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Setting Up Salesforce Data Sync Schedules 

Marq's Salesforce data sync feature enables automated, scheduled bulk data uploads from Salesforce to Marq. Configure sync schedules, map fields, and set filters to ensure your teams always have access to current Salesforce data in their templates, all without requiring individual users to have Salesforce licenses.

What You'll Learn

  • How Salesforce data sync works
  • Configuring sync schedules and frequency
  • Mapping Salesforce fields to Marq smart fields
  • Setting up sync filters for specific records
  • Manual push options for immediate updates
  • Best practices for data sync management

What is Salesforce Data Sync?

Salesforce data sync is an automated feature that pulls data from Salesforce objects (like Accounts, Contacts, or Opportunities) into Marq datasets on a regular schedule. This enables:

  • Bulk Data Access: Make Salesforce data available to all Marq users
  • No License Required: Users can access data without individual Salesforce licenses
  • Automatic Updates: Data refreshes on your chosen schedule
  • Selective Sync: Choose which records and fields to sync
  • Seamless Integration: Data appears in Marq smart fields automatically

Key Benefit: Enable teams to create personalized content using Salesforce data even if they don't have Salesforce access. Perfect for designers, marketers, and distributed teams who need CRM data but don't need full CRM access.

How Data Sync Works

The Sync Process

Here's how data flows from Salesforce to Marq:

  1. Configuration: Administrator sets up which Salesforce object to sync (Account, Contact, Custom Object, etc.)
  2. Field Mapping: Select which Salesforce fields to pull into Marq
  3. Filtering: Optionally filter which records to include (e.g., only active accounts)
  4. Scheduling: Set how often data should sync (every 15 minutes, hourly, daily, etc.)
  5. Data Transfer: At each scheduled interval, Marq pulls the latest data from Salesforce
  6. Dataset Update: The Marq dataset updates with new and changed records
  7. Template Access: Users can immediately use the synced data in smart fields

Use Cases

  • Account Marketing: Create personalized marketing materials using account data
  • Event Invitations: Generate invitations for specific contact segments
  • Reporting: Build reports that include Salesforce metrics
  • Partner Enablement: Give partners access to account data without Salesforce licenses
  • Sales Collateral: Enable marketing to create sales materials with real CRM data

Setting Up Data Sync

Follow these steps to configure automated data sync from Salesforce to Marq:

Access Sync Configuration

  1. In Marq, navigate to the Salesforce integration settings
  2. Look for Data Sync or Bulk Data Upload section
  3. Click to configure a new sync

Select Salesforce Object

Choose which Salesforce object to sync data from:

  • Account: Company/organization data
  • Contact: Individual people
  • Opportunity: Active deals
  • Lead: Prospects not yet converted
  • Custom Objects: Any custom objects in your Salesforce org

Example: If you want to sync account information, select the Account object.

Map Salesforce Fields

Configure which Salesforce fields to include in the sync:

  1. View the dictionary list of available Salesforce fields
  2. Select fields you want to sync, such as:
    • Account Name
    • Industry
    • Annual Revenue
    • Number of Employees
    • Status
    • Custom fields unique to your org
  3. For each field, specify the custom smart field name in Marq
  4. These names will be used in templates to access the data

Field Mapping Example:
Salesforce Field: "Account.Name" Marq Smart Field: "Company Name"
Salesforce Field: "Account.Industry" Marq Smart Field: "Industry Type"
Salesforce Field: "Account.Status__c" Marq Smart Field: "Account Status"

Set Up Sync Filters

Filter which records to include in the sync (optional but recommended):

  • Add filter criteria to sync only specific records
  • Example: Only pull accounts where Status = "Active"
  • Example: Only sync contacts where Email is not empty
  • Example: Only include opportunities in certain stages

Setting a Filter:

  1. Click to add a sync filter
  2. Select the field to filter on (e.g., "Status")
  3. Choose the operator (equals, contains, greater than, etc.)
  4. Enter the value (e.g., "Active")
  5. Add multiple filter conditions if needed

Performance Tip: Using filters to limit the number of synced records improves sync speed and keeps your Marq datasets focused on relevant data. Only sync what you need.

