When our implementation team integrates Salsa CRM and Salsa Engage for you, the applications are linked together, and you can even launch Salsa Engage from Salsa CRM's Tools menu. They are designed to work in a highly complementary—but independent—manner. This document reviews how Salsa CRM and Salsa Engage work together.
Salsa CRM provides a robust constituent database and donor management system. However, Salsa CRM has few outbound engagement features and is primarily used for data management, cultivating donors, and running reports to understand your donor base and trends.
Salsa Engage is a powerful tool that is primarily focused on supporter engagement, including digital marketing, online fundraising, online advocacy, and peer-to-peer fundraising. However, Salsa Engage does not have the robust donor management features of Salsa CRM. For example, when looking to understand how your marketing efforts are performing, you would use Salsa Engage. When looking to know more about a single individual, you would use the Salsa CRM.
Combined, Salsa CRM and Salsa Engage seamlessly manage key supporter data and transactions, providing a powerful, all-in-one solution for managing supporters and outreach. Records can be selected in Salsa CRM and then pushed to Salsa Engage. For example, you might create a group in Salsa CRM as a target for an email outreach and then sync that group with Salsa Engage. Once records are pushed from Salsa CRM to Salsa Engage, changes to the record in either application will automatically be reflected in all of the fields that are common between the two applications.
Shared, Unique Database ID
Salsa Engage and Salsa CRM each maintain their own database, and when supporter records are in Salsa CRM and Salsa Engage, the two applications work together. To enable this coordination, supporters that have records in both applications are given a unique database ID called the Constituent UUID. This ID keeps records synchronized between the two applications. This isn't necessarily something you have to worry about. The ID is generated and managed automatically, behind the scenes, by Salsa.
When Salsa Engage pushes records down to Salsa CRM and Salsa CRM finds a matching user ID, this means that the constituent has already been synced previously. The following happens in Salsa CRM:
Standard supporter fields are updated. These include First Name, Last Name, Title, Suffix, Birth Date, and Custom Fields.
Supporter addresses are updated. The Primary address is updated in Salsa CRM if the record from Salsa Engage matches the first alphanumeric string of the first line of the street address and 5-digit zip. A new address is created in Salsa CRM if the record from Salsa Engage does not match first line of the street address and 5-digit zip.
Supporter email address, Supporter phone number, or Supporter Social information is updated. The data from Salsa Engage becomes primary and the original, Salsa CRM data becomes secondary.
When Salsa Engage pushes records down to Salsa CRM and Salsa CRM does not find a matching user ID, the following happens:
Salsa CRM performs a search on full first name, last name, and email address. Then...
If an exact match is found on first name, last name, and email, Salsa CRM updates the record just as if the incoming record had a matching user ID.
If there is not a full match, Salsa CRM searches its database for the first three letters of the supporter's first name + full last name OR complete primary email. If a match is found, the Proactive Deduplication service is updated,
If there is no match between the first three letters of the supporter's first name plus full last name OR complete primary email, Salsa CRM assumes that there is no match and creates a new, active record.
Proactive Deduplication is an automated service for Salsa CRM+Salsa Engage clients and refers to what Salsa CRM does with potential duplicate records synced from Salsa Engage. Salsa CRM reviews these new records for data that may indicate a record already exists with exact same information. Salsa CRM then produces a list of these potential duplicates to review and resolve. Salsa CRM then pushes deduplicated records back up to Salsa Engage. See Proactive Deduplication for Salsa CRM and Salsa Engage for details.
If you need to use a custom field that needs to be common to both applications, both applications feature a 'common' custom field type that shares between the two applications. If you create any custom fields in Salsa Engage, they are automatically synced to Salsa CRM and vice-versa. These display in the Common Fields node of the constituent record. In addition, Salsa CRM has additional custom fields for use cases in which you want to collect and store data that will not be used for online engagement.
Any custom fields that need access control in Salsa CRM must be created in Salsa CRM and cannot be shared to Salsa Engage. To do this, choose instead to create custom fields on the Salsa CRM Main Constituent screen or My Salsa CRM screen.
Fields That Are Shared Between Salsa Engage and Salsa CRM
Once a new supporter submits their information for the first time, or an existing supporter submits their information and some of it has changed, that information syncs to Salsa CRM within minutes through an automated interface between the two systems. Salsa CRM shares information with Salsa Engage only when the data are 'pushed' to Salsa Engage, either by syncing constituent records manually, through synced Groups, or through the Advanced Query Wizard.
Salsa CRM and Salsa Engage are each specially suited to their own purpose. Consequently, not all fields are shared between the two applications. Any field that is not listed in the sections below is not shared between Salsa CRM and Salsa Engage, such as detailed email and donation form performance information.
Federal, state, and local congressional district information is identified in Salsa Engage and shared with the Salsa CRM constituent, with data stored in the Address section. Physical location, designated by Latitude and Longitude, is also shared with Salsa CRM.
Constituent Info Passed Between Salsa CRM and Salsa Engage
The following fields are shared automatically between Salsa Engage and Salsa CRM...
- organization type
- name, first
- name, middle
- name, last
- name, suffix
- name, nickname
- name, maiden name
- date of birth
- date, deceased
- government ID
- address (including the full country name or two digit, ISO 3166 country code)
- Congressional District
- State Upper District
- State Lower District
- County District
- City District
- Opt In Status
- Opt In Date
- Opt Out Date
- phone, mobile
- email, business
- phone, business
- fax number
- common custom fields
Using Groups to Pass Constituent Info to Salsa Engage
Please see the Salsa CRM article on how Salsa CRM passes Groups of constituents to Salsa Engage.
Donation Info Passed From Salsa Engage to Salsa CRM
All of the above, plus the following donation-related information...
- donor name (last, title, first, last)
- donation amount
- received date
- payment type
- credit card (last 4 digits)
- credit card authorization code
- online dedication
- activity custom fields
Salsa Engage donations that are paid online automatically sync with Salsa CRM and are automatically added to their own CRM donation batches. These batches are labeled SED [date], where SED stands for "Salsa Engage Donation".
View Activity Custom Fields from Salsa Engage
View Activity Custom Fields on a record-by-record basis:
- Open a constituent record.
- Click Activities in the Explorer menu.
- Click the Activity for which you wish to view the Activity Custom Field.
- If the donation was offline, for example, it will open the CRM donation record.
- If the donation was online, for example, it will open the transaction record in Engage.
If you need an aggregate report of Activity Custom Fields, generate a constituent or donation Advanced Query. Activity Custom Fields have their own table.
Single Sign-on for Salsa Engage
If your instance of Salsa CRM is integrated with Salsa Engage, you must have at least the Salsa Engage Supporter permission enabled in your Salsa CRM Role to see the Salsa Engage menu option in the Salsa CRM Tools menu.