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KnowledgeSync Education Bulletin:   Week 22
Leading the Way in Business Activity Monitoring

Seeing if a Contact in CRM Exists in your Finance DB

Welcome to week #22 of the KnowledgeSync Educational Bulletin for Business Partners and clients who are using KnowledgeSync.

This week's question:

We use both a CRM application and an Accounting application but they're not integrated and we have a problem keeping the databases in sync. Is there a way KnowledgeSync could look for new contact additions in our CRM database and then check to see if the contact does not exist in our Accounting system?


Yes - this is not too different from last week's question on monitoring records for inactivity, such as a lead not contacted in 7 days.

The difference here is that you need to create an event that uses queries from different applications - the first query would identify new contacts in your CRM app, and the second query would check to see if that contact does not exist in your Accounting app.

Here's how you'd configure this:

1. Decide what field - or fields - you are going to use for the purpose of "matching" a contact record in your CRM app with a contact record in your Accounting system. You can use any fields for this purpose - contact name, phone number, email address, and so on. (You can even match on multiple fields.)

2. Create query #1 to identify newly-created contacts in your CRM app. Make sure that you choose (as columns) the field(s) you are going to use for matching purposes (e.g., the contact's email address).

3. Note the "Customized Name" for the matching column(s) (e.g., "CONTACT_EMAIL").

4. Create query #2 in your Accounting app. Call it "Link To; Contacts Not in Accounting DB". Choose the table that stores the contact records in your Accounting system.

5. In the "Columns" tab, choose only one column - the column that uniquely identifies each contact record (e.g., "customer_no"). Change the Column Type to "Count".

6. In the "Filters" tab, create a filter on the matching field(s). Choose an Operator of "equal to", and in Compare Value, key in the customized name of the matching field (enclosed by curly braces) from the first query (e.g., "{CONTACT_EMAIL}").

7. Go to the Sub-Filters tab. Since we want the event to trigger only if there is no match in the Accounting system to the new contact in the CRM system, create a sub-filter on the "count of customer records", specify an operator of "equal to" and a Compare Value of '0' (zero).

(And if you were matching on multiple fields, you would modify step #6 to include filters on all - or any combination - of the matching fields you had chosen.)

That will do it. This same logic can be applied to the "matching of records" between any two (or more) business applications you are using. And if you need assistance designing such an event, just contact Don Farber at farber@vineyardsoft.com.

Vineyardsoft Corporation

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