Subject: Task Priority: Task Status: Task Owner: The value for the Task Owner can be found by viewing the User in Salesforce and copying from the URL. For example, the following URL displays the Owner ID of “00530000000cGc8”. https://na.com/00530000000cGc8

To update Custom Salesforce Task fields:

1. Locate the API Name for the Salesforce Task field in Salesforce at Setup Customize > Activities > Activity Custom Fields

2. Add “RL_Task_” before the API field name. For example, a field with the API field name of “sample_fruit_field__c” would be: RL_Task_sample_fruit_field__c

For date fields on Tasks, we recommend the following format: YYYY-MM-DD Note: Custom Date fields for Tasks are not supported at this time.

 


How do I get started with Unique Web-to-Lead?

Once you’ve requested an installation from the Salesforce AppExchange or from your RingLead representative, we’ll be in touch shortly via email with the installation instructions. From there, follow the steps below to get started.

STEP 1: Create a Web Contact Form

Create a web form using Salesforce Web-to-Lead.

  1. Login to Salesforce and get the HTML to create a web contact form using the Salesforce Setup (Setup –> Customize -> Leads -> Web-to-Lead).
  2. Check the “Enable Web-to-Lead” checkbox.

For instructions on setting up a Salesforce Web-to-Lead web form, please refer to Salesforce help documentation.

STEP 2: Activate your RingLead account

You should have already received an email from support@ringlead.com with instructions to log in to RingLead.

  • Log in to RingLead: http://login.ringlead.com/support
  • Under Unique Web-to-Lead, select a web form script such as “Unique Web-to-Lead Script (1)” from the drop-down menu
  • Click the “Go” button
  • Enter your valid Salesforce username/password (This Salesforce User should have a minimum of “Marketing User” permissions and access to view and update all Leads, Contacts and Accounts. You will not be able to configure the advanced options on this page until activation is complete.)
  • Click “Submit Configuration Settings”. If your Salesforce credentials have been accepted, you will be directed to a page with a success message.

STEP 3:Activate Your Script Actions

  • Activate your web script by clicking again on the “Go” button after choosing your script from the drop-down. ****IMPORTANT****On that page, look for a link “update field actions”. Click that link and then configure the field actions on the next page from the list of your available Salesforce fields. It is a good practice to choose to “Overwrite” the Title field, as nobody puts last year’s title on a form they fill out today.
  • Once you have selected the actions for your web form fields that will populate records in Salesforce, go to the bottom of the page and “Save”.
  • Click on the “Go” button again and now you will see the green area containing your RingLead URL code that you will paste into your web forms.

STEP 4: Point Your Web Form to RingLead’s Servers

If your web form was created using the Salesforce Web-to-Lead, your web form action points to a specific URL.

  • Replace this URL with one that points to RingLead that you generated in Step 3. NOTE: The ‘9999’ is just an example. Replace the form action above with your RingLead URL.

Congratulations! RingLead will now process your web form submissions.

STEP 5: Test Search

Test search for an existing Contact or Lead with a unique email address. This helps prevent confusion if duplicates already exist in Salesforce. Once you have confirmed only one Contact or Lead has this email address, enter it into your new web contact form and submit the form. RingLead will update the blank fields and create a Task for the owner of the existing Lead or Contact. You are now ready to configure your advanced features.

I am having trouble with Web-to-Lead Email Notification. How do I troubleshoot?

Verify the following:

1. Your salesforce.com is Enterprise Edition (email notification is not available in Professional Edition)

2. Your Workflow Rule has the “Active” box checked and is set to trigger for all records, not just new records

3. Your Email Template is set to “Available For Use”.

4. Check your web form to be sure the hidden field “email_notification” has been set as below.

5. If testing in a sandbox, make sure your User email address does not have the sandbox name appended to it, i.e. mperson@somecompany.com.sandbox.

Test within Salesforce by doing the following:

1. Edit a Lead owned by you.

2. If the email_notification field if it is not empty, clear the field and save the Lead.

3. Edit the Lead again and enter a value in the email_notification field and then save the Lead.

NOTE: If your Salesforce Assignment Rules are set to not email notify everyone (only some of the “Email” boxes on the right are checked), then consider having RingLead create new Leads via the “salesforce.com Web-to-Lead queuing servers”. This option is available in RingLead and will abide by the Email checkboxes set in Salesforce Assignment Rules.

What date and time format should I use for web form submissions or list uploads?

A web form submission to RingLead with no date in a date field will not cause an error. RingLead accepts dates only in the following formats:

  • MM/DD/YYYY (For United States Locales)
  • DD/MM/YYYY (For all other Locales) Examples: 12/31/2013 31/12/2013

To change the Locale, contact support@ringlead.com.

Below is a JavaScript example to submit to RingLead for the current date (for the computer sending the form):

var currentTime = new Date() var month = currentTime.getMonth() + 1 var day = currentTime.getDate() var year = currentTime.getFullYear() document.getElementById(’00N30000001nd1g’).value = month + “/” + day + “/” + year

RingLead accepts dates only in the following format:

  • MM/DD/YYYY Examples: 12/31/2013 01/30/2013 DATE fields for Salesforce Tasks

For date fields on Tasks, we recommend the following format:

  • YYYY-MM-DD DATE / TIME formats

RingLead accepts date/time only in the following formats:

  • MM/DD/YYYY hh:mm:ss (For United States Locales)
  • DD/MM/YYYY hh:mm:ss (For all other Locales)
  • YYYY-MM-DDThh:mm:ss+hh:mm
  • YYYY-MM-DDThh:mm:ss-hh:mm
  • YYYY-MM-DDThh:mm:ssZ

It is recommended to submit date/time values to RingLead in GMT/UTC. Salesforce stores date/time fields in this format and displays the date/time for each user accordingly.

What does ``Marketo Merge Failed`` mean in my Web-to-Lead logs?

Marketo lead activity logs will log an error for a merged Marketo prospect. This is normal and occurs because the duplicate Marketo prospect flows through the RingLead webhook which merges and deletes this Marketo prospect. Logging the completion of the webhook activity creates an error by Marketo since the prospect has just been deleted.

Why are fields not being updated by the Marketo integration?

If the Fields values in a duplicate Marketo lead are not being merged, for example, a new duplicate Marketo lead contains a “Downloaded Whitepaper” field set to “True”. If RingLead does not receive this field from the Webhook, the field will not be updated in Salesforce. The new Marketo duplicate is merged/deleted by RingLead. The existing Marketo lead will not have the “Downloaded Whitepaper” field set to “True”.

