Power Plays: Queue up engagement with Scheduled Imports

Hi everyone, um,

welcome to, um, Power

Plays. This is a new

style of webinars that we're hosting at

Salesloft, uh, where they are

short, so enough to give you like a quick hit of

information, not a full hour, um,

but hopefully something that you can take away and begin to

immediately action with your teams.

Um, so today's power play is focused

on scheduled imports.

Uh, so we'll be talking about and walking through the

process of setting a scheduled import and how this can

help your team.

Uh, uh, with me today is my

colleague Andy.

Um, Andy's based in R&B office, is

one of our technical solutions consultants. Um,

I'm Sarah. I'm one of the managers here at

Salesloft, um, on our customer success

team, so we'll be guiding you through the process.

Um, next slide here.

So just a little bit of um

setup here, so a little housekeeping. Uh

we will use the Q and A box

only for questions. So as you look at the right-hand

side panel of your screen, you should see

a little uh a box

with a question mark in the middle. Please put your questions

there. Um, we will either

uh answer that question live where we are

or wait until the end of the session we

will have a specific set time for Q&A.

Um, but that is gonna be it. Uh,

anything else, we can't see you, we can't hear you, and it's just

Andy, myself, and the screen.

Uh, so from here, um, Andy's gonna take over

and we're gonna jump into SalesLoft and walk

through uh a live demonstration or how you

actually would set this up in your instance

today. Thanks.

Thank you so much for that, Sarah. So I am

currently in my stuff at the moment. So

where you would find your scheduled imports will

be in settings

and scheduled imports down here.

So you can see I have no scheduled imports

at the moment. Oh sorry, there,

or in 11

quickly here, I think it might be helpful. Um, can

we just set like a,

can you set like a base stage for like

what scheduled. Reports are and kind of

why they might be helpful to set up for

your team we could probably start there just to make sure we level

set with the team of course. um,

so with scheduled imports, you can now

build reports in Salesforce,

um, that can run daily, weekly, hourly.

Um, so if you wanted to build a contacts and

accounts report that you wanted to import to Saso

and into a cadence,

you can do that now, um, and it's gonna

be easier for you guys for a lot of admins,

um, and easier for a lot of reps because then you

don't need to go into Salesforce manually and

keep adding them on.

Later on in this um

presentation as well we'll run you through what's

the difference between kind of scheduled imports and automation

rules

um but in hindsight with admins

it's easy for them to create within Salesforce

and then you just upload it into Salesforce

straight away.

So it is a relatively new feature.

Yeah, and I'll add a couple more, sorry there, Andy, I'll add a couple

more features too, um, is that

the benefit here is that

um you can design, you know, you

can build the report by whatever

columns and filters are relevant for you

and your teams, and then we can just, we'll literally

just read the report. So no

additional fields to map, no additional data to

bump. Like, literally, we'll just be reading

the information that's on the report and

putting those people into. Whatever cadence

you want to put them into, um, and even assigning

the particular action to any

rep or any part of the, any person that's part

of the team that also has salesoft access.

So just a a few other key pieces there.

So yeah, yeah, it's pretty extensive

what the admin can do on the Salesforce

report. They can make it as specific as they want

to or as broad as they want it to. So

you have a lot more freedom within the report

when you're building it.

So relatively new feature is found out here

in schedule imports in your sales loft.

And in your Salesforce,

um, usually a Salesforce admin will build

the report out for you or maybe

even your manager.

Um,

I have just built a contacts

and accounts report. I've called

it scheduled imports here, but you can click me your

report. Of course,

um, select the report type.

And start the report.

Now within my scheduled import report,

This is a standard scheduled, um

sorry, this is standard contacts and

accounts report, but something that I've added

into the report.

Is the contact ID.

So even if I click edit here,

um what you'll need to do is add the

contact ID as an additional column

from just the standard contacts and account

report that Salesforce pulls up.

From here you can edit and remove fields as

needed, but an important call out is the

contact ID is on the report.

And then from here you can also notice

that the report is in a tabular format,

it's not in groups, um, again you

can see that one filtering, there's no groupings

here. And there's

40 contacts on this report.

No, I have it. I have my report ready.

And something that I want to point out within this

as well is that the report is in

a public folder.

And so upon creation of the

report.

And when we click save,

I'm just doing this as a tester. Let me

just add my contact ID.

It's good to note

that the folder we will default to

that private reports folder

and just select here and make sure it's

public

and accessible.

So once that report has been created,

And it's ready to use.

