Configuration Profiles let you control how activity data syncs to Salesforce for groups of users, so you don't have to configure each person individually. Instead of managing settings one user at a time, you create a profile with the rules you want, then assign users to it. This makes it easy to apply consistent sync behavior across your team and update settings quickly when roles or needs change.
Note: Managing Configuration Profiles requires a Backstory administrator account.
What This Article Covers
Creating a Configuration Profile
Editing a Configuration Profile
Configuring activity data settings
Configuring matching settings (eligibility filter groups and ranking groups)
Configuring notification settings
Assigning users to a Configuration Profile
Frequently asked questions
Create a Configuration Profile
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Click Add Configuration Profile.
Enter a name for your profile (Example: “Sales Team – Full Sync”).
(Optional) To start from an existing setup, select a profile from User Settings From.
Click Save.
Locate the new Configuration Profile in the list and click it to open settings.
Configure the following settings:
Save the Configuration Profile.
Edit a Configuration Profile
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Locate the Configuration Profile in the list and click it to open settings.
Activity Data Settings
Activity Data Settings control whether Backstory collects user activity, makes it visible in the app, and syncs it to your CRM.
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Locate the Configuration Profile in the list and click it to open settings.
Click the Matching tab.
Use the toggles to enable or disable each setting listed in the table below. A blue filled toggle indicates the setting is ON. A gray empty toggle indicates it is OFF.
Click Save.
Setting | Result |
Intake Data | ON: Backstory collects user activity such as emails and meetings. OFF: Activity collection is disabled. |
Transcript Intake | ON: Conference call transcripts are ingested. OFF: Transcript ingestion is disabled. |
Display Data | ON: Activity data is visible to your team in the Backstory web app. OFF: Activity data is hidden from your team in the web app. |
Push Data | ON: Activity data syncs to your CRM. OFF: Activity data does not sync to your CRM. |
Email Sync | ON: Matched emails sync to your CRM. OFF: Matched emails do not sync to your CRM. |
Meeting Sync | ON: Matched calendar activity syncs to your CRM. OFF: Matched calendar activity does not sync to your CRM. |
Contact Creation | ON: Backstory creates new CRM contacts. OFF: Backstory does not create new CRM contacts. |
Contact Role Creation | ON: Backstory assigns contact roles on CRM opportunities. OFF: Backstory does not assign contact roles on CRM opportunities. |
Matching Settings
Matching Settings control which CRM records are eligible for activity matching and how records are prioritized when multiple matches qualify. There are two tools available: Eligibility Filter Groups and Ranking Groups.
Eligibility Filter Groups
Eligibility filter groups define which CRM records qualify for matching based on attributes such as Record Type or Owner. For example, you can configure a rule so that only Accounts where Account Type equals "Partner" are considered for matching.
Eligibility Filter Rules
Filters are based on record attributes (for example, Record Type or Owner).
If no filters are defined, all records are eligible by default.
Multiple groups for the same record type are evaluated using OR logic.
A record only needs to match one group to be eligible.
If all groups for a record type are removed, no records of that type are eligible.
Eligibility Filter Group Common Use Cases
Certain CRM records should be excluded from activity matching in Backstory.
Multiple Opportunities exist on an Account, but each GTM team is responsible for specific Types or Record Types.
Teams do not work with certain objects like Leads or Opportunities.
Teams should focus only on Accounts within their assigned Industry.
Certain records are more sensitive and require additional signals before activities can be matched.
How to Create an Eligibility Filter Group
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Locate the Configuration Profile in the list and click it to open settings.
Click the Matching tab.
In the Eligibility Filter Groups section, click + Add Group.
Enter a name for your group.
Select the CRM object type you want to filter (Opportunities, Accounts, or Leads).
Define your filter criteria using the available fields and conditions.
Click Save.
Ranking Groups
Ranking groups reorder eligible CRM records when multiple records meet the minimum score threshold. By default, records are ordered by score. Ranking groups allow you to guide that order. When you define a Ranking Group for a specific record type, that record type is implicitly prioritized over others in the final ranked list.
Ranking Group Rules
Records are ranked by score by default.
Ranking Groups override the default order.
Defining a Ranking Group prioritizes that record type in results.
Groups are applied in priority order (top to bottom).
Ranking Group Common Use Cases
Teams are working multiple Opportunities but should prioritize specific Types.
Certain matching signals are either not used or are unreliable in your Salesforce data.
Multiple Opportunities exist on an Account and need to be prioritized based on Close Date.
Partner teams support Account Executives (AEs) and should prioritize Opportunities linked to their respective Partner Accounts.
Sales Development Representatives (SDRs) primarily engage with Leads, and all related activities should be logged against the corresponding Lead when possible.
How to Create a Ranking Group
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Locate the Configuration Profile in the list and click it to open settings.
Click the Matching tab.
In the Ranking Groups section, click + Add Group.
Enter a name for your group.
Select the record type you want to rank (Opportunities, Accounts, Leads, or All).
Define your ranking conditions. Choose one of the following:
Sort-based ranking: Rank records using a specific field's sort order (for example, Account Creation Date in descending order).
Select-based ranking: Push records matching specific criteria to the top (for example, Account Type equals "Customer").
To use multiple conditions in one group, ensure all conditions are the same type (either all sort-based or all select-based).
If you have multiple ranking groups, drag and drop them into priority order. Higher-ranked groups take precedence.
Click Save.
Notification Settings
Notification Settings control where meeting data is stored in Salesforce, who gets notified about meetings, and whether users receive follow-up questions after meetings complete.
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Configuration Profiles.
Locate the Configuration Profile in the list and click it to open settings.
Click the Notifications tab.
Click the Meeting category field dropdown and select the Salesforce field where meeting categories will be saved.
Under Meeting creation notifications, select who gets notified when a meeting is created: Owner Only or All Participants.
Under Meeting completion notifications, select who gets notified when a meeting is completed: Owner Only or All Participants.
(Optional) To add follow-up questions that appear after meetings:
Click + Add Question.
Click the CRM category dropdown and select the category the question applies to.
Enter the question text in the question field.
Click the Salesforce field dropdown and select the field where responses will be stored.
Repeat for each additional question.
Click Save.
Assign Users to a Configuration Profile
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click Users and Teams.
Locate the user you want to assign or reassign.
Click the three dots on the user's row.
Select Edit.
Choose a profile from the Configuration Profile dropdown.
Click Save.
Tip: On the Users and Teams page, hover over any Configuration Profile name to preview which settings are enabled or disabled for that profile.
Frequently Asked Questions
What happens if I add a user without assigning a Configuration Profile?
Users added without a profile are automatically assigned to the Default - Intake Off profile, which blocks all CRM syncing. Their data will not sync to Salesforce until you reassign them to a profile with syncing enabled.
Who can access and manage Configuration Profiles?
Only Backstory administrators can access the Configuration Profiles page and manage profile settings.
Can I delete a Configuration Profile?
Yes, but you must first reassign all users currently on that profile to a different profile before deletion is allowed.
What profile are users assigned to when imported via Salesforce Role Hierarchy?
Users imported through Salesforce Role Hierarchy are automatically placed in the Default - Intake Off profile and will need to be reassigned if CRM syncing is required.
Will deleting an eligibility filter group affect my existing matches?
No. Deleting a group changes which records are eligible for future matching but does not affect matches that have already been made.
Need Help?
Contact your Customer Success Manager or support@backstory.ai.