Create a list of Hot Contacts in RollWorks

What are Hot Contacts

Hot Contacts enables you to increase your sales pipeline and help close deals faster by identifying more high-fit leads without having to rely on form fills. With Hot Contacts you can:

  • Hit lead targets and boost pipeline by capturing and delivering more high-fit leads to Sales. 
  • Identify high-intent contacts that exhibit buying signals by deanonymizing website visits and ad clicks.
  • Drive marketing impact by accelerating the sales cycle and improving lead-to-win rate by providing sellers with leads that have a high propensity to buy.
  • Lower customer acquisition cost and increase efficiency by capturing more potential buyers with less effort and investment.

This RollWorks capability allows you to use Enhanced Contact Lists filters to build customized lists of known contacts engaging with your website or with your ads. 

RollWorks can deanonymize web and advertising activity without a form fill – perfect if your team purchases contact information from a vendor or frequently manually uploads lists of contacts into CRM.

There are 2 steps for RollWorks to deanonymize Hot Contacts:

  1. The first step is to identify the user. RollWorks considers many data points including device, IP, and cookie information to identify users engaging with our customer's sites and ads who have not self-identified.
  2. Secondly, we reference your CRM and if the contact already exists there, we can deanonymize their behavior without a form fill. Therefore, RollWorks’ real deanonymization rate is very high if you have a large pool of known contacts in your CRM. In addition, this step makes the process legally compliant.

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After these two steps, the resulting contacts are deanonymized and shown to you in RollWorks.

 How do we define a Hot Contact?

By default, RollWorks defines a Hot Contact as:

  • A contact that already exists in your CRM (HubSpot or Salesforce),

                           AND

  • A contact who has viewed at least one page on your website* OR clicked on one ad within the last 30 days.

*Page Views are limited to ad-driven page views only in certain packages. Read this section to learn more.

You should customize the default definition of Hot Contacts to match your business and objectives! Read on to learn how.

 

Who can access

Hot Contacts are available to RollWorks customers with any paid RollWorks package, however Website Activity Data used to customize Hot Contacts is limited by package as follows.

Your Package Hot Contacts
Standard Advertising

Included and limited to Advertising-driven Hot Contacts. Website activity page views not driven from RollWorks ads cannot be used to define Hot Contacts

Advanced Advertising Included
ABM Included
ABM with Advanced Advertising Included
Starter (Legacy) Included
Standard (Legacy) Included
Professional (Legacy) Included
Ultimate (Legacy) Included
Free Tier Included

To find your current subscription, log in to RollWorks and navigate to Settings > Billing > Plans & Usage.

 

How to access Hot Contacts

There are two ways in which you are able to access Hot Contacts. Jump to the sections below to learn about them:

  1. Create a Hot Contact list, export to CSV and share with your Sales team. Jump to this section to read on.
  2. Dynamically sync Hot Contacts to your CRM/MAP using workflows [RECOMMENDED]. Jump to this section to read on. 

 

How to create a list of Hot Contacts

Before you start

Watch this 5-minute video or continue reading to learn how to create your own Hot Contacts list in RollWorks:

 

Step 1: Navigate to Quick Actions on the Home Page 

  • Click here to navigate to Home.
  • Under the Quick Actions click Create List.

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Step 2: Name your Contact List

  • Type your desired List Name to label this new contact list.
  • Use a naming convention that will help you identify this contact list later when you have multiple contact lists to select from in your campaigns and workflows.

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Step 3: Customize the filters to create your own Contact List logic

The Contact List logic will be pre-populated with the following criteria:

Default Hot Contact logic

Ad Clicks >= 1 within the last 30 days    OR    Page View* >=1 within the last 30 days

*Page Views are limited to ad-driven page views only in certain packages. Read this section to learn more.

Screenshot

In addition to the default criteria above, you will likely want to layer on additional criteria before you export this Hot Contacts list to CSV and share it with your sales team.

We recommend adding you should add additional filters that accomplish the following:

  • Exclude contacts Sales already knows about, including:
    • Contacts that have filled out a form.
    • Contacts associated with an Open Opportunity.
  • Exclude existing customers.
  • Layer on fit attributes such as Job Title, Company Industry, and Company Size.
  • Exclude coworkers, competitors, and partners.
  • Optional: Filter by URL visited.
  • Click here to see all the filters available to customize your Hot Contact list.

Since most contacts in the list will meet the Contact Website Activity* criteria rather than the Contact Advertising Activity criteria, start by applying filters in that block.

*Website Activity Page Views are limited to ad-driven page views only in certain packages. Read this section to learn more.

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Expand the sections below to learn how to add these additional filters:

How to exclude contacts that have filled out a form

In most cases, you will need to add either a HubSpot Contact Property filter or a Salesforce Contact field filter to exclude contacts that have submitted a form-fill on your website. How this is tracked is unique to your company, so reach out to your CRM administrator if you are unsure which Salesforce Contact field or HubSpot Contact property to use.

Example: Filter by Form Submissions in HubSpot

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If your team uses Marketo, you can also exclude form fills by taking advantage of the Fill Out Form filter.

