Auto-matching of Accounts and Opportunities to DemoBoards

Auto-matching Feature Documentation

This document provides a comprehensive User Guide of the Auto-matching feature.

What is Auto-matching?

Auto-matching is a smart feature built into the DemoBoard creation process. It helps you automatically connect your recipients with the most relevant Opportunity and Account in Salesforce, even when you don't manually select them.

Why is Auto-matching Important?

Based on your account settings Account and Opportunity might not be mandatory fields when creating a DemoBoard. When this is the case, we have noticed that most of the time they are left blank.

Auto-matching solves this by intelligently suggesting the best-matching Opportunity and Account based on your recipients, helping you keep your DemoBoards and CRM data perfectly in sync.

Why would you want to link your DemoBoard to an Account and Opportunity? Here are some of top reasons:

1. Attribution and ROI:

   1. Revenue Influence: Directly correlate DemoBoard Engagement to Closed-Won deals.

   2. Sales Cycle Velocity: Answer the question if Deals with DemoBoard Engagement close faster.

   3. Deal Size Impact: Understand if DemoBoard Engaged prospects buy more.

2. Deal Health and Forecasting:

   1. Reviewing the DemoBoard engagement (demo views, shares, etc.) can tell you a lot about the health of the Opportunity and help you forecast the likelihood of successfully closing the deal.

How Does It Work?

Auto-matching works seamlessly in the background.

1. Add Recipients: As you enter recipient emails in the DemoBoard creation form (but leave the Account or Opportunity fields blank), the system gets to work.

2. Search for the Best Match: The system securely sends the recipient emails to Salesforce to find linked Opportunities and Accounts.

3. Pre-fill the Details: If a match is found, the system automatically pre-fills the Account and Opportunity fields for you and a notification in the top right corner of the screen will appear indicating of the action. If multiple matches are found, it selects the most relevant one based on additional criteria.

4. Create the DemoBoard: When you create the DemoBoard, it will be linked to the Account and Opportunity.

5. CRM Sync: When your Consensus Data is synced with your CRM Platform all the information will be correctly linked, ensuring data integrity.

Example Scenario

1. You're creating a DemoBoard and add several recipient emails but leave the Account and Opportunity fields blank.

2. The system instantly sends these emails to Salesforce.

3. Salesforce finds an open Opportunity where your recipients are listed as contacts.

4. The system pre-fills the corresponding Account and Opportunity names into your DemoBoard form.

5. You save the DemoBoard, and it syncs perfectly to Salesforce with all data correctly linked.

Key Benefits

• Saves Time: Eliminates the need to search for Opportunities or Accounts manually.

• Improves Data Quality: Ensures your DemoBoards and Salesforce records are always accurately connected.

• Reduces Errors: Minimizes sync errors and keeps your sales tracking accurate.

• User-Friendly: Lets you focus on your recipients while the system handles the administrative details.

Frequently Asked Questions (FAQ)

Supported versions?

Auto-matching is supported on version 11.8 or higher.

After upgrading you would also need to add the new Apex Class “Recommendations” to the Public Site Settings. For more information on how to do that click Here and refer to the Apex Classes section.

What if I select an Account or Opportunity manually?

If you manually select an Account or Opportunity, Auto-matching will respects your choice and will only try to fill in any missing information. For example, if you select an Account but not an Opportunity, it will search for the best Opportunity within that specific Account.

What if no match is found?

If the system cannot find a relevant Opportunity or Account for your recipients, the fields will simply remain blank for you to fill in manually. You may want to double-check that the recipient email addresses are correct.

Where does Auto-matching appear?

You'll see Auto-matching in action in the "Add Organization & Recipient Information" section of the DemoBoard creation form.

How do I enable auto-matching?

The feature is optional and can be enabled by your administrator in the “CRM Sync” settings. You need to:

1. Enable CRM Sync
2. Enable Auto-matching

For which CRM Platforms is auto-matching supported?

Currently the feature is available for our SFDC integration.

Is it going to be supported for other CRMs?

Yes, we plan to make the functionality available to all our CRM Integrations.

What criteria is used to assign the correct Opportunity and Account?

Here’s a breakdown of what happens in the background:

1. First we are trying to get a list of Opportunities where the DemoBoard recipients are listed as contacts (using OpportunityContactRole or direct ContactId relationships). In ideal scenario there is only 1 match, in which case we assign it to the DemoBoard.
2. If we don't find any Opportunities using the above method, then we try to get a list of Opportunities using the domain of the DemoBoard recipients. The purpose is the same -> get a list of Opportunities to choose from.
3. If there is more than one result in the list of Opportunities generated from steps 1 or 2, the following logic is executed in consecutive order, until a single match is found.
   1. Prioritize Opportunities with hasPrimaryContact: true.
   2. Sort the Opportunities by the highest count of matched contacts.
   3. Sort the Opportunities by highest probability.
   4. Select the most recently created Opportunity.
4. If at any of these steps there is a (single) match:
   1. The matching logic is resumed.
   2. We look up the Account of the matched Opportunity.
   3. The Account and Opportunity are assigned to the DemoBoard.

Need Help?

If you have questions about Auto-matching or need assistance, please contact your Consensus or Salesforce administrator.