Salesforce Rules are available on the Engagement Copilot and higher plans. Check out our pricing page for more information.
When you add your Salesforce Contacts/Leads as recipients to Mixmax sequences, you may need to automatically update the corresponding Salesforce records with the sequence name and the sender.
This automation not only updates Salesforce records but also helps track and generate reports on sequence activities in Salesforce and Salesforce Insights.
Tracking the sequence name
Using the Mixmax Rules, you can easily set up that automation! Here is how you can do it:
In your SFDC, go to Setup > Object Manager, select the object where you would like to populate the name of the sequence (Contact or Lead), navigate to Fields & Relationships, and create a custom field of the Text type titled, e.g., "Mixmax Sequence Name."
Ensure the Salesforce user who will be the rule owner has full access to the new "Mixmax Sequence Name" field so they can populate its values.
2. Go to the Mixmax web app Settings > CRMs & Live Feed, and click Get latest fields to make sure the latest field data is synced with Mixmax.
3. In the Rules section, click +New Rule.
4. Configure the new rule as follows:
Select Sequence as the Rule Trigger.
Next, select New recipient is added.
Add conditions (if any) based on your needs.
Select Salesforce as the Rule Action app.
For the Salesforce action, select Update the related Lead (or Update the related Contact, depending on the SFDC object in which you created the custom field).
Select your new custom field from the drop-down menu and click Add field. Then, enter the following sequence variable in the corresponding text area
{{sequence name | fallback:}}or start typing{{and select the corresponding variable from the list that opens.
That's it! Now, when you add a Contact/Lead as a recipient to a sequence, the Salesforce record for that Contact/Lead will be updated with the sequence name.
Tracking the sequence sender
You can also record who is sending the sequence by populating a Salesforce field with the {{sender name}} or {{sender email}} variable. This lets you see, right on the Salesforce record, which Mixmax user the sequence is being sent from.
Where sender variables are available
{{sender name}} and {{sender email}} are only available in Rules, and only when both of the following are true:
The trigger is Sequence > New recipient is added.
The action is one of the four Salesforce update actions: updating the related Contact, Lead, Opportunity, or Custom Object.
They won't appear in the variable list for any other trigger or action.
To set it up:
In SFDC, create a custom Text field on the object you want to update, e.g., "Mixmax Sequence Sender" for the sender's name and/or "Mixmax Sequence Sender Email" for their email address. Make sure the rule owner has full access to the new field(s).
Go to the Mixmax web app Settings > CRMs & Live Feed, and click Get latest fields.
Open the rule you created above (or create a new one) with Sequence > New recipient is added as the trigger and a Salesforce update action, such as Update the related Contact or Update the related Lead.
Select your new field from the drop-down menu and click Add field. In the corresponding text area, select
{{sender name}}or{{sender email}}from the list of variables.Click Activate & Close.
Troubleshooting Automation Issues
If the Mixmax automation does not update the Salesforce records as expected, follow these steps to troubleshoot:
Ensure Field Access
Confirm that the Salesforce user designated as the rule owner has complete access to the custom field(s) you're populating, e.g., "Mixmax Sequence Name" or "Mixmax Sequence Sender."
Verify Rule Configuration
Review the rule configuration in the Mixmax Rules section to ensure all steps are set up correctly, including conditions and actions.
Refresh Fields in Mixmax
Navigate to Settings > CRMs & Live Feed in the Mixmax app and click Get Latest Fields to ensure Salesforce fields are up to date.
Check Sequence Usage
Verify that the recipients are indeed being added to the sequence to trigger the automation. Consider testing with a new contact or lead.
Check the Trigger and Action for Sender Variables
If
{{sender name}}or{{sender email}}doesn't appear in the list of variables, confirm the rule uses the Sequence > New recipient is added trigger and a Salesforce action that updates the related Contact, Lead, Opportunity, or Custom Object.
By systematically reviewing these steps, you can identify and resolve issues blocking the automation setup.
FAQ
Can I use {{sender name}} or {{sender email}} in other Rules?
No. In Rules, these variables are only available with the Sequence > New recipient is added trigger and the four Salesforce update actions listed above. They aren't available with other triggers or with non-Salesforce actions.
Are sender variables available anywhere else in Mixmax?
Yes. Sender variables such as {{Sender Name}} can also be used in sequence email stages. See Mixmax Sequence variables for the full list.