Capture Console

Overview

The Capture Console gives Clari Admins more visibility into the contacts created and enriched by Capture and Capture contact sync configurations.  

Note that only contact sync configurations are available to Clari Admin users via the Capture Console today. You must submit a support ticket to manage activity sync configuration options.

Clari Admins can also view any errors that occur during contact syncing.

Clari Admin Permissions

The Capture Console is for Clari Admins, and is typically only available to Advanced Ops Admin users to access and edit. Basic Ops and Read-Only Ops Admin users can also access the Capture Console, but can't edit the configuration.

Data exported from the Capture Console (i.e. net new contacts added) is valuable to many  people on your revenue teams.

Advanced Ops Admin users can perform the following actions in the Capture Console:
 

• Make configuration changes and see the results to ensure that Capture is configured in the way that works best for your organization.
• Change between Preview Mode and Write to CRM Mode so that you can experiment with different configurations without affecting contacts in CRM.
• View how many contacts are syncing per week to verify whether or not configuration changes are needed and monitor the health of your sales processes.
• Export contact sync data for further analysis.
• Easily spot and troubleshoot errors that occur when importing contacts.

 

Basic Orientation

To view Capture, click Capture in the top nav.
 

Preview Mode

 

In Preview Mode, data captured will only be stored in the Clari database and not synced to CRM. 

Total Contacts Identified: Total number of unique contacts, both new and existing, identified by Capture.

Contacts not in CRM: Percentage of identified contacts that do not currently exist in CRM

New Contacts: Total number of net new contacts identified.

Associated Opportunities: Number of opportunities with contacts that could be associated.

Weekly Contact Creation: Total number of new contacts created in the past week.
 

Write to CRM Mode

 

In Write to CRM Mode, Capture is actively syncing contacts that it identifies back to Salesforce every 24 hours.

New Contacts Added: Total number of new contacts added within the selected time period.

Leads Converted: Total number of leads converted within the selected time period.

Contact Roles Added: Total number of opportunity contact roles added within the selected time period. This is counted separately from contacts as not every contact will have a role created with it.

Syncing Errors: Total number of syncing errors that have occurred within the selected time period.

Weekly Contact Creation: Total number of new contacts created in the past week.
 

Activity Time: The time that the activity associated with the contact actually occurred.

Processed Time: The time that Clari captured the contact.
 

Statuses

Statuses in Preview Mode

EXISTING_CONTACT_IDENTIFIED: This contact already exists within CRM

NEW_CONTACT_IDENTIFIED: This contact does not yet exist within CRM

NEW_CONTACT_SKIPPED_CROSS_ACCOUNT_DUPLICATE: This contact already exists within CRM for another account

NEW_CONTACT_SKIPPED_MULTIPLE_MATCHING_ACCOUNTS: A contact with this email address already exists within CRM.

EXISTING_LEAD_FOUND: An existing lead was found for this contact within CRM.

EXISTING_LEAD_IDENTIFICATION_ERROR: There was an error when identifying an existing lead for this contact.

Statuses in Write to CRM Mode

Lead Conversion

EXISTING_LEAD_CONVERTED: The existing lead was converted within CRM.

EXISTING_LEAD_CONVERSION_FAILED: The lead conversion failed due to a Salesforce error.

EXISTING_LEAD_CONVERSION_ERROR: The lead conversion process encountered an error on the Clari side.

EXISTING_LEAD_CUSTOM_FIELD_TAGGING_ERROR: The lead conversion process failed due to an issue with the custom Clari checkbox and Time fields.

Contact Sync

NEW_CONTACT_SYNC_COMPLETED: The contact was successfully synced.

NEW_CONTACT_SYNC_FAIL: The contact failed to sync due to a Salesforce error, which you may encounter if:

• If Capture is trying to create a new contact with an email that already has a contact in the CRM System, when unique email check has been setup in the CRM System.

• If the Salesforce system could not get a lock on the records associated to the contact that Capture is creating.

• If there was some validation rule check on the module because of which Capture's contact creation failed.

NEW_CONTACT_SKIPPED_INVALID_FIRST_NAME: This contact was not synced due to an invalid first name.

