Sync Workflows - Update Contacts

Updated a month ago ​by Chris Hundley

The guide covers the steps to configure sync workflows to update existing contacts. You can also configure workflows to create new contacts or route emails.


Step 1: Select Email Types

The first step is selecting the type of emails to process in this workflow. At this point, you'll want to decide about the type of emails you want to sync, you can learn more about how we classify email replies in this detailed article.


Step 2: Select List (Optional)

Contact updates synchronized in a workflow can be added to a list in your MAP. Select the list by starting to type and a filtered set of lists will display in a dropdown.

If you don't see one of your recently created lists, click the Refresh lists link and we'll pull them from your MAP account. To remove the list for a workflow, click the Clear link.


Step 3: Set Field Mappings

There are two different ways to map fields when updating contact in your MAP. Each is described in more detail below:

Siftrock field mapping

Siftrock's data can be mapped to fields in your MAP. You can map data to standard fields or custom fields. By default email address, name, and phone number will be mapped from Siftrock to your MAP.

Static field mapping

Static field mapping allows you to set a field to a specific value for all contacts updated through this workflow. One example we recommend as a best practice is populating custom fields for Reply Date and Reply Type.


Step 4: Advanced Filters

Filters are optional and not used in 80% of workflows. This advance option allows you to fine-tune the specific emails you'd like to process in this workflow. There are two types of filters:

  • Include: emails that match at least one of the filters defined will be included in this workflow.
  • Exclude: emails that match at least one of the filters defined will excluded in this workflow.

Filter values are used for wildcard matching. This means that including a filter like "" will match any email address at that domain.

Filter fields

The following fields are available for filtering:

This comes in handy if you are splitting workflows based on departmental or personalized email addresses. Sender's email address The person who originally received your email. This filter might be useful when targeting a specific email address or domain you are paying particular attention to. The text of the email sent in the reply. This type of filter is great for targeting certain types of content in human replies like demo request or types of questions.

Multiple filters within one type

When using multiple include (or exclude) filters they will be OR'd together to determine a match. Let's say we've defined two include filter values - "demo" and "pricing" for text from the reply. The Siftrock match logic looks like this:

Include where {[Text from the body (contains "demo") OR (contains "pricing")]}

The same applies to filters for separate fields within one type. Let's say we've defined three include filters, two on the text of the email and one on the original recipient email address. All three filter values are OR'd like this:

Include where {[Text from the body (contains "product 1") OR (contains "product 2")]
OR [Original recipient email address (contains "")]}

In plain English: If text from the body includes either "product 1" or "product 2", or the recipient email address contains "" then it's a match.

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