To merge the field, Marketo sync will pull the updated fields from the Salesforce Lead/Contact if RingLead updates these fields. To allow RingLead to update field on the matching Salesforce Lead/Contact, perform the following steps to (1) send fields to RingLead via the Marketo Webhook, and (2) set RingLead field actions to update these fields, for example, “Overwrite” the “Downloaded Whitepaper” field.

1) Login to Marketo and the field(s) to the Marketo Webhook Template. Add only the fields which you want to update the existing records in Salesforce and Marketo. Example: &00NC00000012345={{Lead.Downloaded Whitepaper}}

2) Login to RingLead and set the Field Action: In the Web-to-Lead tab, click “Go” for the web form script. In “Advanced Configurations” section, click “Configure Options for Matching Leads, Contacts and Accounts” In the “Map and Update Fields” section, click “Configure actions for updating fields” Set field actions for ONLY fields sent in the Marketo Webhook.

Why are my checkboxes not unchecking?

Web browsers do not send any information when a checkbox is unchecked. Therefore, there is no way for RingLead to distinguish between no check box on the web form and an unchecked box. If you have a checkbox on your web form and would like the matching Lead or Contact to be updated by unchecking the box in salesforce.com, modify the Email Opt Out checkbox on your web contact form. Note any checkbox can be handled this way.

Why are the auto-response emails not in the Activity History?

Salesforce can take several minutes to create the new Lead that RingLead temporarily creates in your “RingLead Auto-Response” Queue. Then, another web form must be submitted for RingLead to check the Queue and move the Task to the matching Lead or Contact. RingLead will then delete the new Lead in the Queue.

Why are two Tasks being created for Unique Web-to-Lead?

If every web form submitted is creating multiple tasks you can adjust your settings in RingLead.

1. Log in to RingLead

2. Select your web form script and click on ‘GO’

3. Click on ‘Configure Task Settings’ In the Advanced Configurations section.

4. Under ‘Task Activity Options for Contacts’ make sure only one Owner box is checked.

Why is the Task from Web-to-Lead not appearing?

The Task Owner cannot be assigned if:

1. The Task Owner is an Inactive User (example: an ex-employee).

2. The Task Owner is a Queue. Salesforce does not allow Tasks to be assigned to these two types of Owners. You can specify a single User to be the Owner for these Tasks. Login to RingLead to select this owner.

Are Record Types supported by RingLead?

Unique Upload and Unique Web-to-Lead support Salesforce Lead Record Types. In Unique Upload, after uploading a list, Lead Record Types are managed in the “Record Type Options for New and Matching Leads” section. The first option sets the record type for any new Leads created. The second option sets the record type for any matching Leads.

Can I change the Salesforce Organization associated with my RingLead account?

You may change the Salesforce Organization associated with a RingLead account. Log in to RingLead and click Setup at the top right corner. Choose the Declone application you wish to change and enter the new Salesforce Username and Password.

IMPORTANT Declone Web-to-Lead archives some company information that must be updated when a different Salesforce Organization is used, so please contact support@ringlead.com and notify us of the change to ensure your data is placed in the correct instance.

How do you change Lead Status for Converted Leads?

To change the Lead Converted Status: In Salesforce, go to Your Name > Setup > Customize > Leads > Fields > Lead Status Edit the Value, then select the box for Converted.

How do you achieve address validation as part of data enhancement?

Data enhancement such as Address Validation is available from StrikeIron, a 3rd party salesforce.com partner. Once your StrikeIron account is active, RingLead can integrate your StrikeIron service with RingLead. Currently, only address validation and email verification services from StrikeIron are available for RingLead integration and it is only available with RingLead Declone Web-to-Lead service.

To purchase services from StrikeIron, please email sales@strikeiron.com or call +1.919.405.7010.

How does RingLead keep me data secure? Where does RingLead store my data?

As a certified AppExchange partner, RingLead is obligated to submit to an annual security review by salesforce.com’s team of security geniuses who poke and prod and attempt to bypass RingLead’s security measures in every way possible, and for seven straight years, RingLead has passed this intense review.

RingLead security stores some of your Salesforce data outside of Salesforce. RingLead stores a valid Salesforce User on file to access your Salesforce data. In Declone Data Cleansing, RingLead stores some Lead, Contact and Account data before it is merged. These are not permanently stored on our servers. RingLead maintains metadata about the following objects:

  • Campaigns
  • Leads
  • Contacts
  • Accounts
  • Tasks

RingLead hosts its applications with OpSource, one of salesforce.com’s preferred managed hosting providers. OpSource maintains SAS-70 attestation in conjunction with their auditor SAS 70 Solutions. Their SAS-70 attestation is based on an in-depth series of documented controls covering the operational management of the OpSource Cloud Hosting infrastructure.

Does RingLead enforce Validation Rules?

RingLead adheres to your Salesforce Validation Rules when updating and creating records. If you would like to disable this feature, please email support@ringlead.com. For Unique Upload, records that can not be updated will be returned in the matches file. The Update Status column will be noted with “Lead Update Failed”.

Does RingLead have an API?

Instead of a traditional API, RingLead offers a solution for accepting a secure HTTPS POST similar to a web form submission. Once your Declone Web-to-Lead account is configured to create new Leads via the Salesforce API, you can have RingLead return the new or matching Salesforce Lead Id or Contact Id.

When a web form is submitted with the following return URL value, RingLead returns the Salesforce ID of the new or matching Lead or Contact. To configure Unique Web-to-Lead:

1. Map fields in Salesforce to RingLead. There are two options: a) Use Salesforce Web-to-Lead HTML generator to obtain the fields to be submitted to RingLead.

2. Login to RingLead and map the fields and select field actions. OR b) Use Salesforce API field name. Login to RingLead and change the option for “Web Form Field Names” to “Salesforce API Field Names”. This will allow RingLead to accept the Salesforce API field names (ie FirstName, LastName) instead of the Salesforce Web-to-Lead field names (first_name, last_name).

3. Include the following field and value: retURL=”SFDCID” RingLead returns the Salesforce ID. The return value is an HTTP POST response. Examples: 00Q30000001234 00330000001234

For enhanced responses such as error notification and actions performed by RingLead, contact us at support@ringlead.com.

