Configure auto push of contacts to CRMs and Contact Systems

SigParser has a flexible configuration system to push Contacts and Accounts to CRM systems and contact systems. Which contacts get pushed to which systems is different for many companies. Some companies want every contact in their CRM system, some companies only want contacts who emailed the support mailbox in their CRM system, some companies want every contact that a sales team member has emailed at least twice. These options can all be configured in SigParser.

This guide will go thru each of the settings. At the end it will go thru different scenarios for how you might want to configure your settings.

Keep in mind that once a contact is added to a CRM system, if you change the settings for filtering contacts to add, SigParser won't go back and remove contacts already added.

For all examples below we'll use the word CRM but all these options apply to any system SigParser is able to push contacts to such as HubSpot, Pipedrive, Google Contacts, Exchange Contacts and more.

Settings

You can configure creation of contacts from the settings for each connection.

Connectors -> Click the name of the connection -> Click Configure Sync

Create Contacts

For contacts to be created you must activate creating contacts. You can do this by going to the destination connection. For example, if you want contacts to be pushed to SalesForce, then go to Settings, Data Sources and Edit the SalesForce connection or Add a SalesForce connection.

Add contacts from mailboxes

Control which mailboxes should serve as the source of contacts.

For example, if you only wanted to add contacts to your CRM from your Support mailbox, then you'd pick "Selected Mailboxes" and select the Support mailbox you previously connected to SigParser.

Add if rules

Outbound greater than

Add contacts to your CRM with more than some number of outbound emails. Outbound means someone in you or someone in your company sent someone outside of your company an email.

Inbound greater than

Add contacts to your CRM with more than some number of outbound emails. Inbound is someone outside your company sending you or someone in your company and email.

Communicated within the last...

Only add contacts you've had communications with in the last X days.

OR Add contacts with matching pre-existing Account/Organization

This rule is for CRM systems. The matching CRM system is determined based on the domain names of the other contacts in the Account/Organization.

This is a nice way to get all the contacts for an opportunity into the CRM even if the other contacts don't have enough communication flow.

Must Have Conditions

Account in CRM with matching domain

Requires there be an Account/Organization in the CRM system with contacts in it with a domain name matching the domain name of the contact.

Most older SalesForce instances have a requirement that every Contact be assigned to an Account.

Don't add contacts matching the following rules

These rules will block contacts from being added to the CRM system even if they met the above conditions.

Email address matches

Use this to block contacts that match some email address pattern.

You can add multiple conditions using the "Add Condition" button.

If a contact has 2 email addresses, work and personal, and one of them doesn't match these rules then the contact will be added. For example, let's say you have a rule that says to ignore contacts with email addresses ending in @gmail.com. Then you have a contact with the adress example@bigco.com and another email address example@gmail.com. That contact would be added to the CRM.

Columns

  • Match Type - How to match the pattern against the email address. All match types are case insensitive.

    • Ends With - The full email address ends with the pattern. For example, the pattern "example.com" would match "test@example"
    • Starts With - The full email address starts with the pattern. For example, "test" would match "text@example.com"
    • Local Contains - The local part of the email address contains some text. For example, the local part of "test@example.com" is "test". So if the pattern was "t" then it would match "test".
    • Domain Contains - The domain part of the address matches the pattern. For example, the domain for "test@example.com" is "example.com".
    • Regex Match - Regex is a powerful pattern matching language you can use to do more advanced patterns. For example, you could make certain characters optional or make the match variable length. Here are some sample regexes.
  • Match Pattern - The pattern to match. This is what you're looking for in the email address.

  • Test Email - Use this to test whether or not an example email address actually matches the pattern and match type. This is useful for avoiding mistakes defining your patterns.
  • Test Result - Whether the Test Email matched the pattern.
  • Remove - Use this to remove this condition row.

Last contacted more than

Eliminates contacts not contacted for at least some number of days. 365 might be a good number.

