Contact Sync is a new feature designed to streamline your Black Diamond Contact data management process. Contact Sync offers two ways to update your Contact data:
- A bulk sync is available from Black Diamond to Elements
- A Consolidated Canvas button on the Contact page to push Elements Contact data to Black Diamond
Contact Sync reduces the need for repetitive, manual data entry, significantly lowering the risk of data entry errors and keeping both systems aligned with the latest contact details. This enhancement provides simple, efficient ways to maintain up-to-date records enabling your team to spend less time on data management and more time on what matters--building and strengthening client relationships.
Contact Sync from Black Diamond to Elements
The Import Clients/Contacts setting in Data Broker allows the full import of Contact records from Black Diamond into Elements.
Key Features
- Automated Bulk Import: The bulk import will run once configured, allowing Data Broker to retrieve Contact records from Black Diamond and create and update Contact records in Elements automatically.
- Daily Sync: After the initial run, a daily bulk sync process will create any new Contacts or update any adjusted Contacts records from Black Diamond as Contacts in Elements.
- Duplicate Prevention: We recommend an initial review of all Contact data in both systems to reduce the possibility of duplicate Contacts being created in Elements.
Data Matching
Data Broker relies on specific data mapping requirements to ensure accuracy in matching Contact records. Records are matched based on three key fields from Black Diamond to Elements. This is a requirement for the records to sync, and mapped within Data Broker. The names of your fields in CRM might differ, but the following mapped fields must match on both records to avoid duplication.
Matching Fields:
- First Name
- Last Name
ALL three fields MUST match to update existing records in Elements with a Data Broker ID, indicating they are the same records across platforms. Once the Contact is initially matched, the Black Diamond External ID will be stamped on the CRM record. The Black Diamond External ID is required for the subsequent Contact Sync from Elements back to Black Diamond.
After the initial sync, we recommend these fields to be mapped, at a minimum:
- First Name
- Last Name
- Email address
- Birthdate
- Phone
Note: In cases where multiple Contacts share the same email address, the records will not be updated in Elements to prevent conflicts.
Upload to Black Diamond Contact Button
After System Administrators have run the bulk uploads to align Contact records in both Elements and Black Diamond, day-to-day Contact updates should be made in Elements.
Using the Contact Upload to Black Diamond button is super easy! Create or update the Contact information in Elements, then click the Upload to Black Diamond button. The Contact's data is sent in real-time to Black Diamond to either create a new Contact record or update an existing record. You will see a confirmation message once the upload is complete.
Note: Users will not see the Upload to Black Diamond button on the Contact page until the setup steps are complete.
If a matching Contact record is found in Black Diamond, it will be updated. If no matching record is found a new Contact will be created. We recommend the following data points to be sent from Elements to the Contact record in Black Diamond, as long as those fields exist in the CRM and are mapped properly through Data Broker.
- First Name
- Last Name
- Email Address
- Phone Number(s)
- Date of Birth
- Address
- Marital Info
- Relationship
Users on Black Diamond must also have the correct permissions at Black Diamond assigned to their Role so that they can create and update Contacts in Black Diamond.
Getting Started
Our Support team must initially enable Contact Sync. Please enter a ticket with our Support team for further assistance.
Contact Sync requires initial setup steps for the bulk sync features, the Data Broker Mapping, and the Upload to Black Diamond Contacts button.
Configuration
For successful Contact mapping, the following fields are the minimum required fields to be mapped:
- First Name
- Last Name
- Email address
- Birthdate
- Phone
System Administrators must set up Data Mappings under Setup > Quick Find: Installed Packages > Salentica Data Broker Configure> Data Mappings> Black Diamond> Clients.
Please reach out to Support for assistance.