I can go back onto my scheduled imports

in sales loft, click new schedule,

have my import name,

select my report.

And it'll pop up on here. There's also

an option to view that report in your CRM

just to make sure you've selected the correct one.

I I would say that I would

say if you, I would say too that if you don't notice

the report there in the dropdown,

um, two things one, try just

refreshing in case just the timing of when

you built the report,

and second, ensure that it's in a

public folder. 9 out of 10 times,

yeah, that's in public.

Make sure it's not private. Make sure it's public. 9 out

of 10 times, um,

it's that the. The um

reports actually private without noticing

and so again, just making sure those two things are

making sure you check those. Take a few seconds,

um, after I

had created the report for it to show up on

a drop down,

again, don't panic, it will

eventually show up there.

And then of course select the import schedule

hourly, daily, weekly.

So if, for example, a kind of use

case for this is

if you are getting new leads

on a weekly basis,

um, you can create a leads report.

Um, have it generate and you can have those

new leads come into sales stuff on that weekly

basis. So for example, if you review it on a

Monday,

um, and then that gets uploaded.

Select the day of the week and that's the same for.

Um, our daily,

weekly.

Have your selected time here.

Assigned person record owners,

so either assign it by the CRM record

owner or assigned by a report

column. So again, when Sarah mentioned to you,

it's pretty extensive what you can do on the

um Salesforce report. People are pretty

flexible on it, you can actually have a column

in there to have the owner that you want it to be

assigned to.

Or assign it by whoever owns that record

in the CRM.

From here, import actions, um,

typically as best practice, we do

recommend create people in an add to a cadence.

Um, you don't want to have these people sitting in salesloft

and the reps may forget about them or

not know that they are in salesloft already.

Um, so creating people and ad to cadence,

the kind of best practice,

just to make sure that they are in there, your reps

are ready to take the next actions.

Select person or team.

Then select the cadence to add them in.

And then here with cadence assignee,

so we can assign it to a specific user and

that's selected from the report in the column

or

assigned by the sales of person you know.

And that's gonna be the person who runs it,

or a signed by a report card.

So I can select the specific

user here as well.

That'll be next.

One thing to note too,

oh sorry, I'm just gonna jump there too. One thing to,

another thing to note here is that there were,

there was an opportunity to where you could

set the owner of the record and then

also the person who is going to be the assignee

for the cadence.

So, two different things, and again, they don't

have to be the same thing.

So what I typically suggest to customers

is when they, they assign the ownership

to the CRM owner, so we just

leave that standard ownership.

So really selecting the first option, and then we

come down to the assignee. This is where you're

going to choose option number 3, and this

is where you could use the column in your

report. So it's a CSM owner,

it's a STR owner, it's a renewal owner,

right? Like this is where you can decide what that will be it

will just read the owner column

from that report and then make that person the

assignee, so completely devoid of ownership.

So again, you've got a couple of options there, but just note that distinct

difference between ownership and

assignee.

Thank you, Sarah. And

then of course um you do have the option, depending

on what type of report you're uploading into

Salesloft, a lot of flexibility

here to sign that specific user

in Salesloft as well.

Yeah, and we did just, I'm get a question here, so

we might jump in, this might be a good time for this. So we have

um uh a question that says,

you know, looking at some examples where we see

other Salesloft using, like, what would be some

examples that we've seen uh Salesloft

customers use this uh function.

Sorry to schedule it.

Oh sorry, I think we've got,

oh yeah, so sorry, we just got somebody asking for some

examples of how customers are currently

using this.

um, and so one exa a couple of

examples that I'll share that I've worked with customers

recently on, um, one is

related to uh renewals. So

customer has um a renewals process

set up and so they want to be able to pull in people,

uh, accounts or customers when they reach the 90

day mark. And they want to be able to sign that

action to a particular person whether it was

a renewals manager or the account executive

so we're using that process because again

um we can build the report based

on whatever information that you want so a little

more flexible than uh date-based

automation in Salesloft.

So that's one example. um I've also

seen this used for customers who

are uh working off of um

uh uh.

Like events. So let's say that you have

campaign members and so you're coming off the back

of an event. So one particular example,

a customer just had their annual event.

There's a whole follow-up process based on

attended and not attended, and so we're

using those uh campaign

reports to be be able to pull those people in

and then push them into relevant cadences automatically.

So those would be two examples I've worked on recently with

customers. Andy, any others that you would

share in terms of how you've seen customers use this?

