The Enhanced Contact List Builder allows you to create contact lists natively in RollWorks using your own CRM data (Salesforce or HubSpot) and combining them with other filters offered by RollWorks such as RollWorks Keyword Intent, Bombora Company Surge Intent, Journey Stages, RollWorks Company Attributes, Marketo, etc. New contacts will refresh every 12 hours.
If you wish to simply import contact lists as is from other sources different than HubSpot or Salesforce please visit the following articles:
- Import Marketo-based contact lists
- Import Oracle Eloqua-based contact lists
- Import Pardot-based contact lists
CRMs used to pull your Contacts and Leads
When you create an Enhanced Contact List, RollWorks will query both:
- Your Salesforce instance to pull Contact & Lead records
- Your HubSpot instance to pull Contact records
If you have both Salesforce and HubSpot integrated with RollWorks, the list will pull contacts and leads from both CRMs, unless you add specific filters to narrow down your criteria to one CRM only.
If you have Salesforce integrated with RollWorks, the list will pull both Leads and Contact records unless you add specific filters to narrow down your criteria to one type of record only.
Use Cases
Watch a 5-minute demo of the Enhanced Contact List experience to learn how to create contact lists within RollWorks without having to bounce back and forth between RollWorks and Salesforce to accomplish the following use cases:
Warm up contacts that work for companies that are in the Unaware or Aware Journey Stages and that are also showing Bombora Company Surge Intent with helpful top-of-funnel or middle-of-funnel content showing how your product solves their specific pain points. Sending engaging content helps qualify contacts for sales to begin outbound to them.
Identify contacts that work for companies that are in the Engaged or Sales Ready Journey Stage (see how to customize Journey Stages), or already have an open deal/opportunity in Salesforce and create marketing campaigns to engage the buying committee through multiple channels (Web, Email, Facebook, Instagram) so they are more likely to respond to Sales or progress through the deal/opportunity stages.
Use Journey Stages and Bombora Company Surge Intent to understand the behavior your prospects are showing, and personalize your messaging across Web, Email, Facebook, Instagram, and Sales engagement for greater response and engagement rates.
Create CRM-based Enhanced Contact Lists
Before you start
- Ensure that your Salesforce/HubSpot account is connected to RollWorks. Click below to learn how to complete the initial integration setup:
- The data filters available to create Enhanced Contact Lists vary depending on your RollWorks package. Click here to learn more.
- Creating Enhanced Contact Lists will allow you to target these lists or exclude them from the following types of advertising campaigns:
Creating Enhanced Contact Lists will allow you to engage these contacts in other channels such as Marketing Email Automation and Sales Email Automation through our feature called Orchestration Workflows.
Step 1: Navigate to the Contact List Builder
Log in to RollWorks, navigate to Audiences > Contact Lists > Enhanced Lists > Create Contact List
Step 2: Name your Contact List
Type a name to label this new contact list. Use a naming convention that will help you identify this contact list later when you have multiple to select from.
Step 3: Select your filters and create your Contact List logic
Contacts/Leads must exist in your CRM
Regardless of what filters you choose in this step, the resulting contact list will only include CRM records that already exist in your Salesforce/HubSpot instance. Click here to view all the filters available to use when building your Enhanced Contact List.
Example1:
In the example below we are creating an Enhanced Contact List by finding all our existing HubSpot contacts for Accounts designated as strategic in our CRM and the accounts that have surged with High intent in ABM within the last 90 days.
HubSpot and Salesforce objects can be used in the same list through the 'OR’ operator
You can combine HubSpot and Salesforce objects to pull data from both CRMs.
Example 2:
This list will pull both contacts and leads from Salesforce and contacts from HubSpot
Example 3:
This list will only pull Salesforce leads and will not pull contacts
Step 4: Save and wait for the sync to complete
After completing the steps above you have successfully created a CRM-based Contacts List combining your own CRM data and data offered by RollWorks. Now you can engage or suppress this audience in your RollWorks Ad Campaigns.
Using Keyword Intent Filters
You can use RollWorks Keyword intent filters to build your Enhanced Contact List. RollWorks Keyword intent is an Account-based signal, so when you add this filter we will return any contacts under an Account surging with intent.
This is a simple approach to creating a list, however, it is important to know that we will only return CRM records that already exist in your CRM.
Using Bombora Company Surge Intent Filters
You can use Bombora Company Surge intent filters to build your Enhanced Contact List. Bombora Company Surge intent is an Account-based signal, so when you add this filter we will return any contacts under an Account surging with intent. This is a simple approach to creating a list, however, it is important to know that we will only return CRM records that already exist in your CRM.
Using Marketo filters
When you add a Marketo filter to your list logic we will query your Salesforce and HubSpot instances to confirm if there are any existing contacts/leads that match the criteria, and will only return records that already exist in your HubSpot or Salesforce CRM. We will not pull contacts/leads that only exist in your Marketo instance.
If you want to import an existing contact list from Marketo in full, we suggest using Imported Lists instead. Click here to learn more.
Take action on a Contact List
Follow the steps below to Export or create a Workflow for your Enhanced Contact List.
