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Filtering records bidirectionally using specific criteria

Want to set up automation in your CRM or eCommerce platform to send emails in your marketing automation solution when you create new leads or other criteria?

Well, you’ve definitely come to the right page!

Check out this video on How Filtering and Segmentation Works:

Are you filtering from Mindbody, Dynamics 365, Salesforce, Highrise CRM, NetSuite, Zoho CRM, or others that are only syncing those CRM records that meet specific criteria?

If it happens that you are using Salesforce, test out this way on our trial using a subset of your database as shown here.

Also, filtering specific records into CRM from your Marketing Automation solution like Mailchimp, Constant Contact, Pardot, Salesforce Marketing Cloud, Delivra, Klaviyo, Drip, and others?

If you want to filter into your CRM, this feature is also available for use cases where what you want to happen is that any matching contact that opened or clicked, an active campaign within the last sync cycle (set to 24 hrs), would be updated in CRM with an entry in the Campaign Response field, or added to CRM if they aren’t.

Filtering is one of our most subscribed features which can be found in Step 5 of your setup.

Note: If using the Filtering & Segmentation feature and need to automatically remove records from your Marketing Automation solution once the records do not meet your criteria any longer please also grab the Add-On for this feature explained here.

Note that if using Filtering and Segmentation feature, it is a must that you must not use the CRM List feature in Step 1 such as Campaigns, Marketing Lists, List Views, Saved Search or Tags as when using Filtering and Segmentation with these features enabled, only the records inside those CRM List(s) will be filtered by SyncApps. When those features are disabled then it will filter out the records from your whole CRM database.


Please see below an example of how to filter records from Highrise CRM to Constant Contact.

Filtering settings are optional. If filtering criteria are specified, then only records that match any of the filter criteria (AND/OR) within a segment will be synced from Highrise to Constant Contact. Each segment will be synced to the Main List in Constant Contact.

Check it out in your SyncApps dashboard today!

In a more complex example for those who integrate with Mailchimp, below you could sync each Set Up to a separate Mailchimp Audience

The existing Lists in Mailchimp will be the Audience for each Set Up. In this example each profile uses an existing List, no new List is created in Mailchimp.

Set Up 1

Checkbox A is checked

Mailchimp Audience: Existing List A

Set Up 2

Checkbox B is checked

Mailchimp Audience: Existing List B

Set Up 3

Checkbox C is checked

Mailchimp Audience: Existing List C

Set Up 4

Checkbox D is checked

Mailchimp Audience: Existing List D

Set Up 5

Checkbox E is checked

Mailchimp Audience: Existing List E

Important note: If on a Free Trial best practice is to place Leads or Contacts into a CRM Campaign, Saved Search or Marketing List then use Filtering and then sync, after the syncing process you can then see how it works.

Please see the use case below:

After enabling Filtering and Segmentation as shown below, the Sync Details are showing after a sync:

12 Dec 2017 13:01:41


First filter criteria: ((hasProperty("fields", map containing [OwnerName->a string containing "Justin"])) or (hasProperty("fields", map containing [OwnerName->a string containing "Kyle"])) or (hasProperty("fields", map containing [OwnerName->a string containing "Erika"])))

12 Dec 2017 13:01:41


Segmentation criteria: {Kyle=(hasProperty("fields", map containing [OwnerName->a string containing "Kyle"])), Justin=(hasProperty("fields", map containing [OwnerName->a string containing "Justin"])), Erika=(hasProperty("fields", map containing [OwnerName->a string containing "Erika"]))}

If you're on a Free Trial, please note that we sync unlimited records to match your criteria so the best practice is to place at least 100 test Leads or Contacts into a CRM Campaign, Saved Search or Marketing List then use Filtering, and next sync, then you can see how it works.

In this case, no records have matched the filtering criteria in the first 100 records that we have come across in the trial which looks at the first 100 records in your CRM which might not contain the filter criteria:

To rectify this issue a Campaign in Salesforce is needed to test out the Filtering feature. 

12 Dec 2017 13:01:43


Not matched record: Contact [id=0036100001IAQKIAA5, 12

12 Dec 2017 13:01:43


Not matched record: Contact [id=0036100001IAQKKAA5

To test out this feature is super simple by just setting up a Salesforce Campaign, selecting it in Step 1 of your Set Up, then using it with 100 records to test your Filter against in Step 5.

Once testing is completed next remove the Campaign/Saved Search/Marketing List checkbox in Step 1 and then keep the Filter on a paid plan which then does look at all records and Filters based on your criteria. 

Okay, we'll have another common use case. See below:


To whom it may concern:

Greetings! I work for "Company X" in El Salvador, Central America.

At the end of last year, we finished the integration of Salesforce and Constant Contact (trial version). We updated 11,536 records which means the update included all Company X global databases.

However, as we are a country office we need access only to our contacts in El Salvador. Our technical team in headquarters took a glance at the app in Salesforce and unfortunately there is nothing on our end that we can do to stop the app from editing other Contacts. 


To meet your requirement, you will need to use our Powerful Filtering and Segmentation Feature in Step 5 of the Set Up.


The filtering criteria are set to Country > Is Equal To > El Salvador. This means that only the Salesforce Contacts with country El Salvador will be synced to Constant Contact and will be placed under the automatically created List( Segment Name) El Salvador Contacts.

Once this is done then please hit save then Reset sync Process and resync so that the new configuration/changes will be applied in the next sync.

See our Wednesday Walkthrough replay here!

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