Does RingLead integrate with Salesforce Sandboxes?

Yes, all RingLead applications can work with the Salesforce sandbox. What is a sandbox? Salesforce offers the ability to create multiple copies of the Salesforce organization in separate environments for a variety of purposes, such as testing and training. These copies are called sandboxes and are nearly identical to your Salesforce production organization. Please contact Salesforce for more information.

How to connect RingLead with a sandbox:

Unique Upload

  1. To point your RingLead Unique Upload application to a Salesforce sandbox, log in to RingLead and click the Unique Upload tab.
  2. Click “Configure Unique Upload.” Be sure to enter the correct username and password for your Salesforce sandbox and change the drop-down for “Link to Salesforce Sandbox”.

Web-to-Lead

  1. To point your RingLead Web-to-Lead web form script to a Salesforce sandbox, contact support@ringlead.com.
  2. If using in a sandbox, you must specify to create new leads via SFDC API rather than the Salesforce queuing servers.

Data Cleanse

  1. To point your RingLead Data Cleanse application to a Salesforce sandbox, log in to RingLead and click the Data Cleansing tab.
  2. Click “Configure Data Cleansing.” Be sure to enter the correct username and password for your Salesforce sandbox and change the drop-down for “Salesforce Sandbox”.
How does RingLead's duplicate detection algorithm work?

Each RingLead application makes use of our proprietary duplicate detection algorithm. Our algorithm scans dozens of standard Lead, Contact and Account fields in order to identify potential duplicates. Our algorithm’s process of comparing these standard fields and flagging potential duplicates has been consistently refined and improved over the years as RingLead has scanned millions of records for customers across the globe. To view all of the fields that are considered in our duplicate matching algorithm, view the full chart below:

Key Account FieldsKey Contact FieldsKey Lead Fields
namefirstnamefirstname
accountnumberlastnamelastname
phoneemailemail
websitemobilemobile
tickersymboltitletitle
billingpostalcodeaccount.namecompany
billingcityphonephone
billingstatemailingpostalcodewebsite
owneridmailingstatepostalcode
createdbyidowneridstate
ownerid
createdbyid

 


How does RingLead find matches?

Below are the steps RingLead performs to find an existing record in Salesforce and the criteria used to find the match.

1. RingLead first searches for a matching Contact. If a match is found, the existing Contact is updated and notifications are sent based upon configurations.

2. If no matching Contact is found, RingLead searches for a matching Lead. If a match is found, the existing Lead is updated and notifications are sent based upon configurations.

3. If no matching Lead is found, RingLead searches for an matching Account. If a match is found, a new Contact may be created, and notifications are sent based upon configurations set in the RingLead UI.

4. If no matching Account is found, RingLead creates a new Lead based on the assignment rules. The criteria used to find a matching Contact, Lead or Account is part of a complex heuristic pattern matching process. First RingLead attempts to find an exact email match or unique ID (Salesforce ID or custom field). If no match is found, RingLead builds a confidence level based upon many fields including, but not limited to first name, last name, company name, address, phone, email domain, and website. Once the confidence level reaches the point where there is no doubt it is a match, RingLead considers the record a match. This ensures that there is no mismatch. If RingLead cannot verify that any Contact, Lead or Account is a match, RingLead will create a new Lead. Changes can be made to the matching criteria.

How does RingLead notify users about errors?

For most error, the user is notified in real time about what happened. If Salesforce credentials cannot be verified, an email notification will be sent. This usually occurs when you have changed your Salesforce password and you have not updated it in RingLead. With Declone Data Cleansing, most errors that you may encounter would be during a merge such as validation errors from Salesforce. You can always contact support for more explanation.

Declone Mass List Errors

Common errors tend to be from file encoding or hidden characters in your file.

Declone Web-to-Lead Errors

Other than passwords, we are not aware of any potential errors. You will be notified of password errors via email.

If RingLead Ever Goes Down

In the event of a potential downtime or disruption with RingLead’s servers or service, the steps RingLead takes is below:

  • Issue is identified
  • Relevant RingLead teams are notified, the cause is identified and the issue is corrected
  • A noticed is posted to the site to notify customers
  • CCA (Cause and corrective action) investigation is started
  • Once CCA is complete, any customers who are effected are notified of the resolution
  • This is generally in line with Salesforce’s activities on trust.salesforce.com
How does RingLead search for records?

RingLead first searches for people matches looking for an existing Contact, then an existing Lead. Next, RingLead looks for company matches, first searching Accounts, then Lead Company information.

  • RingLead cannot update Contacts without searching Accounts.
  • RingLead has to find a matching Contact within one Account.
  • The Contacts must both be under the same Account. Two of the same exact Contacts can exist if they are under different Accounts, and therefore will not be a “matching” Contact. Each of these steps may be skipped by changing the settings in RingLead.
How does SFGA work with Lead Source?

The Lead Source is overwritten for the matching record when SFGA updates the record with their data. In standard Web-to-Lead, including the Lead Source field from your web forms will stop this field from populating from SFGA. This does not apply for duplicate records. Creating a new custom field and setting it to append in RingLead would allow you to aggregate all of the sources into a single field. Even if the data in the Lead Source field is overwritten by SFGA, the data will be archived on the record in an easily viewed format.

I am experiencing one of these errors: Invalid username, password, security token; or user locked out.

Security Token: Are you at a new location? When accessing Salesforce–either via a desktop client or the API–from outside of your company’s trusted networks, you must add a security token to your password to log in. To receive a new security token, log in to salesforce.com at http://login.salesforce.com and click Setup > My Personal Information > Reset Security Token. Username: Verify that you have entered the correct Salesforce username, which is different than your RingLead username and will be in the form of an e-mail address. Password: Make sure that you are entering your Salesforce password, which may be different from your RingLead password. If the problem persists, contact your Salesforce administrator.

How do I activate the product if I don't have the Network Access setting?

The ability to whitelist an IP range may not be available in your Salesforce org, or to your Salesforce user. This is either a permissions issue, meaning you do not have access to this feature in Salesforce, or this feature is not available in your edition of Salesforce (it may not be available in Professional or Group editions.) In either case, you may simply use your security token.

How do I contact RingLead support?

We’re here to help. Here’s how.