Yeah, no, those are really good examples. I

think the database one is the best one.

again, people use it when

they're coming up to a renewal or

new, maybe a new products that are being launched and that

might be interested in it. Um,

you can use it to really group,

um, specific targeted people, and you can build

reports on

again, new products, new opportunities, um, renewal

dates, even changing of accounts. Um,

so yeah, pretty flexible in that aspect.

Yeah, we had, and somebody else mentioned I'm

using it for a lead queue and importing it

um and assigning within the hour, and so that's

a really good use case too. So,

Um, the, the big difference there is if

you, if your

lead to like your speed

to lead is within minutes, um, we

would say that using automation is gonna be better

because that is in real time. Um, if you

can, if it can be done on an hourly basis,

um,

because maybe there's some sort of timing in terms of how things

get assigned,

using scheduled imports is a really good use case

for that too. So yeah,

great. OK.

That's it for the questions for now.

All right, well, this is part of the scheduled import,

so once you're here, just click save

and then it'll run as um

as and when you set its schedule.

One thing that I do want to say is, of course you

can have it enabled here, you've got the created

by and on, so the date

specifically, the report name, the cadence

it's going to,

you can view the scheduled import logs

here. The

scheduled import logs will tell you if that log ran

successfully, how many people were added into the cadence,

and the import ID and

of course there's any alerts. So if there were any

kind of specific errors that you need to point out,

that will, that will appear on the logs. I

do recommend

reviewing the logs, um, as regularly

as the as the reports are going.

Um, so if you do have one that's hourly,

maybe review it at the hour just

to make sure it's gone through successfully,

daily or weekly.

Just have that little reminder to view that log,

um, to make sure it's going through.

And did you wanna um go back and the one thing I

just was thinking about when we think about things to

consider is that um

Uh, some sort of function that

removes people from the report once they've

been added to a cadence.

Do you want to maybe mention that part?

Yes. So within the report

that you can, you can build, um,

you can make it, you can maybe

make it dynamic.

Um, so that when that person

has appeared in this report, so for example,

Margaret Caswell,

she's already being added to the cadence on

a weekly basis,

build. Um, in the report

to remove Margaret out of the cadence

when she's already been on that weekly

schedule.

So have that dynamically changed.

Yeah, and and and the thing the thing about

that is to note that we can't add

somebody into the same cadence at the

same time. Like Margaret can't be added today,

and then again be added back tomorrow. So

you can't have her in the cadence at the same time.

But what can happen

is that Margaret gets added to the cadence

and then in future date gets removed because

she's completed the like the rep has completed the

action. If Margaret remains

on the report, she will get re-added

back into the cadence. So this is

where having that

additional filter for removing people

from the report, um, can be helpful just

to make sure that people aren't being re-added back

into the cadence uh once they've been removed.

So there's a few different ways to, to do that,

um, by adding some a filter,

um, that either by most recent cadence

name or another identifier

if that your, you know, team is using.

There's something else to add on here as well.

So on the logs, um, it's just

understanding how to read the logs as well.

Um, so Sarah mentioned,

um, of course, Margaret can't be re-added to the

same cadence that she's already in.

Um, she can only be right once she's

been removed, but

the number of people,

um, that will continuously,

and Sarah, correct me if I'm wrong here,

um, go up even though

she's already in the cadence.

Um, so she's already been added.

This number

may look misleading

because we're still continuing to add

that person to a cadence.

Um, so again, it's worthwhile checking these

logs, um, but it's nice to

know how to read the logs as well.

Wait, Sarah, I can't hear you.

I hit mute, sorry. Um, yes, so

the, um, in that example, we took your

report that had 40 people on it, and we didn't

have anything in the report that was removing

people.

Um, and let's say we have the report running daily.

Every day it's gonna look like we're adding

40 people. We're not actually adding

them because they already exist, but the

number will skew a little bit to that.

So just note that that's where, um, when

you're looking at the logs, you're like, wait, the logs have

said that I've added 1000 people.

It's not. It's just, it's looking at the

report and then pulling everybody that's on

the report every single day or

however, uh, how, how often this

uh report is running.

So, um, but again, note that we're

not adding Margaret into the

cadence every single day, um,

but we are looking and

importing, quote unquote, I'll use that

word importing loosely into the cadence

every day. Um, so we have a

question from Nicolette. She says, I've been using

the scheduled imports, but my logs look like they're, yeah,

Nicollette, there's the answer.

