PlaybooksProspect RecordsUser Guide

Adding Records to Playbooks

By September 4, 2020January 15th, 2021No Comments

Adding Records to Playbooks

How to add records to Playbooks from your CRM

Before you can begin completing tasks in Playbooks with prospects from your CRM, you need to be able to add those records to Playbooks. Adding records is simple. Once you have added records to Playbooks, you’ll be able to enroll them in Plays and accelerate your productivity.

Adding Records to Playbooks

There are a few ways to add records to Playbooks. If you have the record already open you can either click the yellow “Add to Playbooks” button, OR you can click the “Add New People” button on the Playbooks Dashboard.

You can also add multiple records at one time. You can mass import records from Salesforce or Dynamics easily. If you are not signed into your Playbooks account, you will be prompted to when you attempt to import the records.

Note: Playbooks only supports Lead, Contact, Account, and Opportunity objects.
Tip: Salesforce archives converted leads which prevents them from being enrolled in Playbooks. If you are having an error when attempting to enroll records, check to see if they are a converted lead.

Adding Records from Salesforce

  1. Sign into Salesforce.
  2. Choose a List View or create a new List View with the criteria and filters you need.
  3. Select the checkboxes next to the people you want to add to Playbooks.
    -OR-
    Click the checkbox at the top of the list to select all.
  4. Click the yellow Add X to Playbooks button where X is the number of records selected.

Be aware that if you change the List View, the sort order of the list will also change and potentially shift records to other pages. Playbooks only recognizes the records selected on the visible page.

Adding Records from Microsoft Dynamics

  1. Sign into Microsoft Dynamics.
  2. Choose a list to import from or create a new personal view.
  3. Select the checkboxes next to the people you want to add to Playbooks.
    -OR-
    Click the checkbox at the top of the list to select all.
  4. Click the yellow Add X to Playbooks where X is the number of records selected.

Be aware that if you change the List View, the sort order of the list will also change and potentially shift records to other pages. Playbooks only recognizes the records selected on the visible page.

You can create a record in Playbooks that will sync to your CRM

  1. Open Playbooks.
  2. Click the menu button (XANT logo).
  3. Navigate to the People tab.
  4.  Click the yellow plus button.
  5. Click Add New Person.
  6. Enter the Account name.
  7. Enter all the record information you can.
  8. Click SAVE.
    NOTE: Salesforce will create a contact of the record automatically.
  9. Enroll the record in a Play.

You can import records directly from Playbooks.

  1. Open the record in your CRM.
  2. Open Playbooks.
  3. Click the menu button (XANT logo).
  4. Navigate to the People tab.
  5.  Click the yellow plus button.
  6. Click Add New Person.
  7. Click IMPORT FROM SALESFORCE.
  8. Click SAVE.
  9. Enroll the record in a Play.

If you need instructions for importing a record into Playbooks from Salesforce, you can find the instructions in Playbooks.

  1. Open Playbooks.
  2. Click the menu button (XANT logo).
  3. Navigate to the People tab.
  4.  Click the yellow plus button.
  5. Click Add Person from Salesforce.
  6. View instructions.

Records can be added to Playbooks automatically with Robots. Talk to your Playbooks administrator about Robots you may already have working to automatically add and enroll records into Playbooks. You can check if a record has been added to Playbooks by checking for the Playbooks icon next to the record in your CRM list view. You will also see “Enrolled in Playbooks” at the top of the individual record if it’s in Playbooks already.

Related Article: Introduction to Robots
Click this message to learn more about how Robots work in Playbooks.

Records can be added to Playbooks directly from a report.

Adding a Record to Playbooks from a Report

  1. Open the report you want to add records from.
  2. Select the checkboxes next to the people you want to add to Playbooks.
    -OR-
    Click the checkbox at the top of the list to select all.
  3. Click the yellow Add X to Playbooks where X is the number of records selected.

Be aware that if you change the report, the records included in the report will also change and potentially shift records to other pages. Playbooks only recognizes the records selected on the visible page.

Records cannot be added while using Playbooks Mobile. The records must already be in Playbooks or added automatically with a Robot for you to access them from Playbooks Mobile.

Related Article: Introduction to Playbooks Mobile 
Click this message to learn more about what features Playbooks Mobile has available.
Note: If your team has enabled Monitor Ownership Changes, some of the leads, contacts, or accounts that you import may disappear or be removed automatically.

As Playbooks imports the records, it will notify you if information is missing or duplicates are found. When key information is missing, you have the option to add it in the Playbooks extension before the import completes.

Adding Records to Play

Once the records have been added to Playbooks, you can add them to a Play. This will enroll all the records imported in that group, so it is a good idea to mass import records in groups that you want enrolled in the same play. If you want to assign the records from an import to different plays, you can skip this step and assign the records to Plays later. Click Skip to avoid enrolling all the records into the same Play.

To Assign People to a Play

  1. Select the Play you want to add to the Play.
  2. Click FINISH.
  3. Click DONE.

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