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OutboundSync Help Center

When using OutboundSync's Salesforce integration, you have the option to log activities to the Task Object with a configurable subject line. 

You can enter both custom text as well as variable snippets that will be dynamically updated based on your campaign data. 

This is useful for building reports and flows in Salesforce. 

Here's what it looks like in the application:

Salesforce limits the task subject line to 255 characters. If your subject line exceeds this, OutboundSync will cut off any excess characters to ensure the API call into Salesforce to create the task is successful.

Any custom text that's entered will be constant across all event types. The most typical use case here would be entering something to indicate the tasks are related to outbound in general or OutboundSync in particular.

 at the beginning of your task subject line to indicate it's related to OutboundSync and that text will appear at the beginning of every task.

Below are the latest supported snippets are in the application. They must be entered as shown in the application with brackets and spaces.

If you have other ideas for snippets that would be useful, please 

Writing to the Task Object in Salesforce

One question that has come up related to the EmailMessage object is, "Is it possible to change the 

Unfortunately, no. For emails not sent as part of a case, only the status 

However, OutboundSync does have the ability to 

 with a configurable subject line. That could include the 

Writing to the EmailMessage Object

When OutboundSync is connected to your Salesforce instance, we have the option to create a group of custom fields on both the 

 objects. These fields allow you to track engagement activity and sync details from your Sales Engagement Platform.

Triggering automation in Salesforce flows.

Understanding campaign attribution and engagement history.

Below is a list of all custom fields OutboundSync can create, including their API names and data types.

Which Salesforce fields are updated

With OutboundSync, you can designate any Salesforce list as a blocklist. Blocklists or exclusion lists help ensure that cold emails are not sent to existing customers, competitors, open deals, or contacts on Do Not Contact lists.

OutboundSync uses Salesforce reports as a source for the block list in Salesforce. The benefit of this is that Salesforce's reporting engine is highly configurable and adaptable. 

The first step is understanding that the reports API only allows us to pull up to 2,000 rows and we use the date stamp for each row to distinguish newly added results from the previous day.

In practice, this means you can block up to 2,000 rows of email addresses or domains per day per report. If a row (e.g. an account or contact) has multiple email addresses or multiple domains associated with it, they can all be included.

If your list starts with more than 2,000 rows, consider a one-time initial pull from Salesforce directly to your Sales Engagement Platform. Then add a date filter to capture data moving forward.

If your list also adds more than 2,000 rows per day, consider breaking it up into multiple smaller lists.

If you don’t have a blocklist built yet, let's create one now. Otherwise, skip ahead.

Need inspiration? Popular examples include lists for channel partners, open opportunities, and active customers.

Now go ahead and set whatever filters and criteria you want in-place for your report.

Here's an example report that uses the website field in Salesforce:

We'll be creating a list that includes either email addresses or domains as one of the fields.

In the case of email addresses, we can either do a 1:1 matching block, or we can extract the domain of that email address and block the entire domain. 

If contacts have multiple email fields in Salesforce, include all those email properties in your report and we will use those later.

Finally, make sure to label your report with a clear name so you can find it quickly.

Pulling your block list into OutboundSync

Now that you have created your list in Salesforce, we need to pull that list into OutboundSync to start dynamically updating it in your Sales Engagement Platform. For this, we'll need to return to OutboundSync.

Remember that the user performing these actions needs to have sufficient permissions. If the user cannot access this data in the CRM, their credential cannot be used by OutboundSync to perform this action.

Now, go to the OutboundSync app and go to the 

Select the Salesforce Connected App that you want to use as the source for your block list. This is based on the user who installed the Connected App when you first set up your OutboundSync account.

This is the one you just created earlier. If you don't see it, make sure you have permissions to access to the report in question.

Select which fields specifically you want to be included in your block list. Remember that the type of field will need to match up with type of blocking you want to do. 

Select the API key for the Sales Engagement Platform that you want to send to the block list. If you want to block this list on multiple platforms, create multiple lists. 

OutboundSync supports two types of blocking. You can block by address or by domain with the 

Blocks each email associated with a contact in Salesforce individually and adds it to the blocklist in your Sales Engagement Platform.

 doesn’t block all emails ending in @example; only John's email is blocked.

Blocks all emails associated with a contact’s domain and adds the domain to the blocklist in your Sales Engagement Platform.

If a contact had multiple email addresses, every domain would be blocked.

 Leading email providers (e.g., Gmail, Outlook) won’t be blocked as they are common. 

If you want to block these domains manually in your Sales Engagement Platform, download this CSV and import it directly. This would block you from emailing personal email addresses.

If you are using a Sales Engagement Platform that has specific client IDs like Smartlead, this is the step where you will select that Client ID to match the blocklist to that client. Others use dedicated workspaces where this will not be relevant.

 (6). You will see your blocklist appear in the table.

This takes time to execute. The larger your list, the more time it can take. Refresh your browser or come back later to see OutboundSync's progress updating your blocklist. 

Updating block lists from reports

Some customers ask about OutboundSync's API utilization to better understand any potential impact on their Salesforce billing. 

2-4 requests per webhook payload that OutboundSync receives. The number of payloads that OutboundSync receives will vary depending on how your Sales Engagement Platform is configured.

The following is an explanation of the specific API calls and context:

For one payload we are using at a minimum 2 Requests. (Find by email or find by object lookup id and create Email Object or create Task). 

If we should update Contact or Lead we are using +1 Request. If Contact is not found then we are using +1 Request to find Company by domain. Create Contact and Create Company or Create Contact and attach Company is +1 Request.

We can reduce this by ensuring that the contacts are all in Salesforce first, so every time we look up a Contact or Lead, it's already in there and we're just appending the activities. 

If you send 100 emails, that's 200-400 API calls to cover the Email Sent events. 

Then, we'll have webhook payloads for replies and lead category updates, let's say 10% reply rate (+10 webhook payloads) and all 10 get categorized (+10), so that would be (20x2 + 20x2), that's an additional 80 API calls. 

If you're tracking opens, link clicks, bounces, and unsubscribes that can drive an incremental set of API calls. Let's add those up for a total of 120 API calls. 

If you want to keep it simple and round up, you could assume approximately 600 API calls for every 100 emails sent, or 6 API calls for every sent email on average.