I like the same amount of people each day in this

case, yes. So again, it is,

if there are new people on the report, they are

absolutely getting added,

um, but that's why that looks skewed because

we're just reading again if the report has 40 people.

we're gonna add 40 people. And then tomorrow, it

will say,

um, 80 people, right? Because it looks

like we're adding another 40, but we're not technically

adding them.

And this, uh, uh,

we did ask the product team about this and

discussed that it could look, you know, confusing.

So apologies for that. There was a reason

behind it that I have to go back and look at why,

um, that was said that way.

But that just brings to the point of like filtering

the report,

removing the people that are no longer in it, and

plus it does just, um,

decrease the chances of them being re-added into

the cadence. And for example, if

you're working that renewal cadence, if

they hit that 30 day mark anyways, you

wouldn't want them to go hit. You want to clear that

value, remove them from the report, and once they

hit the value of 30 days, then they get re-added

back into the report.

And that's the same thing with the cadence.

Yeah, um, and Nicola had a, a

follow up question just around is there a way, is what's the

best way to see new ads,

um, or we just view them in the people tab.

Um, I think probably,

I do think that the log, um, I'm trying to

think about how the log appears. I don't know if you've

got like a live let me see if I can see a live

example. Um, in

terms of the best way to

To view these people. I mean, for sure, I'm thinking

that you could use the import ID.

Is there another way that you would think of or

that you can think of Andy

from

That, yeah, the easiest and the best way

would just go into the cadence, go to people,

um,

you, you know, you can view the

report, of course, scheduled import, and you

can see which cadence it's going to.

It's going into this one, you can go

into the cadence,

go into that specific cadence

and see people.

You can just see in progress or

or being added, yeah, step one

and see from here, yeah.

I think that would be as a whole, as an admin,

the easiest way. And the reason why

I do you recommend adding them specifically into

a cadence is because then the rep don't need

to go in and see the people, they

can just go into workspace and run as

normal.

Um,

run everything as normal and say like, OK, I've

got, you know, 10 people to run in my

123 cadence that just must be

from the scheduled imports. I can go

ahead and action them straight away.

Um, we also then have uh another question is, do

we need to build a dynamic report for

each

import?

So I think,

yes, um yes, um, yeah, go ahead,

sorry. No, no, you go ahead, Sarah, I interrupted

you.

I was gonna say, um, yes, I mean, for whatever process

that you're looking to implement, you would have a report

that's associated,

um, so I hope that answers that, that

question, but that's kind of how it works.

Um.

You know, again, the, the two paths are that you're

importing and adding to cadence, or you're just doing

importing only.

And I would say that if you're just gonna import only,

um, this might be a scenario where,

again, you've got reps that are pulling people

into Salesloft via ZoomInfo,

via Cognizome, via. A third

party,

um, data tool. And so the

idea of having that scheduled import could be that,

you know, it's pulling people as they're creating the records

in sales, uh, loft,

or sorry, in Salesforce, but for that purpose, I'd actually

probably suggest an automation rule

instead so they get pulled in automatically.

Um, but yes, typically in this process,

the Typical use cases

that we're adding people into a cadence, and

so there would be an associated report

related to whatever that action is, because usually there's

a reason, whether they're,

you know, an inbound, whether they're part of a

campaign, whether they're part of a renewal process, so they're

usually associated to something specific.

Um, we've got another question here. I've

been manually importing contexts weekly using

the sales of import widget.

Um, it, it, it would, but it would

do it automatically, Lewis, so it would

just, instead of you having to do that every single time,

if you were to build a report based on your

leads or your contacts, um,

it would do it automatically.

Um,

there's also some maybe some ways that you could potentially

work with your, your team

on whether it's an automation rule

that automatically pulls people and there's a few ways to

do this, but, but you're correct in that.

Essentially would replace you manually

pulling them if I, yeah,

if I go to imports and if I just go

to contact.

You'd probably have been importing from here

on a contact to contact basis and that might

take quite a while.

Um, the report that I built specifically

was a contacts and accounts report,

so, um,

again, if you don't have the ability to build reports

in Salesforce,

that's something for your admin to do and this can

all alleviate all of those manual tasks.

um, so contacts and accounts where you can have a leads

report, start the report

again that pulls up the default

columns here.

The main one to add is that contact

ID value

filter through, the reason why I'm not seeing

any here.

And

Then it'll pull through everything that I have

because it's my demo account.

Um, once I click save and run again, just

that main point, um, as I said earlier,

private reports.

Make it public, and that will definitely appear

under the dropdown for the report, but.