NEW_CONTACT_SKIPPED_INVALID_LAST_NAME: This contact was not synced due to an invalid last name.

NEW_CONTACT_SKIPPED_FIRST_NAME_MISSING: This contact was not synced due to a missing first name - this occurs if the first name is listed as a mandatory field for a contact.

NEW_CONTACT_SKIPPED_LAST_NAME_MISSING: This contact was not synced due to a missing last name - this occurs if the last name is listed as a mandatory field for a contact.

NEW_CONTACT_SKIPPED_TITLE_MISSING: This contact was not synced due to a missing title - this occurs if the title is listed as a mandatory field for a contact.

NEW_CONTACT_SYNCING_ERROR: The contact sync process encountered an error.

 

Activity

ACTIVITY_SKIPPED_NO_MATCHING_ENTITIES: This status is set on an activity when Activity Logging is unable to find any account or opportunity that can be associated to a given activity.

Search and Actions Drop-down

 

Search for Accounts/Opportunities: Search based on the account or opportunity associated with contacts.

Configure: Access the configuration options detailed below.

Export: Export the information in the grid as a spreadsheet.

Configuration Options

Sync Settings

 

Output Mode

• Preview Mode: This mode display contacts in the Capture Console that apply to the current configuration. These contacts are only stored in the Clari database; they are not synced to Salesforce. This mode is used primarily for initial setup and testing.
• Write to CRM Mode: In this mode, contacts are synced to Salesforce based on the configuration.

Sync Contacts From Meetings?

• Yes (default)
• No

Sync Contacts From Emails?

• No (default)
• Yes
  • Only Sync From Inbound Emails?
    • Yes (default): Capture will only sync contacts from emails that have been sent to an Capture user. Contacts associated with emails sent from and Capture user will not be synced.
    • No: Capture will sync contacts from emails that have been sent to or from and Capture user.
  • Sync Sender Only?
    • Yes (default): Capture will only sync contact information from the sender of the email.
    • No: Capture will sync contact information from everyone in the email thread (i.e. sender, recipients, recipients CC'ed)

Retroactive Time Period

From a month selector (1-12), configure how far back Clari will look to fetch contacts within a person's activities. Clari can only look back at a maximum of 12 months retroactively.

Enabled Users

• All Users (default): Capture will consider all users who are connected to email/calendar.
• Specify Users: Capture will only consider the specified users who are connected to email/calendar for capturing/syncing contacts. This option is primarily used for setup and testing.

Note: You may want different configuration settings for different types of users. The activity you want to capture for Sales Reps may be different than the activity you want to capture for SEs or CSMs. submit a support ticket or contact your Clari CSM to discuss role-based Capture configuration.
 

Additional Features

 

Check For Duplicates Across Accounts?

Capture uses email addresses to cross-check for duplicate contacts across all accounts in CRM.

• Yes (default): Only one contact record per email is allowed.
• No: Allows for multiple contact records per email.

Lead Conversion

• Not Enabled (default): Capture will not check for existing leads when syncing contacts to Salesforce.
• Enabled: Capture will check for existing leads which can be converted to contacts when syncing to Salesforce.
  • Field on Lead Specifying Account: input the field name (from Salesforce) here.
  • Note: In order to enable lead conversion, you will be required to confirm that you have already set up the Apex Trigger needed to support lead conversion in Salesforce. You can find more information about adding an Apex Class to Salesforce here.

Enrichment

• Enable or disable contact data enrichment (i.e.title, phone number) our partner, Clearbit, by checking or un-checking the associated checkbox.
  • API Key: This field will house the API Key of the enrichment source in encrypted format if the source needs it.

Salesforce Integration

Integration User

The email address of your Integration User must be entered here.

Checkbox Field for Tagging Contacts

Our best practice recommendation is to set up a custom checkbox field on the contact object in Salesforce to tag contacts created by Capture. The name of the field that you added to contact object in Salesforce must be entered here.

Date/Time Field for Tagging Contacts

We also recommend that you set up a custom date/time field on the contact object in Salesforce to log when a contact was captured by Capture. The name of the field that you added to the contact object in Salesforce must be entered here.

Max API Calls Per Day

Set the maximum number of calls to CRM that Capture is allowed per day.