1. Create a Case at https://login.ringlead.com/support/support.php

2. Call us toll-free at (888) 240-8088.

3. Email us at support@ringlead.com. We will respond to you within 1 business day, but typically within an hour.

How do I find my Salesforce OID?

An oid is a unique identifier for your Salesforce org. This field is required for Declone Web-to-Lead. To find your oid, in Salesforce, go to Your Name>Setup>Company Profile>Company Information> Look for Salesforce.com Organization ID

How do I integrate FormAssembly with RingLead?

FormAssembly can be configured to integrate with RingLead as well as Salesforce. See the public FormAssembly solution here: http://app.formassembly.com/pages/support/ringlead

How do I open a .txt file in Excel?

Tab delimited (.txt) files can be easily opened in Excel.

1. Save the returned file to your desktop

2. Right-click on the file and open the file in Excel

3. Depending on your version, you will probably be asked if you would like to use the text import wizard. Click yes, and follow the on screen instructions, using a tab as your delimiter

4. If you are not prompted to use the text import wizard, select the “Text to Columns” feature in the “Tools” menu, again using a tab as your delimiter.

How do I reset my RingLead password?

You may reset your password using your RingLead username and the admin email associated with your RingLead account.

1. Go to https://login.ringlead.com/support/pwreset.php

2. Enter your RingLead username and email

3. All admins on the account will receive an email with instructions for logging in

How do I split an Excel column with full name into first name and last name?

To separate the first name and last name from a column in Microsoft Excel:

1. Insert a column to the right of your Contact Name column. Caution: Some versions of Excel will overwrite columns to the right of this column if any row in the original full name column contains more than two words (i.e. middle initial)

2. Highlight the Contact Name column you want to split

3. From the Data menu (in excel 2007), click on Text to Columns

4. Choose “Delimited” 5. Set the delimiter for your data. Typically this is a space that separates the first name and last name

6. Choose General as the column data format

7. Click Finish The name should now be split with first name in one column and last name in the second column. Scan the list to be sure additional columns were not added if there were more than two words in the original column.

How do I update my salesforce.com log in credentials?

Did your salesforce.com password recently change? For RingLead to search for matching Leads, Contacts and Accounts in salesforce.com, RingLead must have the correct login information for the salesforce.com User.

With Web-to-Lead, RingLead will send an email notification when we receive the first Invalid User error from salesforce.com. RingLead customer notifications are sent to the email address(es) in RingLead Setup. Multiple email addresses can be entered if separated by commas. RingLead will continue to email once a day until this user is updated.

To update salesforce.com User information for RingLead:

  1. Login to salesforce.com to confirm you have the correct Username and Password
  2. Then log in to RingLead at https://login.ringlead.com/support/
  3. Follow the instructions below to update the salesforce.com log in credentials for each of the applications.

Unique Upload: After selecting the Unique Upload tab, click the link “Configure Unique Upload” to update salesforce.com Username or Password.

Data Cleansing: After selecting the Data Cleansing tab, click the link “Configure Data Cleansing” to change salesforce.com Username or Password

Web-to-Lead: Select your web form script under Web-to-Lead. At the top of the configuration page, you will see a place to fill in your updated salesforce.com username and password. RingLead will inform you when the updated login information has been validated.

How do I Whitelist RingLead's IP Addresses?

Salesforce’s Whitelist feature requires you add the RingLead IP address in your Salesforce setup. The RingLead IP address is registered through our hosting partner Opsource. In Salesforce, go to Setup > Security Controls > Network Access. Click ‘New’ to create a Trusted IP Range. Add the following IP range to the whitelist: Start IP Address 206.80.45.176 End IP Address 206.80.45.183

How do RingLead apps differ from CRM Fusion's?

All RingLead apps are cloud based. CRM Fusion’s Demand Tools and People Import are desktop installs and thus can only be used on a single machine.

List Import: People Import (Desktop) vs. Unique Upload (SFDC Only)

Web Forms: Dupe Blocker (SFDC Only) vs. Unique Web-to-Lead (Marketo/SFDC)

Manual Entry: Dupe Blocker vs. Unique Entry

Cleaning Existing Duplicates: Demand Tools (Desktop) vs. Data Cleanse

Let’s start with Preventing Duplicates in Marketo:

  • CRM Fusion cannot prevent duplicates in Marketo whatsoever. Their Webform Preventative Application Dupeblocker, is Apex based, which by definition means, that it will only trigger the deduplication when it is created in SFDC.
  • Example duplicate flow using Dupeblocker:
    • A new record is created in Marketo via “view a 2 minute demo now” on the company’s site form fill out: the prospect uses a@abc.com, however they already exist in SFDC from a month ago using b@abc.com email address.
    • Since this is a net new email address, the new duplicate record will be created in Marketo.
    • Dupeblocker will only merge the two records once the second record is synced to SFDC, also, it will create the duplicate in SFDC setting off any workflows in place (SFDC assignment rules, auto responding emails etc.), and then delete the record.
    • EVERY time this happens, a sales rep would be notified that they received a new lead, then they would navigate to that lead to act accordingly, and it would take them to a screen that says something like “this record has been deleted, if you feel this has been in error, please reach out to your admin.” This is not the best use of a sales rep time.

Example duplcate flow using Unique Web-to-Lead (one of only 5 applications co-sold by Marketo, part of an internal Launch Point Sales Solution Program where pre sales account execs, pre sales consultants, and post sales consultants, position our application as THE best duplicate solution):

  1. New record is created in Mareto via “view a 2 minute demo now” on the company’s site form fill
  2. The prospect uses a@abc.com, however they already exist in SFDC from a month ago using b@abc.com email address
  3. That instant is created in Marketo, via a campaign in Marketo
  4. RingLead will search for the duplicate in SFDC
  5. Once we find it, we’ll update the record in SFDC according to individual field actions that you configure: overwrite, update if blank, do not update etc…
  6. Once the record in SFDC has been updated, we send a response mapping back into Marketo thus preventing the duplicate in Marketo and in SFDC without ever creating a new SFDC record.

Regarding Marketo, Ringlead’s integration provides real time deduplication, whereas Dupeblocker will be retroactive. The same logic applies for manual entry in SFDC; Dupeblocker is Apex trigger based, which only notifies the user if they created a duplicate after they click the save button, that typically means a user has spent a considerable amount of time filling in all fields in the lay out to then be notified their time was spent creating a duplicate and then forcing them to choose which fields should be retained: the existing record or the newly created duplicate, which will take another amount of time, simply to “prevent” the duplicate. Unique Entry on the other hand, using advanced dynamic Visualforce technology, will notify the user if they are creating a duplicate, typically within 10 seconds of initial field fill. The time savings when comparing Dupeblocker to Unique Entry can be as much as 2 minutes per manually entered record.