Yeah, you can definitely, um, alleviate

that manual step of going into every

contact in Salesforce and

uploading manually

or doing it weekly. Yeah, absolutely. Um,

and the question of import limit,

this is a great question. Um, so the, it's

2000, so the import limit

is 2000, um, at a time.

So again, if you did have a, a bulk number,

not necessarily something we'd always recommend, but if

there was a scenario where you had 10,000

records that you needed to get into SalesLoft.

Um, you could create the report, and

as long as then you have that

value that's pulling people off the

report once they get added into Salesloft or

added into cadence, you know, it could

take, you could have it run every hour, and

so it would take 5 hours, but you could get everybody

into Salesloft. Um, but again, it's

only gonna run 2000 records at a time.

So that helps Christian.

Cool. We've got 55 minutes

left.

Um, let's think about it, um, we did include

a slide and of course everyone will get the recording and

the slides associated. We did include a slide that talks

through kind of like things to consider

as well as a

kind of a decision tree, like

what is a good use case for scheduled imports

versus what is a use case for automation

because there are some things that can kind of cross over,

like some things, um, you know, where you're

looking to make a decision about what the best process is.

Um, again, these are all the things we've talked about,

um, before, but you'll have this kind of in the deck to

follow just so you know. Um, and then if you want

to go to the next slide,

um, Andy to look at that decision tree,

um, and so again, this is just looking at, again, scenarios

where you would choose one versus the other, and

the kind of easiest way that I like to think about it

is how quickly do you need

these people into Salesloft or into Salesloft

and into a cadence. If it's immediate,

um, then I would absolutely vote automation.

Um, if it is that, no, this, this can

run at a at a hourly, daily or weekly

kind of schedule,

then using um scheduled imports is great.

If it's time that like time-based, meaning

there's a trigger in sales force

that you're wanting to action something off of,

um, I would say that a scheduled

import is the way to do it, uh, versus

looking at automation. So again, there are a couple

of things, um, that top line

that I think of. Andy, if there's anything else you,

you kind of add there.

No, that's pretty good. Um, I feel like that's top

line too, but of course you'll have this resource

for you to

um

reflect to, um, just in case.

Yeah, great.

Um, and I'll just make sure we have anything else

that

we didn't answer, but I think we've got

just about

import limit. Yeah,

great, got all that. OK.

Um, last couple of minutes. So if anybody has any

additional questions,

um, you know, feel free to drop them in. Um,

we'd really love this feature.

Um, I really love this feature, we really love this

feature. Um, it's super handy. Um,

OK, let's see if there's anything else,

there is.

We do, yeah. Is there a way to see

new ads or do we just view them on

the people tab? Um,

the new,

um, little icon that you see on the people tab

would would be the best way to view them.

Um,

but you can also again see the import logs,

um, but again if you do want to see the new ads

into a cadence recommendation, go into the cadence

into the people,

um, but otherwise we're just importing them

as is people tab.

I feel like this, I feel like I should know this answer and I

don't, but um

because there's an import ID associated, do we, can

we pull that into the import?

Like filter, like filter by.

Import ID?

I can't remember if that works in the people page.

We should be able to.

So an email just said, hey, good morning.

This hasn't run yet. We don't have an ID.

Um, so yeah, so we don't have any idea.

But I'm thinking that you can use that and then go into

the people page

and then filter

by

port and that's

where I'd be kind of curious.

I have to validate that, but I think that could potentially be the

way to also, and then you could like save that

view, and then every time you come back to it, you

could then see the new people that have been added

related to that import.

That would be an idea.

I think that works.

Cool. All right.

Um, well, thanks

everyone for joining. Hopefully, this was, um,

short and sweet and gives you something for you

to take away to your teams and get into,

you know, implement.

Uh, of course, reach out, um, there's

some, uh, you know,

resources there, so using things like our Salesloft

assistant, so if you haven't used that already.

Um, that's a great opportunity to leverage

the AI. You can find that on our help site.

You can also find the Salesloft AI

widget on, um, within your profile.

So under your little

icon on the top or your initials in the top right-hand

corner, there's an ask me a question in the dropdown.

So feel free to use that. We also have our champion hub,

great opportunity to um talk

with other

Salesloft admins and users and

around best practices and things they're doing. So if you have

questions, that could be a good place to put it as well.

Um, and then if something feels like it's not working as

it is, it's intended, you know,

certainly feel free to reach out to the support team at

support@salesoft.com. Again,

you'll get all these resources following, so thanks to get

everyone for attending, and we hope you have a great

day.