Example: Filter by Fill Out Form in Marketo

How to exclude contacts associated with an Open Opportunity/Deal

To exclude contacts that are already being worked by Sales, you may use Salesforce Opportunities, HubSpot Deals, or the Journey Stages that track your Open Opportunities/Deals.

Example: Filter by Journey Stage

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By default, the Journey Stages that do not correspond to Open or Closed opportunities are Unaware, Aware, and Engaged. Journey Stages are customizable, therefore you may see different Journey Stage names in your own RollWorks account. Learn more about Journey Stages.

Using Journey Stages will only show contacts that belong to an account list

Journey Stages is only available for accounts that belong to an account on any of your account lists. If you’d like to include Hot Contacts that do not belong to an account on an account list, you should filter by Opportunity/Deal instead.

 

Example: Filter by Opportunity Stage/Status

 

Depending on your CRM, you may have different custom fields and values that indicate if an opportunity is open. Consult with your Ops team or CRM admin to use the most appropriate fields and values.

How to exclude existing customers

If you have a field dedicated to this purpose on the Salesforce Account object or HubSpot Company object, that would be the best option.

Absent that, you can filter by Opportunity/Deal Stages to exclude Closed/Won accounts:

Example: Filter by Opportunity Stage/Status

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Depending on your CRM, you may have a custom field that determines if an account is an existing customer. Consult with your CRM admin to use the best field in your CRM that determines if an account is already a customer.

Example: Filter by Account custom fields

accnt.png

How to layer fit attributes such as Job Title, Company Size or Industry

To ensure you are surfacing high-fit contacts, add Industry, Company Size, and Job Title criteria. Industry and Company Size can be added via RollWorks Company Attributes or CRM Account Attributes. Since it is common to have incomplete data in CRM, RollWorks Company Attributes would be the better choice in most cases.

Layer on enough criteria to ensure an adequate level of fit, but not so much criteria that you end up with too low of a number of contacts.

Example: filter by Job Title, Industry, and Size

How to exclude competitors, coworkers, and partners

General Exclusions are not automatically applied to Enhanced Contact Lists, so in order to filter out coworkers, competitors, and partners you must add exclusions in your filter logic manually.

The best way to do this is to add the RollWorks Company Attributes filter called Domain, where you add an ≠ operator and select all of the domains that apply to your coworkers, competitors, and partners. This will ensure that these contacts are filtered out, even if properties such as Company Name are not populated for those records in your CRM.

Screenshot

 

How to filter by URL visited

You can add a Page Views Filter for URL Visited to exclude visits to certain areas of your website, such as the Careers page.

To do so, locate and click the Contact Website Activity* rule, then click Add Contact Website Activity Filters and select the option Page Views. Then click Add Page Views Filter and select the URL Visited option.

You can click the “=” button next to any field to change the rule from “ = equals” to “≠ does not equal” and then look for URLs that correspond to what you’d consider to be low-value pages.

*Website Activity Page Views are limited to ad-driven page views only in certain packages. Read this section to learn more.

Example: excluding the careers page

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Example: include pricing page views

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Step 4: Optionally, add your filters in each OR block

For the most accurate results, ensure that all relevant filters are applied to both Contact Advertising Activity and Contact Website Activity*. To do this, you will need to replicate the filters in each OR block. 

*Website Activity Page Views are limited to ad-driven page views only in certain packages. Read this section to learn more.

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Step 5: Save the list and export the CSV

Once you’ve completed the steps above, save the list.

To share this list with Sales, export it to CSV just as you would export any other contact list.

Then, Sales can use the Contacts Tab in the Sales insights widget to learn more about their recent activity, including which campaigns they engaged with or which website URLs they visited.

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Data included in the Hot Contacts CSV Export

After completing the steps in this article to customize your own Hot Contact logic, navigate to the RollWorks Home page > Quick actions > Export CSV.

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The CSV file will include the following data columns:

Contact Name Email Job Title Account Type Source
Last, First email@example.com ABM Manager example.com Contact Salesforce 
Last, First email@example.com CEO example.com Lead Salesforce 
Last, First email@example.com   example.com Contact HubSpot

Take action on Hot Contacts

After customizing your Hot Contacts list, you can also download the list as a CSV file. Then you can upload the data to your system of record, for example, your MAP or CRM, and share it with your Sales team.

To help you make sure you have kept your Sales team up-to-date with the latest Hot Contacts, the system will show you when the contact list featured on the Quick Actions card on the Home Page was last downloaded. 

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How to create a Workflow with your Hot Contacts

Quick Actions section also allows you to create Workflow with the use of Hot Contacts without the need to create a Hot Contact List prior to this.

In order to go directly to creating a Workflow click on the Create Workflow button within the Quick Actions bar.

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That will take you to the Workflow builder with the already preselected Custom Criteria to include your Hot Contacts.

 

Marketing Use Cases

Below are the most common marketing use cases for Hot Contacts.

  • Achieve your MQL, pipeline, or revenue goals. Close the gap to the goal by identifying and engaging previously invisible, high-fit contacts with marketing or sales plays. 
  • Help your Sales team close more deals faster. Provide high-fit leads so they can target engaged buyers with customized outreach, speed up the sales cycle, and win more deals.

 

Hot Contacts FAQs

Click here to view a list of the most frequently asked questions about Hot Contacts.

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