How is RingLead different than Dupecatcher?

Dupecatcher, the free app by Symphonic Source, requires a User to define what a duplicate is, while RingLead has a default algorithm that automatically identifies duplicates. Dupecatcher is trigger-based, therefore it requires the User to type all of the information into the Lead object, hit save, only to find that the record is a duplicate. Unique Entry proactively scans your Salesforce org every few seconds, as you are typing information into Salesforce, and displays a warning when our duplicate detection engine finds a potential match, even before the record is Saved. Unique Entry works across objects as well, so if you’re typing in a Lead, it will find similar Contacts and Accounts. The user experience is vastly superior with Unique Entry.

How many Salesforce API calls does RingLead make?

Note for Salesforce Professional Edition Users: If you are using the Professional Edition of Salesforce, you are allotted 5,000 API calls per 24 hours. To use certain RingLead applications, you may wish to purchase additional API allotment from Salesforce. The number of Salesforce API calls varies for each RingLead application and by the configuration settings within each application. Below are details on the number of Salesforce API calls for each application.

UNIQUE WEB-TO-LEAD

A typical web form submission requires RingLead to make 2 to 20 Salesforce API calls. More calls are required if a Contact is not found since RingLead then searches for a matching Lead. RingLead configuration settings such as create a Task will take an additional call (or 2 or 3 if the owner of the new Task is invalid).

UNIQUE UPLOAD

A row in a list uploaded requires RingLead to make 2 to 20 Salesforce API calls. More calls are required if a Contact is not found since RingLead then searches for a matching Lead. RingLead configuration settings such as create a Task will take an additional call (or 2 or 3 if the owner of the new Task is invalid).

DATA CLEANSE

The number of API calls can be estimated by running the report while still in Trial mode, and then multiplying that number of API calls by 10. This does not consider The merging process in Data Cleanse is typically 1 API call per every 3 records merged. Another way to estimate the number of API calls, assuming Salesforce will return 250 up to 2,000 records per call. This means a Salesforce with 1,800,000 Leads would require 900 to 7200 calls to search the Leads for duplicates, then approximately 1 API call for every 3 records merged.

More Information:

  • What Salesforce Editions Have API Access? https://help.salesforce.com/HTViewSolution?id=000005140&language=en_US
  • API Usage Limits https://help.salesforce.com/apex/HTViewHelpDoc?id=integrate_api_rate_limiting.htm&language=en
How do I enable Salesforce API?

To allow RingLead to connect to Salesforce, a Salesforce user must be granted the “API Enabled” permission. RingLead applications can query or update only those objects and fields to which they have access via the permissions of the logged-in user. To enable or disable API go to: Your Name > Setup > Manage Users > Profiles > Edit Profile of your choice > Under ‘Administrative Permissions’ select “API Enabled” After following the steps above if you do not have the option to enable API, please contact your salesforce.com representative to have them enable API for your org.

How do you remove carriage returns in an Excel file?

In some versions of Microsoft Excel, a carriage return (new line) in a CSV or other Excel-compatible file can translate to an unsightly square embedded in the text of the file, making it difficult for our server to read in an upload. However, Excel includes a character-substitution function that can remove any character in a cell and substitute it with a character of your choice. Substitute the carriage returns in a CSV file with an empty character to remove the carriage returns from the file.

Solution:

  1. Open the CSV file in Excel. Locate a cell containing carriage returns that you want to remove and record the cell number (e.g., B5).
  2. Click in an empty cell somewhere else on the spreadsheet, near the first cell if possible.
  3. Click in the formula bar (labeled “=”) at the top of the screen. Type: =SUBSTITUTE(B5,CHAR(13),””) Use the cell number that you recorded in the first step rather than “B5.” This command tells Excel to find all carriage returns in the selected cell and remove them. The data from the selected cell appears without carriage returns in the cell that you clicked in the previous step.
  4. Right-click the current cell and click “Copy.”
  5. Select the first cell, right-click it, then click “Paste Special.”
  6. Select the radio button labeled “Values” and click “OK.” This copies the text from the second cell–with carriage returns removed–to the first cell, leaving out the formula that you typed. The second cell can be deleted.
  7. Repeat this process for each cell containing unwanted carriage returns.
How do I remove Junk Characters from an Excel List?

Data can be pasted into Excel with junk characters, embedded line ends or embedded tabs. To fix:

1. Open the file in Excel

2. Insert a column next to the column with the junk data.

3. In that column copy the formula ‘=CLEAN(A1)’ where A1 is the first line of data

4. Copy this formula for all of your rows of data

5. Copy this now clean data

6. Select your old, junk data, and select ‘Paste Special’. Past only the values from the formula over your old data.

7. Delete the temporary column

8. Save

What do I do when I see REQUEST_LIMIT_EXCEEDED in Salesforce?

REQUEST_LIMIT_EXCEEDED: Is an error directly from Salesforce. This refers to the number of API calls made on your Salesforce account. Salesforce sets these limits depending on your type of Salesforce instance. In general, they allow 5,000 API calls per Salesforce user per 24 hour period. We recommend reviewing your logs to identify other applications that may be using a high number of API calls. In Salesforce, have your Admin navigate to the Reports tab, select the Administrative Reports folder and clicking the API Usage Last 7 days report.

What do I do if RingLead is not finding duplicates?

There are two possible scenarios for record matching issues:

1. We did not find a duplicate that you believe we should have matched.

2. We found a duplicate match that you believe we should not have matched. In order for us to troubleshoot why we did or did not create a match, we will need the Salesforce IDs for the two records in question: – the ID from the new record that you believe should have been a match, and the ID of the existing record it did not match (that you think it should have matched), or vice versa.

Here is an example of a Salesforce URL: https://kb.ringlead.com/00330000017t0EY 00330000017t0EY is the Salesforce ID that we will need on the two records in question.

How do you implement the State and Country Picklist Workaround with Apex Triggers?

