Insentric's connection to Marketo uses Marketo's own in-platform Smart List capabilities to understand what activities and updates are important for your organization to measure. 

Organizations will have different behaviors and updates that make sense to track continuously. Some common examples of these include:

• Filling out forms, visiting web pages
• Email actions such as opening, clicking, bouncing or unsubscribing from email
• Changing progression statuses within a Marketo Program
• Activity around an Opportunity
• Revenue Stage activity changes
• Critical field updates, such as consent or key firmographic details

To ensure Insentric accurately sees and updates your data continuously, you will need to create a Smart List for Insentric to reference.

Creating a "Records to Update" Smart List

With Insentric, you may create your "Records to Update" Smart List inside a Program in Marketing Activities or as a standalone list inside the Database section.  We recommend keeping this Smart List in the same location as "All Records" Smart List for Insentric for simplicity.

1. Create a Smart List in a secure location: for Insentric to work correctly, it will need ongoing access to a secure and stable Smart List showing the entire universe of records you'd like to have the system read. We recommend pacing this Smart List in a location where it is likely not to be bothered and separated from Smart Lists being edited continuously. Some examples of ideal places would include a clearly labeled folder in the Lead Database, an operational program inside Marketing Activities, or a secure restricted Workspace if used in your Marketo instance.
    
2. Make it clear that day-to-day users should not edit this Smart List: we strongly encourage you to name this Smart List something clearly identifiable and to take advantage of the description field under the Smart List title to provide more context on its use.
    
3. Get alignment on what matters for reporting: one of the biggest contributors to "different" reporting numbers is conflicting definitions of what actions, behaviors, and updates are important for reporting. We recommend considering the following while you set up your list:
   1. Form updates
   2. Email updates
   3. Program updates
   4. Opportunity updates
   5. Revenue Stage updates
   6. Key Program Member data updates
   7. Key Lead data updates
   8. Activities being logged
       
4. Set up your criteria inside your Smart List: depending on your criteria, create a combination of Smart List filters that can retrieve records of those who have made updates or participated in an action within the past three hours. Although Insentric runs every two hours, we strongly recommend setting up your Smart List to look back three hours in the past. This is meant to prevent issues with a slight delay (think "2 hours and 7 minutes ago") that may not be caught due to timing.
    
5. Review your list for accuracy and breadth: once you've created your Smart List filters, review the results of the "People" tab for the Smart List. Does the number of records returned meet your expectations? Perform a spot check of the names returned; are these the records you intend to report on?

An example Smart List with key criteria showing updates may look similar to the following:

In this particular case, the eighth filter—"Member of Smart List is 'Records with Field Updates'"—references a nested Smart List that checks for updates to the fields Email Address, SFDC Type, Original Source Info, Acquisition Date, Lifecycle Status, and Person Source in the last 3 hours. The results of this Smart List should show all records of those who have engaged in relevant, impactful behaviors within the past three hours.

Configuring the "Records to Update" Smart List in Insentric

Once you have finalized your "Records to Update" Smart List, log into Insentric as an Admin and head to Marketo Configuration → General Settings. You should see a field labeled "All Records Smart List." Start typing the name of the Smart List to select it. 

Once you have located your list, select it and click "Save" at the bottom of the page. Insentric will now use this Smart List to understand what records to handle.