Automatically Create and Map Stages Between Salesforce and Apollo

Article author
Dustin Nathaniel Keys
Updated

Overview

While you can always manually map stages between Apollo and Salesforce, you can also use auto-mapping to make the job easier. If an unmapped stage in Apollo matches an unmapped value in Salesforce, then Apollo automatically maps them together. Additionally, for Salesforce values that don’t have a matching stage in the platform, Apollo will create 1 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.

The following sections show to automatically map contact, lead, and account stages from Salesforce to stages in Apollo. For information about Apollo deals stages and Salesforce, check out Map Apollo Deals to Salesforce Opportunities.

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Automatically Map Stages for Contacts, Leads, and Accounts

 
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 Apollo admin to update your permissions. For more info on permission profiles, refer to Create and Assign Permission Profiles.

To automatically map your Apollo stages to your Salesforce fields:

    1. Launch Apollo and click Settings > Integrations.
    2. Click View for Salesforce. View Salesforce Integration button highlighted on the Integrations page
    3. On the Salesforce integration page, select Contacts, Leads, or Accounts, then click Stages. Navigation highlighted to Stages tab in Salesforce integration settings
    4. Select a field from the Salesforce status field drop-down, then click Auto-map all stages. Stage auto-mapping fields highlighted
    5. Apollo automatically maps the status field you selected. Repeat this process for any additional mappings you want to create. Mapping Complete message highlighted
 
Unmapped Stages Without Matching Salesforce Values

If an unmapped value from Salesforce does not match a stage in Apollo, Apollo will automatically create a stage and map the 2 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 2 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 1 stage to the same field in Salesforce.
  2. Make sure the stage name matches.
  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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Learn More

Need more Salesforce guidance? Check out the Salesforce section of the Knowledge Base for more info on all things SFDC.

Want more context on how contact and account stages work in Apollo? Hop into Contact and Account Stages Overview.

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