This solution will solve the issue of the State and Country fields not populating in Salesforce for those customers who have enabled State & Country Picklists in Salesforce. See the setup steps below:

1. Create custom fields on the Lead object in Salesforce.

Lead Custom Fields – CustomStateCodeField Type= text Length = 10 – CustomCountryCodeField Type= text Length = 10 Contact Custom Fields (optional): Use the same two field specifications as for the Lead custom field above . Account Custom Fields (optional): Use the same two field specifications as for the Lead custom field above.

2. Create two new Apex triggers on Lead (and Contact and Account if you have created the custom fields for those also) as below:

On Leads – trigger CustomStateCode on Lead (before insert, before update) { List CustomStateCode = new List (); for (Lead a : Trigger.new) { a.StateCode = a.CustomStateCodeField__c; } } trigger CustomCountryCode on Lead (before insert, before update) { List CustomCountryCode = new List (); for (Lead a : Trigger.new) { a.CountryCode = a.CustomCountryCodeField__c; } }

On Accounts – (if custom fields have been created) trigger AcctCustomStateCode on Account (before insert, before update) { List AcctCustomStateCode = new List (); for (Account a : Trigger.new) { a.BillingStateCode = a.CustomStateCodeField__c; } } trigger AcctCustomCountryCode on Account (before insert, before update) { List AcctCustomCountryCode = new List (); for (Account a : Trigger.new) { a.BillingCountryCode = a.CustomCountryCodeField__c; } }

On Contacts – (if custom fields have been created) trigger ContactCustomStateCode on Contact (before insert, before update) { List ContactCustomStateCode = new List (); for (Contact a : Trigger.new) { a.MailingStateCode = a.CustomStateCodeField__c; } } trigger ContactCustomCountryCode on Contact (before insert, before update) { List ContactCustomCountryCode = new List (); for (Contact a : Trigger.new) { a.MailingCountryCode = a.CustomCountryCodeField__c; } }

For UNIQUE UPLOAD, simply map the State and/or Country Codes in your list to these new Custom Fields. Be sure to set the standard fields for State and Country to “none selected” in your mapping, and the custom fields to “Overwrite”. Steps 3 & 4 below are for UNIQUE WEB-TO-LEAD.

3. On web forms, change the field id and name for State/Province, and Country to the SF ID of the new fields, as below: CAUTION: The Salesforce Lead Custom Field IDs below ( 00NU0000003zVQ6 and 00NU0000003zWFt ) are only examples. You can obtain the correct Salesforce Field IDs by viewing the HTML in: Salesforce Login > Setup > Web-to-Lead > Generate HTML State/Province Country

4. Log in to RingLead, select Web-to-Lead, then Configure Options for “New and Matching Leads/Contacts” then “Update Field Actions”. On the field actions page, map both fields below to the same Contact and/or Account field names ( if fields were created in step 1 above ) and set both new custom fields to “Overwrite”, and Save. CustomStateCodeField > Account Billing State > Contact Mailing State > Overwrite CustomCountryCodeField > Account Billing Country> Contact Mailing Country > Overwrite Be sure to click the “Save” button at the bottom of the page.

What do I do when I get this error: ``UNSUPPORTED_CLIENT: HTTPS Required``?

Error Message: “UNSUPPORTED_CLIENT: HTTPS Required” Explanation This error message occurs when Salesforce.com server settings have changed or have experienced a disruption. Another cause is that there has been a DNS change at Salesforce. Customer should contact Salesforce about the error.

How do I update my Salesforce credentials from Sandbox to Production?

Before your account can be active in your Production environment you will now need to follow the instructions below to enter your Production Salesforce credentials. The salesforce.com Username is typically in the form of an email address and is used when you log in to salesforce.com. To enter the salesforce.com username/password for RingLead:

1. Log into MyRingLead at https://login.ringlead.com/support/

2. For Declone Web-to-Lead, select Declone Web-to-Lead tab at the top of the page> select GO for each form and update your Salesforce UserName and Password.

3. For Declone Mass List, select the Declone Mass List tab at top of page> Under Configuration Settings, select Change Configuration Settings> Enter your proper Salesforce Username and Password

4. For Declone Data Cleansing, select Declone Data Cleansing tab at the top of page> Under Configuration Settings, select Change Configuration Settings> Enter your proper Salesforce Username and Password Please Note:

  • Make sure RingLead’s servers are in your whitelist: In Salesforce, go to Setup> Security Controls> Network Access. Add the following IP ranges to the whitelist: Range #1 Start IP Address 209.34.85.24 End IP Address 209.34.85.24 Range #2 Start IP Address 206.80.45.176 End IP Address 206.80.45.183
  • You will now have two sets of usernames/passwords – one for Salesforce.com, one for RingLead.
  • Your salesforce.com username is in the form of an email
  • Your RingLead username is unique and cannot be changed. Your RingLead password is set by you and you presumably know it since you are able to submit configuration updates.
  • Your salesforce.com password and your RingLead password may be different.
  • The information we need is your *salesforce.com* username and password. We need this info in order for our scripts to compare incoming data (from your file) to the data in your salesforce.com database. Until this information is set up correctly and verified, we are unable to fully activate your trial.
What actions can be set for updating fields in the matching Lead/Contact?

Update if Blank: If the field in salesforce.com is empty, the field will be updated with the value entered into the web form.

Overwrite RingLead: This will overwrite the value in salesforce.com with the value entered into the web form. If a non-mandatory field is left blank on the web form, it will not overwrite the existing value in Salesforce.

Do Not Update: No changes will be made in salesforce.com

Prepend RingLead: This will concatenate the string from the web form with the existing string already in salesforce.com. Example: [This is the text entered in web form] [This is the existing text already in salesforce.com]

Append RingLead: This will concatenate the string from the web form with the existing string already in salesforce.com. Example: [This is the existing text already in salesforce.com] [This is the text entered in web form]

Merge Only available for Picklist (Multi-Select) fields: This adds selected items in web form to previously selected items in salesforce.com. Example: Original value in salesforce.com: Apple, Orange Entered in web form: Banana, Mango, Orange New value in salesforce.com: Apple, Banana, Mango, Orange

Raise RingLead: This will replace the value of the field only if the incoming value is higher than the existing value. Depending on your lead scoring process, this might be a good field to indicate interest level. Original value of salesforce.com field before web form submitted: 4 Value coming in from web form submitted: 5 New value of salesforce.com field: 5 Lower RingLead will replace the value of the field only if the incoming value is higher than the existing value. Original value of salesforce.com field before web form submitted: 5 Value coming in from web form submitted: 4 New value of salesforce.com field: 4 Increment RingLead will increase the value of the field in salesforce.com by adding the value of the field entered in the web form. Depending on your lead scoring process, this might be a good field action for the lead score field. Example: Original value in salesforce.com: 4 Value entered in web form: 2 New value in salesforce.com: 6

Which browsers does RingLead support?

