Act-On: Create Contact Workflows

Updated 2 months ago by Lauren Hayes Brown

The guide covers the steps to configure sync workflows to create new contacts. 

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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, the contact quality, and if you'd like to create a new contact when the sender is not the recipient. 

Reply Types

There are 6 different types of replies that you can mine for new contacts. Learn more about how we classify email replies in this detailed article.

Contact quality

Contact quality specifies the system's confidence in the contact being an actual person with correct data. We recommend synchronizing high and medium quality contacts. Check out our in-depth article on this topic to learn more.

Create sender

Sometimes when Siftrock receives an automated reply, such as a "Left company" type email the original recipient has been changed. For example, we sent an email to susan.smith@acme.com, but she's left the company. We received an automated reply, but the reply came from her successor, Bob Jones (bob.jones@acme.com).

In this case we don't yet have Bob Jones in our database, but we would like to add him as he's the new person we should be talking to. Selecting the option to create the sender tells Siftrock to create a new contact record for the sender if they don't exist in your database.

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Step 2: Select List (Optional)

New contacts 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.

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Step 3: Set Field Mappings

There are three different ways to map fields when creating a new 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 created through this workflow. One example we recommend as a best practice is populating your Lead Source field with "Siftrock." This gives you a quick way to find all new contacts in your database that originated from Siftrock.

Sender field mapping

Use this section to map fields from the sender (the original recipient of your email) to the new contacts being created. Siftrock will pull the data from the sender's record in your MAP and copy values to the new contact record.

Fields such as company name, industry, company location, and company size enable you to immediately segment the new contacts with your standard rules already configured in your MAP.

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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 "@loblaw.com" 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 "@bigcompany.com")]}

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


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