CRM Account/Organization Rules

Automatically Create Accounts/Organizations

This will automatically create an account/organization and assign it to the contact.

Assign contacts to pre-existing Accounts/Organizations

If an Account/Organization already exists that matches the contact's domain name then assign the contact to that account.

Scenarios

Only add strong relationships

You probably want to add conditions like "Outbound emails greater than or equal to 5" which would indicate a strong relationship. This means you or someone on your team has emailed them at least 5 times.

Every contact

Set the "Outbound emails greater than or equal to" = 0. This will pull every contact in SigParser and push it to the destination CRM.

Only add contact if the company is already in the CRM

Some of the CRM integrations have special support for this feature (Pipedrive, SalesForce). A rule can be configured to only add contacts if there are already contacts in the CRM in an account which matches a set of rules like if the domain already exists in the CRM.

Frequently Asked Questions

My contacts aren't being pushed

Here are some common troubleshooting steps to take:

  1. Did you pay for a subscription?
  2. Did you pay for the right subscription? Some plans only work with Outlook, Google Contacts and other plans work with those and CRM systems like Pipedrive.
  3. Did you configure the connection to create contacts?
    • Edit the connection and ensure the checkbox is checked for "Create Contacts" or "Create Leads"
  4. Are your email filters too restrictive?
    • For example, if you require at least 1 outbound and inboud email but almost all your contacts have outbound emails only, then not much will be transferred.
  5. Do you keep your Inbox empty?
    • If so, it's likely all the contacts have an Inbound email statistic of 0 so if you put any conditions on Inbound >= 1 then no contacts will transfer.
    • We suggest keeping at least a couple days of emails in your inbox or putting the emails into a holding folder so SigParser can get to them.
  6. Did you run the "Push Contacts" operation? This will force SigParser to re-evaluate all the contacts to see which should be added to the destination. Otherwise SigParser only evaluates contacts as they are changed in order to reduce the load on CRM systems.

How Are Accounts or Organizations Matched?

SigParser finds the best Account or Organization for a Contact with the following rules:

  • Email domain of other contacts - SigParser looks at all the other Contacts in the CRM system, what their email domains (ie. @microsoft.com) are and then which Accounts/Organizations those Contacts are assigned to. SigParser then matches the Contacts in the CRM based on email domain to the contacts in SigParser by email domain.
  • Website Field (planned future enhancement) - In the future SigParser will use the Website field in CRM systems like SalesForce on the Account record.

SigParser names the Accounts/Orgs with the domain name like microsoft.com or bigco.com. The name of the Account/Org can be changed by a user later and it won't impact the matching logic SigParser uses.

SigParser also won't add contacts if the email domain is a common free host like gmail.com or yahoo.com.

How can I see what SigParser created/updated?

Go to the Dashboard and in near the bottom you'll see your CRM listed. It shows stats on what it has done. Click on any number for more details on every field set.

How do I control inbound/outbound email calculations?

This is controlled on the Internal Contacts Configuration screen. You define a set of rules to control which contacts are seen as internal or external based on their email address.

I updated the settings but contact's aren't in my CRM? Why?

SigParser will only reevaluate whether a contact should be in the CRM after some new data for that contact is processed. If a new email arrives, within 24 hours that contact will be evaluated again for whether it should be in the CRM.

You can force SigParser to reevaluate all the contacts by going to the CRM details page, click "Push Contacts" and set a date to before you signed up for SigParser. It will then go thru every contact and check if that contacts should be in the CRM.

Be aware that SigParser doesn't delete contacts from the CRM if it adds them and then the rulesets change or conditions for that contact change.

Sample Email Regexes

Match Select Domains

Will match email addresses with the domain @gmail.com for example or @yahoo.com or @apple.com.

@(gmail|yahoo|apple)\.

Test at Regex101

Eliminate really long local parts

Will match email addresses where the first part of the email address is super long.

.{30,}@

Test at Regex101