*Only contact sync configurations are available to Clari Admin users via the Capture Console today. Activity sync configuration in the Capture Console is currently in an Early Access Program and will be released in the future (see details below!) You must submit a support ticket to manage activity sync configuration options.

Activity Logging Console

A Note from Clari's Customer Success Team: The activity logging console in the Capture Console is currently an Early Access Program feature. The features outlined below will be released to all Clari customers soon!
 

Logging Settings

Type

• Preview Mode
• Write to CRM Mode

Log Activity Content (Select if you want to sync activity content like email and meeting body)

• • Yes: capture email body and meeting body content with Capture

  • No (default): do not capture email body or meeting body content with Capture.

Activity Sharing

• No (default): Capture will only connect the 1st contact to an activity.
• Yes: Allows Capture to connect more than 1 contact to an activity. If selected, Clari will ask you to confirm that you have set up Activity Sharing in Salesforce. If you have not, you may encounter errors.

Activity Limits

Set the maximum number of attendees per activity. If an activity exceeds the maximum number of attendees, Capture will skip it.
 

• Default: 10

Enabled users

• All Users: Capture will consider all users who are connected to email/calendar for activity logging.
• Specific Users: Capture will only consider the specified users who are connected to email/calendar for capturing/syncing activities. This option is primarily used for setup and testing.

Activity Retroactive Time Period

From a month selector (1-12), configure how far back Clari will look to fetch activities. Clari can only look back at a maximum of 12 months retroactively. Default: 6 months

 

Capture Console Grid Features

Read on for details on grid capabilities and how to perform searches in Capture's Contact Sync and Activity Logging grids.

Contact Sync Grid

 

Here are the column details for the Contact Sync grid: 

 

1. Name: Name of the contact

2. Title: Contact's work title

3. Email: Contact's Email ID

4. Account:  The account the Contact is associated with.

5. Opportunities: The Opportunities the Contact is associated with.

6. Status: Status helps you understand what happened with the specific contact. More details on the statuses here.

7. Leads: The leads with which an activity has been associated.

8. Activity Time: This column denotes the time at which the activity took place.

9. Processed Time: This column denotes the time at which the activity was processed by Capture.

 

Activity Logging Grid

 

 

Here are column details for the Activity Logging Grid: 

 

1. Activity Type: Defines activity type: Email or Meeting.

2. Activity Subject: Contains the subject of the email/meeting activity.

3. Activity Owner: The person who performed the activity.

4. Internal Participants: The list of all internal participants present on the activity.

5. External Participants: The list of all external participants present on the activity.

6. Contacts: This column denotes the contacts. This includes contacts created by Contact Sync (if it is enabled and created this contact your CRM) and Salesforce contacts present on the activity.

7. Status: This status helps you understand what happened with the specific activity record. More details on the statuses here.

8. Account/Opportunity: The name of the Account/Opportunity that the activity record belongs to.

9. Leads: The Leads with which an activity is associated.

10. Activity Time: Denotes the time at which the activity took place.

11. Processed Time: Denotes the time at which the activity was processed by Capture.

 

Column Capabilities 

Click on the downward arrow in the column header to select any of these operations:

1. Click ‘Hide icon’ to hide a column. Please note if for a particular column you do not see this option, it means that specific column can not be hidden.
   Hide-able columns in Activity Logging: Account/Opportunity, Activity Time, Processed Time, Status, Internal Participants and External Participants.
   Hide-able columns in Contact Sync: Account, Opportunities, Status, Title, Activity Time and Processed Time.

2. To bring back a (hidden)column on the grid, Click on ‘Insert Right’ & 'Insert Left' of the reference column and select the column that needs to be brought back.

3. The user can also drag and drop the columns based on their preference.

4. The user can sort Activity Time and Processed Time column in ascending and descending order.

5. The way the user has configured the columns will be retained even when the user logs in next. This view will be retained till the time the user makes any changes to the column configuration.

 

Contact Sync and Activity Logging Search

You can perform a search in both Activity Logging and Contact Sync Grids. Just use the search at the top right corner to find data relevant to the grid you're viewing. Be sure to search for Contact Sync data in the Contact Sync search, and Activity Logging data in the Activity Logging search: