Sugar Connector for Marketo Installation Guide

Overview

Marketo provides marketing automation and sales effectiveness solutions that help B2B marketing and sales teams at global enterprise and mid-sized companies unlock growth across the revenue cycle. Sugar versions 12.0.0 and higher can be integrated with Marketo to allow new and existing leads and contacts to be synced seamlessly between both applications. In addition, key data (e.g., name, address, and email address) from the Accounts and Opportunities modules can be synced from Sugar to Marketo. For more information on utilizing the connector to sync data, please refer to the Sugar Connector for Marketo User Guide. Before you can utilize the connector in Sugar, you must configure your Marketo account as well as upload the Marketo connector package to Sugar and enable the connector accordingly. 

For more information on supported platforms, please refer to the Connectors Supported Platforms page. Please ensure that you have upgraded your Sugar instance to the minimum supported version of Sugar.

Configuring Marketo

Once you have signed up for service with Marketo, you will receive your login information and set up instructions via email. You will need to configure your Marketo account by adding custom fields before enabling the Sugar Connector for Marketo. If you already have a Marketo account, then simply log into your account and apply the configurations below.  

Adding Custom Fields

The Marketo connector requires specific custom fields to be added to your Marketo account in order to sync data properly to Sugar.

To add custom fields in Marketo, please follow the steps below:

1. Navigate to the Admin page in Marketo.
2. Select "Field Management" on the left tree menu then click the New Custom Field button at the top of the page.
   
3. Select the "Type" then enter the "Name" and "API Name" values shown below in the New Custom Field pop-up box. Click "Create" to add each field.
   
   

   Type	Name	API Name
   String	SugarCRM Type	sugarcrm_type
   String	SugarCRM ID	sugarcrm_id
   String	SugarCRM Owner First Name	sugarcrm_owner_first_name
   String	SugarCRM Owner Last Name	sugarcrm_owner_last_name
   String	SugarCRM Owner Title	sugarcrm_owner_title
   String	SugarCRM Owner Phone	sugarcrm_owner_phone
   Email	SugarCRM Owner Email	sugarcrm_owner_email
   Checkbox	SugarCRM Deleted	sugarcrm_deleted

4. The newly added custom fields will appear in the field list to the right of the page.

Installing the Marketo Connector Package

In order to enable the Sugar Connector for Marketo, you must first download the Marketo connector package to your local machine which will be uploaded to Sugar. Please note that you must have administrative access in Sugar to upload and install packages via Module Loader.

Downloading the Package

The Sugar Connector for Marketo package is available for download by registered sugarcrm.com users via Sugar's Download Manager (choose your Sugar version and then choose "Plug-ins" from the adjacent dropdown). Save the installation package to a directory that is accessible by the Sugar administrator user who will complete the installation.

Installing the Package to Sugar

Once you have downloaded the package (e.g., MarketoForSugarCRMv3.3.0.zip), you can upload it to your Sugar instance via Module Loader. 

1. Navigate to Admin > Module Loader.
2. Click the "Choose File" button in the Module Upload panel to open a file selection window from your browser.
   
3. Select the package from your local machine.
4. Click the Upload button to load the package to Sugar.
   
5. Once the upload is completed successfully, the package will appear in the Uploaded Packages panel. Click the Install button next to the package's name.
6. Review the License Agreement and select "Accept" to agree to the terms. Click "Commit" to run the installation.
   
7. A progress bar will appear on the following page and display a message once the module is installed successfully.
   Note: If there are any errors detected, it will be displayed on the page along with details of what caused the issue(s). You can also click "Display Log" to view details of what occurred during the installation process. Work with your system administrator to troubleshoot and fix the errors, and then re-attempt the installation procedure.
8. Click the Back to Module Loader button once the installation is complete to return to the previous page.
   

The installed package will appear on the Module Loader page and the Marketo connector can now be enabled in your instance.

Obtaining SOAP API Values in Marketo

In order to configure the Marketo connector in Sugar, you will need to first obtain the Endpoint, User ID, and Encryption Key values in Marketo. Simply navigate to Admin > Web Services in your Marketo account then record the necessary values (Endpoint, User ID, and Encryption Key) in the SOAP API section to use during configuration of the connector in Sugar.

Enabling the Marketo Connector

Once the package is installed successfully in Sugar, the Marketo connector can be enabled accordingly via Admin > Connectors. Please note that you must be an administrator in Sugar to enable connectors.

Note: If your Sugar instance is configured to use a proxy server, the Marketo connector will recognize and apply the settings to connect and communicate between Sugar and Marketo. For more information on configuring proxy settings in Sugar, please refer to the System documentation. 

The following steps cover how to configure and enable the Marketo connector in Sugar:

1. Navigate to Admin > Connectors > Set Connector Properties.
   
2. Select the Marketo tab and enter the following information:

   Property	Description
   Enable Marketo for SugarCRM	Select "Yes".
   SOAP Endpoint	Copy and paste the Endpoint value from Marketo.
   SOAP API User ID	Copy and paste the User ID value from Marketo.
   SOAP API Encryption Key	Copy and paste the Encryption Key value from Marketo.
   When a new SugarCRM Lead is created, who should be the default Assigned To?	Select the default user assigned to the new lead created in Sugar.
   Only download Marketo leads with a score greater than	Enter in a score (e.g., 50) identifying what threshold leads must meet in order to be pushed to Sugar. Default score is "0" which means all leads in Marketo will be downloaded.
   How many lead records should we download each time synchronize occurs with Marketo?	Select the number of lead records you wish to download each time Sugar is synchronized with Marketo. Default is "As many records as possible".
   How many records should we download from Maketo per batch	Select the number of records to download from Marketo per batch. Default is "100".
   Which Marketo Activity Logs should we download to SugarCRM?	Select the Marketo Activity Log Type(s) (e.g., Interesting Moment, Fill Out Form, etc.) you wish to download to SugarCRM.

   

3. Click the Test Connector button on the bottom left of the screen to ensure that the connector is enabled successfully.

4. Click "Save" to preserve the connector settings.

If the test fails for the connector it could be due to the following reasons:

• The Enable Marketo for SugarCRM option in Admin > Connectors > Set Connector Properties is not set to "Yes".
• SOAP and hash_hmac is not installed in your environment and must be added to your PHP configuration.
• The required custom API fields below are not available in Marketo. For more information on adding custom fields in Marketo, please refer to the Adding Custom Fields section above.
  • sugarcrm_type
  • sugarcrm_id
  • sugarcrm_owner_first_name
  • sugarcrm_owner_last_name
  • sugarcrm_owner_title
  • sugarcrm_owner_phone
  • sugarcrm_owner_email
  • sugarcrm_deleted

Marketo Connector Field Mappings

Once the Marketo connector is enabled successfully, you can navigate to the Map Connector Fields page in Admin > Connectors to view the list of fields (Connector Fields, Module Fields) that are mapped by default between Marketo and Sugar. The enabled modules (Leads, Contacts, Accounts, and Users) will appear under the Marketo tab of the Map Connector Fields page along with all the pre-mapped fields per module. The specific module fields selected on the page are the designated Sugar fields that Marketo fields will be mapped to when data is synced in Sugar and vice versa.

Note: Please ensure that the Email Address connector field is mapped to the Email field in Sugar.

If you wish to map other available connector fields to Sugar, simply select the corresponding Sugar field from the Module Fields dropdown list then click "Save" to preserve the change. Please note that newly added custom fields in Marketo will also appear in the connector fields mapping list once you download the custom fields to Sugar. For more information on downloading custom Marketo fields to Sugar, please refer to the Sugar Connector for Marketo User Guide.

Note: You will need to create new fields via Admin > Studio if there is no matching stock field in Sugar to map to the connector field. For more information on creating fields in Sugar, please refer to the Studio documentation.
 

Marketo Schedulers

When the Marketo connector is enabled in Sugar,three Marketo schedulers are automatically created in Admin > Scheduler. By default, these schedulers are set to "Inactive" and you will need to set it to "Active" once you are ready to utilize the Marketo connector and begin downloading leads. Please make sure that the Marketo connector field mappings are set accordingly before activating the schedulers. In addition, be sure to add the custom Marketo fields you wish to view in Sugar before enabling the schedulers so that the data populates accordingly in the record when the leads are downloaded. For more information on creating custom Marketo fields, please refer to the Adding Marketo Fields in Sugar section below. 

Note: It is recommended that the scheduler's interval be set to run "Every 5 minutes" for the Check Marketo for changes to Leads scheduler and "Every 30 minutes" for the Check for Marketo for updates to Activity Logs scheduler.

The available Marketo schedulers are as follows:

• Check Marketo for changes to Leads: Checks the mapped fields in Marketo for any changes (e.g., name and phone) since the last checkpoint and syncs the data to Sugar.
• Check for Marketo for updates to Activity Logs: Checks for any changes to the lead's activity log since the last checkpoint and syncs the information to Sugar. Please note that only the activity logs you selected when configuring the Marketo connector will be checked for updates for sync. 
  Note: The synced activity log data (e.g., Change Data Value and Interesting Moment, etc.) will appear in the Activity Logs subpanel of the Contacts or Leads record view in Sugar. Administrators can view the last checkpoint stored in Sugar for lead synchronization and activity log synchronization via Admin > Synchronization Table Information.
• Purge old deleted records from Marketo queue table: Periodically removes deleted records from the mkto_queue table to clean up the table and help improve performance.
  Note: By default, the interval is set to "5" (days) but this can be changed by updating the marketo_purge_interval parameter in the config_override.php file. 

Set the scheduler(s) to "Active" once you are ready to begin downloading leads and syncing records between Sugar and Marketo. Please note that if the Marketo connector ever gets disabled in Sugar, the Marketo schedulers will automatically be set to "Inactive" as well. Any changes made to records (e.g., leads) between the time the connector is disabled to when it is re-enabled will not get synced between Sugar and Marketo.

Please keep in mind that depending on the status of the Marketo connector and the schedulers, the data sync between Sugar and Marketo may behave differently. The table below summarizes the expected data sync behavior based on the current status of the Marketo connector and scheduler(s).

Adding Marketo Fields in Sugar

A set of default Marketo fields should be added to Sugar via Admin > Studio for the Opportunities, Contacts, and Leads module if not already present. Creating these fields and adding it to the module's Record View layout will allow the specific data from Marketo to be synced and viewable in the Sugar record. Simply navigate to Admin > Studio > {Module Name} > Fields to verify and then create the necessary custom field(s) for each module. For more information on creating fields in Sugar, please refer to the Studio documentation.

In addition, the stock Lead Score and Marketo Lead ID fields should be added to the Leads and Contacts record view layout as these fields will automatically populate with the unique ID and designated lead score associated to the downloaded lead. Also, in order to mark records for sync to Marketo, the Sync to Marketo field should be added to the Leads, Contacts, and Opportunities record view. For more information on adding fields to Record View layouts, please refer to the Studio documentation. The Sync to Marketo field must be checked in order for the record to be included for sync to Marketo. For more information on syncing Sugar records to Marketo, please refer to the Sugar Connector for Marketo User Guide.

Contacts Module

Leads Module

Opportunities Module

Upgrading the Marketo Connector

When upgrading your Marketo connector, it is important to adhere to the following guidelines:

• If upgrading to Marketo connector 3.1.3 and above, you must install the latest Marketo connector package without uninstalling the older packages.
• If upgrading from a Marketo connector release prior to 3.0.8, you will need to uninstall the existing package, then reinstall the latest release of the Marketo connector.
• When uninstalling a Marketo connector, the database tables will be left behind by default. If you are prompted to uninstall the database tables, it is recommended to keep the database tables, as removing them will require the system to sync the Activity Logs back from Marketo.

Note: For customers running on Windows with a 32-bit version of PHP, a warning message may appear in your Sugar log after upgrading from a Marketo version prior to 3.1.5. To prevent this warning message from appearing, you can navigate to Admin > Scheduler and change the Date & Time End value under the Advanced Options panel to "01/02/2037" or below for the Marketo schedulers.

The Sugar Connector for Marketo package is available for download on SugarExchange. For more information on installing the Marketo connector package to Sugar, please refer to the Installing the Marketo Connector Package section in this documentation.