The following browsers are supported by RingLead.

MAC 10.6+ / MAC Firefox Version 4.0+

  • Unique Upload
  • Data Cleanse
  • Unique Web-to-Lead

MAC Chrome Version 16+ 1

  • Unique Upload
  • Data Cleanse
  • Unique Web-to-Lead

Windows 7+ / Windows Firefox 10+

  • Unique Upload
  • Data Cleanse
  • Unique Web-to-Lead

Windows Chrome

  • Unique Upload
  • Data Cleanse
  • Unique Web-to-Lead Windows

Internet Explorer 10+

  • Unique Upload
  • Data Cleanse
  • Unique Web-to-Lead
What does ``FIELD CUSTOM VALIDATION EXCEPTION`` mean?

This has to do with the following error message which may be generated by Declone Mass List or Declone Web-to-Lead: statusCode’ => ‘FIELD_CUSTOM_VALIDATION_EXCEPTION’.

This means that there is a custom validation error coming from the users’ Salesforce org. Many times this has to do with the required format of country codes (ex. if they want US instead of USA) Examples: Specific customer error messages may vary, but may look like this: “A valid two-letter country code is required.” To fix this, simply update the fields being imported to acceptable values for that custom field (ex. replace the three-letter country code USA with an acceptable two-letter country code, US).

What Does This Mean? ``Please check the security settings of this field and verify that it is read/write for your profile or permission set.``

If a field is hidden in Salesforce, or the RingLead user’s profile in Salesforce does not allow the field to be modified, the error above will occur when trying to modify (update or merge) the field value with a RingLead application.The solution is to go into Salesforce and make sure the field is accessible and not hidden.

1. To do this, in Salesforce, go to Setup > Customize > [object where field occurs, such as Account, Lead, or Contact] > Fields.

2. Find the field and click on it. Then click on the “View Field Accessibility” button. Find the RingLead user’s Profile, and then make the field “Visible” to that user.

3. Click on the “Set Field-Level Security” button, and make sure that field is not set as “Read Only” for the RingLead user’s Profile.

4. Click “Save”, and then log back into the RingLead UI and try to perform the action that caused the error to appear.

What is a MALFORMED QUERY?

Regarding the following error message: FaultString = MALFORMED_QUERY: SOQL statements can not be longer than 10000 characters. Fault Code is: Malformed Query This is usually a result of a person or program trying to input > 10,000 characters to a web form and process via RingLead’s W2L deduping program.

Which Salesforce permissions do I need for my user on file with RingLead?

The Salesforce User associated with your RingLead account should have a minimum of Marketing Level permissions, and should be able to see and edit all data. Failure to set these permissions may result in duplicates. To make sure you have the correct settings, complete the following steps:

1) Log in to Salesforce.

2) Go to Setup > Manage Users > Profile > select the profile for your User.

3) Scroll down to Administrative Permissions.

4) Please make sure the boxes called “Modify All Data” and “View All Data” and “Manage Leads” are all checked.

5) Save

Which Salesforce editions does RingLead work with?

All RingLead features work with the following two Salesforce editions:

  • Salesforce Enterprise Edition
  • All RingLead features Salesforce Unlimited Edition

The following editions have some requirements and limitations which are listed below:

  • Salesforce Group Edition:
    • For RingLead Campaign features of Web-to-Lead and Unique Upload, the Campaign module must be purchased from Salesforce. If RingLead cannot connect to Salesforce, the API must be enabled and/or purchased from Salesforce.
    • Unique Entry will only work if you have purchased access to the API.
  • Salesforce Professional Edition:
    • For RingLead Campaign features of Web-to-Lead and Unique Upload, the Campaign module must be purchased from Salesforce.
    • If RingLead cannot connect to Salesforce, the API must be enabled and/or purchased from Salesforce.
    • Unique Entry will only work if you have purchased access to the API.

More information on Salesforce Editions: http://www.salesforce.com/crm/editions-pricing.jsp.

How do I get started with the Data Quality Suite for Salesforce?

If you’ve clicked to install the Data Quality Suite for Salesforce from the Salesforce AppExchange, a data quality specialist will be emailing you shortly with the installation instructions.

In the mean time, you can learn more about the Data Quality Suite for Salesforce right here. This complete data quality suite removes existing duplicates and prevents the creation of new duplicates via the three main entry points: list import, web form submission and manual entry.

  • Find and prevent dupes
  • Merge duplicate Leads, Contacts & Accounts
  • Prevent the creation of new duplicates

This comprehensive, dupe-stopping data quality suite includes:

Dupe Dive

FREE Duplicates Diagnostic application that analyzes and find duplicates in your Lead records, the fun and social way. Learn more about Dupe Dive >>

Data Cleanse

Identifies duplicate Leads, Leads to Contacts, Leads to Accounts, Contacts, and Accounts. The simple interface empowers both technical and non-technical users. Learn more about Data Cleanse >>

Unique Web-to-Lead

Prevent dupes in your web forms. Your fields can be updated without any data loss based on your defined rules. It’s campaign and lead assignment supported. Task/email notifications alert record owners to the attempted dupes. Learn more about Unique Web-to-Lead >>

Unique Upload

Prevent the creation of duplicate Leads, Contacts and Accounts when uploading lists. The app uses a field-by-field configuration based on your business rules. Learn more about Unique Upload >>

Unique Entry

Ever wish Salesforce could warn you, as-you-type, when you’re entering a duplicate Lead, Account, or Contact? Now it can. In real-time, as information is being manually entered, Unique Entry will seek and display possible dupes. Learn more about Unique Entry >>

Why was the Record Type not added to my Lead?

Even if a user has System Admin permissions, a Record Type can only be used if it is attached to your profile. To attach:

1. In Salesforce, go to Setup > Manage Users > Profiles

2. Select your RingLead user’s profile.

3. Scroll to “Record Type Settings”

4. Under “Standard Record Type Settings”, in the “Leads” section click “Edit”

5. Move the record type from Available Record Types to Selected Record Types.

Why am I getting a 401 or 404 Error?