Export as CSV
- Log in to RollWorks and navigate to Audiences > Contact Lists > Enhanced Contact Lists
- Click on the list name you wish to export
- The feature is set to export all contacts from the list by default, but in case you only want to export some of them, you are able to select which ones specifically you want to export to CSV
- Click Take Action >> Export
Create Workflow
- Log in to RollWorks and navigate to Audiences > Contact Lists > Enhanced Contact Lists
- Click on the list you wish to create a Workflow
- Click Take Action >> Create Workflow
- You will be navigated to the Workflows section, where you can take the desired action on these contacts.
Daily sync
The data sync between your CRM and RollWorks is scheduled daily at the following time:
- RollWorks <> Salesforce is scheduled daily at 12:00 pm (UTC)
- RollWorks <> HubSpot is scheduled at 9:00 am (UTC)
During this data sync, RollWorks will ingest field values on your CRM records. If the values in your CRM records have changed since the last sync we will dynamically update your Enhanced Contact lists based on these changes.
Any manual or dynamic changes to your contact lists will be reflected in your advertising campaigns within 12 hours. The underlying audiences in your advertising campaigns update twice a day at 12:00 am and 12:00 pm (UTC).
Confirm the Status of your List
To confirm if an Enhanced Contact List is ready to be used in advertising campaigns log in to RollWorks, navigate to Audiences > Contact Lists > Enhanced Lists, and search for the name of your contact list.
|
Sync Status |
Description |
|---|---|
|
Green Syncing |
CRM / MAP data is successfully being imported into RollWorks. Enhanced Contact List used in Campaigns is working as expected. |
|
Yellow Syncing |
CRM / MAP data is successfully being imported into RollWorks but there is something wrong with the Enhanced Contact List:
|
|
Red Stopped Syncing |
The Enhanced Contact List stopped syncing due to a breaking error:
|
|
Grey Syncing |
There was previously an integration error (see above). We are now recognizing the integration has been re-enabled, however, the List and Data Ingestion have not actually run the 12hr batch update. |
Troubleshooting
For Salesforce
- Log in to RollWorks and navigate to Integrations.
- Confirm the Salesforce card says Connected.
If the Salesforce Integration is not Connected, click Connect to complete the integration setup. Learn more here.
If the Salesforce Integration is already Connected, confirm that you allow RollWorks to sync standard fields from Salesforce:
- Log in to Salesforce using a user with the RollWorks Admin permission set.
- Go to the Salesforce App Launcher and select RollWorks ABM App.
- Scroll down to Salesforce Data Sync Settings, and select Yes, opt-in to data sharing to enable RollWorks to ingest Account, Opportunity, Contact, Lead, and Activity data.
- Click Save.
For HubSpot
- Log in to RollWorks and navigate to Integrations.
- Confirm the HubSpot card says Connected.
If the HubSpot Integration is not Connected, click Connect to complete the integration setup. Learn about it here.
If the HubSpot Integration is already Connected, confirm that you allow RollWorks to sync standard fields from HubSpot:
- Log in to RollWorks and navigate to Integrations.
- Mark the checkbox Gain Access to powerful... under HubSpot Data Sync Settings.
- Click Save.
Enhanced Contact Lists FAQ
Is there a minimum amount of contacts required to create an Enhanced Contact List?
There is no minimum number of contacts required, however, if you plan to use this list to display ads the list must have at least 100 matched emails for an ad campaign to run.
Because Enhanced Contact Lists are dynamic, your list may refresh and include less than 100 contacts. If the list is being used in an active ad campaign we will:
- Stop serving ads for the campaign due to the 100 email threshold.
- The contact list status will be synching (in yellow) indicating that this contact list is being used in a Campaign and the contact list used as the Ad Segment is in “Not Qualified for Advertising” status because there are fewer than 100 emails in the list.
Why am I not seeing contacts that I know exist in my Marketo?
You can use Maketo lead and account activity filters to build your Enhanced Contact List. RollWorks will use the Marketo filters you apply to query HubSpot and Salesforce, and we will only return contacts/leads that both match your Marketo filter criteria AND that already exist in your Salesforce/HubSpot Instance.
If you want to import an existing contact list from Marketo in full, we suggest using Imported Lists instead. Click here to learn more.
Why is a Journey Stage grayed out and saying no data is available in the Enhanced Contact List builder?
Journey Stages may have no data available for two reasons:
- Because the Journey Stage itself does not have any accounts that qualify based on the Journey Stage rules.
- Because the Journey Stage was recently created or edited and the accounts that meet the Journey Stage criteria are still loading.
Why am I not seeing filter values that I know exist in my CRM?
If no accounts or contacts exist in your CRM matching a specific value, the value will not be available as an option in the value selector. For example, let's say you want to use HubSpot Deals Stage as a filter, and you want a list of contacts at accounts in the Assessment stage only. If no accounts in HubSpot are in the Assessment stage, then “Assessment” will not show up as an option in RollWorks.
How long will the cookies associated with a contact stay in the pool after I remove the contact from a list?
The cookies will stay in the pool for 120 days.