Configure Sync Schedule

Set how often data should sync from Salesforce:

  • Every 15 Minutes: Near real-time for rapidly changing data
  • Hourly: Good balance for most use cases
  • Daily: Sufficient for data that doesn't change frequently
  • Custom: Set specific times or intervals

In this example configuration: Data syncs every 15 minutes automatically, keeping Marq datasets current throughout the day.

Save Configuration

  1. Review all settings to ensure accuracy
  2. Click Save to activate the sync schedule
  3. The sync will begin at the next scheduled interval
  4. You'll see a confirmation that the schedule is active

Test the Sync

Verify that data is syncing correctly:

  1. Wait for the first scheduled sync to complete (or use manual pushsee below)
  2. Navigate to your Marq dataset
  3. Verify that Salesforce records appear in the dataset
  4. Check that field values are accurate
  5. Test using the data in a template

Manual Data Push

Sometimes you need to sync data immediately, outside the regular schedule:

When to Use Manual Push

  • You need data right away for an urgent project
  • Testing the sync configuration
  • Important data changed in Salesforce that can't wait for the next scheduled sync
  • Preparing for a specific event or campaign

How to Manually Push Data

  1. Navigate to the data sync configuration in Marq
  2. Find the Manual Push or Sync Now button
  3. Click to trigger an immediate data sync
  4. Wait for the sync to complete (usually takes seconds to minutes depending on data volume)
  5. Verify the data updated in your Marq dataset

Flexibility: Manual push gives you control when you need data immediately, while scheduled sync ensures data is always fresh without manual intervention.

Using Synced Data in Templates

Once data sync is configured, accessing Salesforce data in templates is straightforward:

Access the Dataset in Templates

  1. Open or create a template in Marq
  2. Navigate to the Data or Smart Fields panel
  3. Find your Salesforce dataset (named based on your object, e.g., "Salesforce Accounts")

Add Smart Fields

  1. Drag smart fields from your Salesforce dataset onto the template
  2. Use the custom field names you configured during setup
  3. Example: "Company Name," "Industry Type," "Account Status"

Configure Record Selection

When users create projects from this template, they'll need to select which record to use:

  • Users can search for records by name or ID
  • Apply filters to narrow down options
  • Select the appropriate record
  • All smart fields populate with that record's data

Create Projects

  • Users select the template
  • Choose a Salesforce record from the synced dataset
  • Create the project with automatic data population
  • No Salesforce license required

Best Practices

Field Selection Strategy

  • Start Essential: Begin by syncing only the most commonly used fields
  • Expand as Needed: Add more fields based on user feedback and template needs
  • Avoid Over-Syncing: Don't sync every fieldonly what you'll actually use
  • Document Field Names: Keep a reference of which Salesforce fields map to which Marq smart field names

Filter Configuration

  • Sync Only Active Records: Filter out closed, inactive, or archived records
  • Use Segment Filters: Create multiple syncs for different segments (e.g., Enterprise accounts vs. SMB)
  • Exclude Test Data: Filter out test or sandbox records
  • Performance Consideration: Smaller, filtered datasets sync faster

Sync Schedule Optimization

  • Match Data Change Frequency: If data rarely changes, daily syncs are sufficient
  • Balance Freshness and Load: More frequent syncs mean fresher data but more API calls
  • Consider Time Zones: Schedule syncs during off-peak hours if possible
  • Monitor Performance: Adjust frequency based on actual needs

Data Quality

  • Clean Source Data: Ensure Salesforce data is accurate before syncing
  • Standardize Formats: Use consistent formatting in Salesforce (phone numbers, addresses, etc.)
  • Complete Records: Encourage complete data entry in Salesforce
  • Regular Audits: Periodically review synced data for accuracy

Data Governance: Remember that synced data becomes accessible to Marq users who may not have Salesforce access. Only sync data that's appropriate for your team to access and use in content.

