Automatically Create and Map Stages Between Salesforce and Apollo

Article author
Kelvin Krupiak


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

    Previously Mapped Stages

  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. Create and Map Stages
  7. Click the drop-down and then click an unmapped Salesforce field. Salesforce Contact Field
  8. When you're finished, click Create and Map to run the automation based on the selected field. =Create and Map
  9. Apollo has now automatically mapped the field status you selected. Repeat this process for any additional mappings you'd like to create automatically. Mapping Complete
    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.
    3. Stay on top of housekeeping.
      • Delete old or unused stages.
      • Move the contacts from the old stages into the correct, active, mapped stage.
Never Stop Learning!

Need a splash more of 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 this article for a general overview.

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