Cognism Salesforce App Refresh Service

Marianne

Updated 22 November 2022 15:48

Sections in this article:

Enabling Live and Scheduled Refresh services
Running Manual Refresh service
Deciding what to do with new data - Refresh Stats report
Reverting changes / restoring updated records

Refresh services available in Cognism Salesforce App help you:

enrich any new created contact, lead or account records,
surface any additional opportunities by flagging if any of your contact or leads either changed jobs or companies,
or simply keep your CRM data fresh.

This functionalities are available through following:

Live Refresh service, if enabled in your Cognism Salesforce App Settings->Refresh, will trigger enhancement of any newly created lead, contact or account records, and will have them updated based on Refresh Mapping settings,
Scheduled Refresh service, if scheduled in your Cognism Salesforce App Settings->Refresh, will be run periodically, either for all your contact or lead records, or for particular lists of contacts or leads. Depending on your preferences, it will either automatically update the CRM records, or will provide you with the Refresh Stats report to decide how you would like to take forward the identified changes (i.e. job title changes, company changes or simple additional field values).
Manual Refresh service, acts similar as Scheduled Refresh, but it's triggered by hitting the Cognism Refresh button either on contact or lead list views or on individual contact or lead records.

Both running the Scheduled Refresh service or Manual Refresh service results in Refresh Stats report, from where you can decide on how you would like to proceed with the fresh data, i.e. if you would like to have your CRM records updated or potentially new leads or tasks created.

Only Live Refresh service does not result in Refresh Stats report being created, but you can i.e. use standard salesforce field history tracking if you wish to monitor changes on certain fields.

All refresh services are relying on Refresh Field Mapping and update rules defined there, giving you full control on how you would like fresh Cognism Data to flow into your Salesforce, so don't forget to check your settings before running any of the refresh services.

Following chapter takes you first on how to enable Live Refresh functionality and how to schedule the Scheduled Refresh services.

Enabling Live and Scheduled Refresh services

Refresh settings can be found on the dedicated Refresh Settings page.

Options to toggle Live Refresh.
Options to toggle Scheduled Refresh.

Live Refresh

Live Refresh automatically refreshes newly created Contact, Lead and Account data for any user with the Cognism license. If enabled, Live Refresh will be triggered either when new records are created or when one of the following fields are updated:

name, surname, email, title or account id/company on Lead and Contact records
company name or website/domain on Account records

Use the toggles (above) to enable/disable the feature for each object (Contacts, leads or Accounts).

How Live Refresh works for Lead records

For every Lead record newly created in Salesforce, the Live Refresh will try to find a matching record in Cognism database. Live Refresh would also get triggered if Lead email address is manually changed on existing record. If the match if found, the Live Refresh will enrich (automatically update) the newly created Salesforce record, based on your Refresh Mapping settings (mapped fields and refresh rules).

Live Refresh can find a match already based on just i.e. Last Name and Company of a newly created record, but for greater success rate in finding the single corresponding records in Cognism database the following standard fields from the Lead record are looked into: First Name, Last Name, Company, email address, Job Title.

How Live Refresh works for Contact records

For every Contact record newly created in Salesforce, the Live Refresh will try to find a matching record in Cognism database. Live Refresh would also get triggered if Contact email address is manually changed on existing record. If the match if found, the Live Refresh will enrich (automatically update) the newly created Salesforce record, based on your Refresh Mapping settings (mapped fields and refresh rules).

Live Refresh can find a match already based on just i.e. Last Name and Company of a newly created record, but for greater success rate in finding the single corresponding records in Cognism database the following standard fields from the Contact record are looked into: First Name, Last Name, Account ID, email address, Job Title.

How Live Refresh works for Account records

For every Account record newly created in Salesforce, the Live Refresh will try to find a matching record in Cognism database. Live Refresh would also get triggered if Account Website address or Account Name is manually changed on existing record. If the match if found, the Live Refresh will enrich (automatically update) the newly created Salesforce record, based on your Refresh Mapping settings (mapped fields and refresh rules).

Live Refresh can find a match already based on just i.e. Company Name of a newly created record, but for greater success rate in finding the single corresponding records in Cognism database the following standard fields from the Account record are looked into: Company Name, website.

Scheduled Refresh

Scheduled Refresh can be applied to all your contact or lead records or a specific list of contact or lead record. Users can schedule the frequency of the refresh and can choose between weekly, monthly or a custom frequency (limited to every 2-12 months).

Apply Scheduled Refresh to All Records.
Apply Scheduled Refresh to specific List.
Select the frequency of Scheduled Refresh.
Choose to review data before it is updated or automatically update data based on the configured mappings. In both cases the Refresh Stats report will get created, while in case of automatic update, the updated records in Refresh Stats report will already have status Updated.

Updating contacts and related accounts

Following settings should help you stay on top if refreshing of the contact records should have an effect on related Account records:

Manual Refresh

Manual Refresh service can be initiated manually by selecting up to 200 records (Salesforce list view limit) in your contact or lead list view and by hitting the Cognism Refresh button, or by hitting the Cognism Refresh button on contact or lead page layout.

To run Manual Refresh service, Cognism Refresh button should be added to page layouts and to list views - see following article on how to set it up.

To initiate the Refresh service manually from the Contacts or Leads list view, open a desired list view.

Manually select contacts or leads that you wish to refresh and click Cognism Refresh.

Running a manual Cognism Refresh service will always result in Refresh Stats report, and no records will get updated automatically. Once refresh job finishes, you will get an email with a link to Refresh Stats report, from where you can then decide on what you would like to do with fresh data.

Refresh Stats report

You can use statistic figures/boxes on top to drive the filtering of the records listed in the report:

Total number of records.
Total number of records that have been matched.
Percentage of matched records.
Number of records that have changed companies.
Number of records that have changed job title.

Depending what filter you applied, different actions will be available:

Update button - to update records which have changed
Add to New Campaign
Add to Existing Campaign
Create Task
Create Lead

Hitting the action buttons will only effect those records that you previously selected in the Refresh Stats report.

Restore Records

Even after Salesforce records are updated through refresh service, you can still revert the old field values by using the Restore Record button from contact or lead page layout. Restore Record button should be visible if it was added to page layouts in the same way as Cognism Refresh buttons.