CRM Activity Sources is a feature that allows you to bring in additional activity data from your CRM using custom filters and field mappings. This is useful when you need to capture activities from standard or custom Salesforce objects that are not included in your default setup, giving your team a more complete picture of sales activity.
Note: Configuring CRM Activity Sources requires a Backstory administrator account.
What This Article Covers
Creating a new CRM Activity Source
How Backstory determines which records to pull
Editing an existing CRM Activity Source
Understanding out-of-the-box CRM Activity Sources
Frequently asked questions
Create a CRM Activity Source
These steps walk you through adding a Salesforce activity source in Backstory. Once configured, Backstory will begin pulling records that match your filters and mapping them to the appropriate activity attributes in the platform.
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under CRM Sync, click CRM Activity Sources.
Click Add Source.
Enter a name for the data source in the Name field.
Click the Integration Type dropdown and select your Salesforce integration.
Select the Salesforce object and activity type from the corresponding dropdowns.
Configure filters to limit which records are ingested. Skip this step if you want to ingest all records without conditions.
Map your Salesforce fields to the corresponding Backstory attributes.
Click Save.
Edit a CRM Activity Source
These steps walk you through updating the name, filters, or field mappings of an existing data source. Changes apply only to new records pulled from the date of the update. Previously ingested data will not be re-pulled with the new configuration.
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under CRM Sync, click CRM Activity Sources.
Locate the data source you want to update and click Edit in the menu.
Update the name of the data source if needed, then proceed to the next page.
Update your filters as needed.
Update your field mappings as needed.
Click Save.
How Backstory Determines Which Records to Pull
After a CRM Activity Source is configured, Backstory evaluates each activity record in Salesforce before pulling it into the platform. A record is only ingested when all of the following criteria are met:
The activity record meets the filter criteria you specified in your configuration.
The activity record's owner (based on the owner field) is an active Backstory user.
The Backstory user is associated with a Configuration Profile whose Intake Setting in Activity Data Settings is ON.
If any of these conditions are not met, the record will not be pulled.
Out-of-the-Box CRM Activity Sources
Out-of-the-box (OOTB) CRM Activity Sources are pre-configured sources that are automatically created when a new Salesforce integration is connected to Backstory. The default OOTB data source is named "Calls From Salesforce" and pulls call activities from the Salesforce Task object.
You can update the name, filters, and mappings of an OOTB data source to match your organization's needs. Keep in mind that deleting an OOTB data source will permanently remove all activities it has pulled. If you need to stop a data source from pulling new records without losing historical activity data, contact your CSM for assistance.
Frequently Asked Questions
How long does it take for new data to appear after creating a CRM Activity Source?
It can take up to 24 hours for activity data to be pulled, processed, and appear in the Backstory interface.
Can a single Salesforce field be mapped to more than one Backstory attribute?
Yes. A single Salesforce reference field can be mapped to multiple Backstory attributes. For example, the WhoId field can map to both Lead External ID and Contact External ID, and Backstory will automatically identify which object each ID relates to.
What happens to my existing activity data if I edit a data source?
Edits to a data source apply only to new records pulled from the date of the change. Activities that were previously ingested will not be re-pulled or updated with the new configuration.
Will my activity data be deleted if I delete a data source?
Yes. All activities associated with the deleted data source will be removed within 24 hours. If you want to preserve historical activity data, contact your CSM before deleting a CRM Activity Source.
Are CRM Activity Sources available for CRMs other than Salesforce?
Currently, CRM Activity Sources are supported for Salesforce integrations only.
What activity types can I capture with a custom data source?
You can capture activity types including calls, emails, meetings, and other custom activity types based on the Salesforce objects you configure. The activity type is selected during the data source setup.
Need Help?
Contact your Customer Success Manager or email support@backstory.ai.