Monitoring and Maintenance

Check Sync Status

Regularly monitor your data sync to ensure it's working correctly:

  • View the last sync time to confirm recent updates
  • Check for sync errors or failures
  • Verify record count matches expectations
  • Review sync logs for detailed information

Update Field Mappings

As your needs evolve, update your field mappings:

  • Add new fields to the sync as templates require them
  • Remove fields that are no longer used
  • Rename smart field names for clarity
  • Adjust filters as business rules change

Troubleshooting Common Issues

  • Sync Not Running: Check that the schedule is active and hasn't been paused
  • Missing Data: Verify filters aren't excluding records unintentionally
  • Field Errors: Ensure Salesforce field names haven't changed
  • Slow Sync: Consider filtering to reduce data volume or adjusting schedule

Security and Compliance

Data Access Control

  • Only administrators can configure data sync settings
  • Template creators control which datasets are used in templates
  • Template sharing settings determine who can access synced data
  • Consider what data should be available to non-Salesforce users

Sensitive Data Considerations

  • Personal Information: Be mindful of GDPR, CCPA, and other privacy regulations
  • Financial Data: Only sync financial information if appropriate for your use case
  • Confidential Fields: Avoid syncing highly sensitive or restricted data
  • Audit Trail: Maintain records of what data is synced and who has access

Compliance Best Practices

  • Document your data sync policies and procedures
  • Train users on appropriate use of synced Salesforce data
  • Regularly review who has access to templates using Salesforce data
  • Follow your organization's data governance policies

Advanced Use Cases

Multi-Object Syncs

Set up multiple syncs for different Salesforce objects:

  • Sync Accounts for company information
  • Sync Contacts for individual personalization
  • Sync Opportunities for deal-specific content
  • Sync Custom Objects for specialized data

Segmented Datasets

Create multiple syncs of the same object with different filters:

  • Enterprise Accounts: Annual Revenue > $10M
  • SMB Accounts: Annual Revenue < $1M
  • By Region: Separate datasets for EMEA, APAC, Americas
  • By Industry: Healthcare, Financial Services, Retail, etc.

Template Ecosystem

Build a library of templates leveraging synced data:

  • Account-based marketing campaigns
  • Personalized event invitations
  • Custom reports and dashboards
  • Territory planning materials
  • Partner enablement kits

Frequently Asked Questions

Do users need Salesforce licenses to use synced data?

No. That's the key benefit of data sync. Once configured, any Marq user can access the synced data in templates without needing a Salesforce license.

How much data can I sync?

There's no strict limit on record count, but performance is best with focused, filtered datasets. Syncing tens of thousands of records is typically fine; millions may require optimization.

Does synced data update in real-time?

Data syncs according to your schedule (e.g., every 15 minutes). For truly real-time needs, use the direct Salesforce integration where data is pulled live from records.

Can I sync custom Salesforce objects?

Yes. Any standard or custom object in your Salesforce org can be synced, including custom fields.

What happens if a record is deleted in Salesforce?

On the next sync, deleted records will be removed from the Marq dataset. Projects already created using that data won't be affected.

Can I sync data from Salesforce to existing Marq datasets?

Data sync creates and manages its own datasets. To use synced Salesforce data, connect templates to the Salesforce-synced datasets.

How do I know if my sync is working?

Check the sync status in your configuration to see the last successful sync time and record count. You can also view the dataset to see records.

Related Resources

Keep Your Data Fresh and Accessible

Salesforce data sync bridges the gap between your CRM and your creative teams. By automatically syncing Salesforce data to Marq, you enable everyone to create personalized, data-driven contentno Salesforce license required. Set it up once, and your teams always have access to current, accurate CRM data for their templates.