Building Rules in InsideView Refresh

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InsideView Refresh allows you to receive updates for your Salesforce and Microsoft Dynamics CRM account data based on filters/rules that you define. 

As soon as a rule runs successfully, you will be able to review the total number of matches and updates processed by that filter.

This article provides detailed instructions about how to build rules.

Build a Rule in Salesforce CRM

Step Description Details
1 Go to the Home page To build a new rule, click Start.          
2 Define rule options To define the parameters of your filter, enter the following filter details:      

Filter Details

  • Filter Name – name of the filter
  • Record Type – the type of record. For example, Accounts.
  • Priority – Set the priority value from 1 to 5.
  • Match Records – choose either to Include or Exclude option to match data from the account.
  • Filter Status – Turn on.pngon or off.png off the roller to make a filter status as active or inactive.

Filter Criteria

  • Field Name – Enter the field that you want to search account data. For example, you can enter Account Name or Account Type.
  • Operator – select an operator for the field that you want to match. For example, select equals, not equals, greater than or lesser than and so on.
  • Value – enter appropriate value for field and operator that you have selected. For example, for the name field with operator equals you can enter account name keywords in the Value field.

Click Next.

Important Notes

  • If an account is captured in more than one filter, it will only be managed by the filter with the highest priority.
  • You can add up to four “Include” filters and one "Exclude Only" filter. You may also upload a file containing the accounts you want to manage.
3 Enter the field criteria On the Field Criteria region, enter the Field name.       

Once you enter the first letter of the name, a list of field names is populated. Select a field name and enter the operator. 

If you are not sure why a field is not available, check the filterable fields from the Create View or Edit View section in Accounts object of your Salesforce CRM.

Note: You cannot create a filter with any text area and descriptive fields. This is a Salesforce CRM limitation. For example, you cannot create a filter with the Description field. 

4 Select the Operator After entering the Field name, select the appropriate Operator.        

You can choose the following values for the corresponding datatypes:

  • String: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.

  • Boolean: equals, not equal to. 

  • Picklist: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. 

  • Text area: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. 

  • Double/Number: equals, not equal to, greater than, greater or equal, less than, less or equal. 

  • URL: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.

5 Enter the field value Once you have entered Field name and selected an Operator, enter the Value for the field criteria.

Here are some examples of filters, showing the field used in Salesforce, an operator and a sample value:

  • Select the industry field, operator as equals and enter value as Media.

    This filter will retrieve all accounts that have an industry type that equals to Media.

  • Select the CreatedDate field, operator as greater than and enter the date.

    This filter will manage only accounts that have a CreatedDate that starts after January, 1st, 2015.

  • Select the BillingState field, operator as Not equal to, and enter the state name such as CA.

    This filter will retrieve accounts from states other than CA (California).

    Note: If you create a filter with a blank Value field, you must press the Enter key to add a new filter row. 

Click Next.

6 Map fields for your filter. On the Map Fields tab, some InsideView Refresh fields will be mapped to fields in your Salesforce CRM by default, as illustrated below:  

You can select the Field Mapping setting for all fields by clicking any of the option at the top or choose the desired options for individual fields.

For each field, you can choose one of the following option: 

  • Overwrite – Always push field value  updates automatically into your CRM, overwriting your existing values.
  • Overwrite if blank – Push field value updates automatically into your CRM only when the particular field is empty.
  • Flag only – Flag field value updates but does not automatically push them into your CRM. You will receive email notifications based on the frequency settings. These updates will also be visible in the Review Updates section.

Click Next. 

7 Set frequency On the Set Frequency tab, select the frequency at which you want to run the filter to receive updates from InsideView Refresh.      

Note: InsideView Refresh will send update notifications based on the frequency settings to receive them. In addition to this email, you will receive a notification with weekly digest of updates on every Monday for each filter that you create in InsideView Refresh.

If you want to run rule immediately, select the Run now and at the scheduled date and time check box and then click Next.

 8 Finish Review the filter details and click Run Now to begin processing updates immediately.

   run_filter.png     

Click Cancel to run InsideView Refresh rule at the scheduled date and time. 

9 Review Filters You can also select any filter and click the Play icon to execute it or click the edit icon to make necessary changes. 

 

Create a Filter in Microsoft Dynamics CRM

InsideView Refresh allows you receive updates and review matches for your Dynamics CRM account data based on filters you define.  

Step Description Details
1 Go to the InsideView Refresh page Navigate to Microsoft Dynamics CRM > Sales > Refresh or Dynamics 365 > Sales > Refresh.

 To add a new filter, click +New.

 

In the InsideView Refresh page, click Create Filter to add a new rule.

 

2 Define filter details In the Define Filter pop-up window, enter the following filter details shown:

 

To define the parameters of your filter, enter the following filter details:      

Filter Details

  • Filter Name – name of the filter
  • Record Type – the type of record. For example, Accounts.
  • Priority – Set the priority value from 1 to 5.
  • Match Records – choose either to Include or Exclude option to match data from the account.
  • Filter Status – Turn on.pngon or off.png off the roller to make a filter status as active or inactive.

Filter Criteria

  • Field Name – Enter the field that you want to search account data. For example, you can enter Account Name or Account Type.
  • Operator – select an operator for the field that you want to match. For example, select equals, not equals, greater than or lesser than and so on.
  • Value – enter appropriate value for field and operator that you have selected. For example, for the name field with operator equals you can enter account name keywords in the Value field.

Click Next.

Note: You can add five filters only. Exclude filter takes the highest priority.

3 Map fields

On the Field Mapping tab, by default some InsideView Refresh fields are mapped to your Dynamics CRM fields as illustrated below:

     

To map custom fields, select the following options:

  • Overwrite – Always push field values automatically into your CRM, overwriting your existing values.
  • Overwrite if blank – Push field values automatically into your CRM only when the particular field is empty.
  • Flag only – Send email notifications based on the frequency settings. These updates will also be visible in the Review Updates section.

Notes:

  • You can choose the all the fields by clicking on top Overwrite, Overwrite if Blank or Flag Only option or choose these options for individual fields.
  • If you are mapping fields for the first time, enter the field names to select a field to which you want to map a field.    

Click Next.

4 Set Frequency

You can configure the frequency at which you want to receive updates from InsideView Refresh.

On the Set Frequency tab, select the type as shown below:

If you want to run rule immediately, select the Run now and at the scheduled date and time check box and then click Next.

Note: The Start Date and Start Time indicates that the updates will be sent to your CRM from that specified date and time on wards.

You can select the following frequency types:

  • Daily – To receive updates on a daily basis.
  • Weekly – To receive updates from InsideView Refresh on a weekly basis on a specific time as illustrated below:

  • Monthly – To receive updates on a monthly basis on specific time as shown below:

  • Click Next

5 Finish and run a filter Review the filter details and click Finish and Run to execute the filter.

Click Finish to close the Filter page.

6 View the filter To view the filter that you have added, scroll down on the InsideView Refresh home page as shown below:

Select a filter and do any of the following actions:

  • Click the Run icon to execute a filter.

  • The Run Filter pop-up appears.

    run_filter.png

  • Click Yes to run the filter.
  • Click the Edit icon to edit a filter.
  • Click the Delete icon to delete a filter. 
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