Automatically Create and Map Stages Between Salesforce and Apollo

Overview

While you can always manually map stages between Apollo and Salesforce, you can also use automapping to make the job easier. If an unmapped stage in Apollo matches an unmapped value in Salesforce, then Apollo automatically maps the two together. Additionally, for Salesforce values that don’t have a matching stage in the platform, Apollo will create one for you.

Apollo will not overwrite any mappings you created before running the auto-mapping feature. Apollo will only automatically map stages that are not already mapped.

Refer to the sections below to automatically map contact, lead, or account fields from Salesforce to stages in Apollo. Keep in mind that the process for automatically mapping stages is the same for all record types.

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Automatically Map Stages

To automatically map your Apollo stages to your Salesforce fields:

1. Launch Apollo and click the integrations icon.
    

   Feeling Left Out?

   Only users with permission to edit the integrations settings can access the integrations page in Apollo. If you want to automatically map your stages, reach out to an admin to update your permissions. For more info on permission profiles, refer to this article.

2. Click View in the Salesforce section.
3. Click View in the Stage and Field Mappings section.
4. Click the Contacts, Leads, or Accounts tab depending on the record type that you want to map.
5. Click Get Started in the Automatically Create and Map Stages section.
    

   Previously Mapped Stages

   Please note, if you have previously run the automapping feature, the Get Started button will display Create & Auto-Map Stages instead. The process is otherwise the same.

   

6. You will see a modal with additional details about how Apollo automatically creates and maps stages. When you're ready to start the process, click Proceed.
7. Click the drop-down and then click an unmapped Salesforce field.
8. When you're finished, click Create and Map to run the automation based on the selected field.
9. Apollo has now automatically mapped the field status you selected. Repeat this process for any additional mappings you'd like to create automatically.
    

   Unmapped Stages Without Matching Salesforce Values

   Please note, if an unmapped value from Salesforce does not match a stage in Apollo, Apollo will automatically create a stage and map the two together. If an unmapped value from a Salesforce field matches an existing stage, but that stage is already mapped to a different value, Apollo will not map the Salesforce field to the existing stage. Apollo will also not attempt to create a new stage and match the two together since that would incorrectly create a duplicate for an existing stage.

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Stage Mapping Best Practices

To prevent stage mapping errors between Salesforce and Apollo:

1. Map all stages 1:1.
• Map each stage in your CRM to a corresponding stage in Apollo.
• Don't map more than one stage to the same field in Salesforce.
2. Make sure the stage name matches.
• This is very important to remember if you plan to automatically create and map stages. However, you can also manually map stages that don't share the same name.
3. Stay on top of housekeeping.
• Delete old or unused stages.
• Move the contacts from the old stages into the correct, active, mapped stage.

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