RingLead has recently enhanced its security, and the transition is causing some customers issues. If you are receiving a 401 or 404 error in your browser when attempting to use one of our applications, take these steps to correct the issue:

1. Log out of RingLead completely by clicking “Log Out” button at the top right.

2. Log in again. If this does not resolve the issue, continue on to the next step below.

3. Go to your browser history settings and clear it completely.

4. Go the your browser security settings, and clear your cache and cookies.

5. Close your browser, then restart the browser and log into RingLead.

If these steps do not fix the issue, contact support@ringead.com with the specific error message, and details of what you did to cause the error.

What is the difference between RingLead and Informatica?

We’ll let our customers and G2 crowd reviewers answer that question. Check it out here on G2 Crowd.

ringlead vs informatica

How does RingLead integrate with Pipeliner CRM?

Pipeliner CRM works with partners who enable users to build custom workflows for personal productivity. They see the integration with RingLead’s Capture as another step in their strategy to enable customers to use their CRM in combination with their essential systems. This blend of processes allows sales to be more efficient.

Introduction to Pipeliner CRM Capture Integration

Screencast: Play in a new window.

How to Use Capture to Acquire Contact Data from LinkedIn

In order to use Pipeliner CRM with Capture:

A: Install and Run Capture

1. Run Google Chrome (Capture is a Google Chrome plugin, in order to use Capture you need to install and use a Google Chrome browser. (Click here to install Google Chrome)

2. Go to the following URL: https://ringlead.com/capture/
3. Click on the button “Get Capture.” You will be redirected to the Capture Google Chrome Plugin.
4. Click on the button “Add to Chrome” and click “Add” within the window. Capture will be added to your browser extensions.
5. Click on the “Capture” Icon.
6. Sign in to Google Chrome using your Google Account.

B: Configure Capture to Store Data in Pipeliner CRM

1. Click on the “Capture” Icon.
2. Register for Capture and from the list of available integration select “Pipeliner.”

Registering to Capture - Select Pipeliner CRM

3. By default Capture is set to export data into “Salesforce.” Change this to Pipeliner CRM. Click on the “Menu” and click “Settings.”

Capture - Setup Pipeliner CRM Export

4. Within the Settings menu, click “Change” to update the CRM export destination.

Capture - Change Default CRM Export

5. Click on “Pipeliner” and click “Select.”

Capture - Select Pipeliner CRM as Default Export CRM

6. Configure the Pipeliner API access. Click here to learn where you can find Pipeliner CRM API Keys.

7. Click “Save Settings” in order to configure Pipeliner CRM with Capture.

Capture - Configure Pipeliner CRM API Keys

C: Import a Contact into Pipeliner CRM from LinkedIn

1. Run Google Chrome with installed Capture Plugin after signing in to your Google Chrome account.
2. Sign in to LinkedIn.
3. Search for a specific contact and open his LinkedIn profile. In this case we will be adding Nikolaus Kimla, our CEO, to Pipeliner CRM.
4. Click on the “Capture” button to capture Nikolaus Kimla’s information. Capture will gather all available information from the screen and prepare the contact to be imported into Pipeliner CRM.

Capture - New Capture Action

5. Click “Export” and select the option “Pipeliner Contact.” Capture will export this contact and store it within your Pipeliner CRM database.

Capture - Export Contact to Pipeliner CRM

6. After successful synchronization, you will find the imported contact in Pipeliner CRM.

LinkedIn Contact in Pipeliner CRM

TIP: You can use the deduplication process to overcome duplicates with Pipeliner CRM.

Learn more on the Pipeliner CRM Blog.

How do I retrieve my Security Token from my Salesforce Sandbox?

The security token for your Salesforce sandbox is different from the token for your production Salesforce org. To retrieve your sandbox security token, click Your Name > My Settings. On the left-side navigation, click Personal > Reset My Security Token.

You should see a screen like this.

Note that when you click Reset My Token, it will go to the email registered to your Sandbox user. Sandbox usernames are usually an extension of your production username (ex. ddraper@sterlingcooper.com.test). This username is usually preset as your Sandbox user email also.

To ensure that you receive your security token when it is reset, be sure to set your Sandbox user email to your actual email address (ex. ddraper@sterlingcooper.com)

What If I don’t see Reset My Security Token in the left-side navigation?

Below are possible scenarios where you may not have the option to request a security token.
1 . The Network Access selection is missing from Security Controls of your organization settings. To check please go to Setup, on the left pane at Quick Find box, enter the words “Network Access”. If you have a non-administrator profile, please contact your internal system administrator to perform the steps for you because you may not be able to see the Network.If you are a system administrator and can see the Network Access option as shown below, proceed to the Next scenario.

Note*: If you do not see Network Access link above, please log a case with Support and request to enable Login Challenge Enabledand Login with API Token for the organization.

2 . If IP Restrictions are added to the Login IP Ranges on the user profile or Session Settings depending on the Salesforce edition. This also would result in a missing of the security token option.If there are any IP ranges values defined here, then the Reset My Security Token would not be available. (Ex: Start IP: 0.0.0.0 End IP: 255.255.255.255) This disables the security token when used and does not restrict the profile. If the Salesforce edition is Unlimited/Performance or Enterprise, system administrators can verify if this are IP values in the Login IP ranges by selecting: Setup | Manage Users | Users | Profile| Profile name | Login IP Ranges. If the Salesforce edition is Professional, Group, or Contact Manager, IP Restrictions are located in the Session Settings, instead, system administrators can verify this by going to: Setup | Security | Controls | Session Settings.
3 . SSO (Single Sign On) is configured not to allow Security token then you will not be able to see it. If that is the case, please reach out to your internal Single Sign-On administrator to get assistance on this issue. Single Sign On can be configured to have security token.

4. The User’s Profile is corrupted If none of the previously mentioned scenarios are true in your case, try editing the profile of the user that is missing the security token and then saving it without making any modifications to it at all. This will reset the profile, and might result in the token option being available. If the information provided is unable to help resolve the issue please log a case with support for assistance.

Note* The ability to reset the security token is not offered to users with the Chatter-External and the Chatter-Free licenses

Can’t Find the Answer?

Contact our Customer Success Team anytime for additional assistance related to any of our products or services.

  • +1 (888) 240-8088
  • sales@ringlead.com