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How to Configure iCampaign to Sync Only Qualified Leads or Accounts (CRM - iCampaign)

You can control which CRM records sync to iCampaign to ensure only qualified leads or converted accounts become subscribers. This prevents unqualified leads from counting against your subscriber limits and helps maintain a clean marketing database.

Before You Begin

  • Ensure you have admin access to your CRM settings

  • Understand which CRM modules contain your qualified records (typically Accounts for converted leads)

  • If using workflow conditions, identify the specific field values that indicate a qualified status

Method 1: Choose Which CRM Modules to Sync

The simplest approach is to sync only the CRM modules that contain qualified records.

Steps

  1. Navigate to CRM Integration Settings
    Go to your CRM integration configuration, where you can select which modules sync to iCampaign.

  2. Select Accounts Instead of Leads
    Choose to sync only "Accounts" (which contain converted/qualified leads) rather than the "Leads" module.

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  3. Save Configuration
    Save your module selection to apply the changes.

Method 2: Add Conditions to CRM Sync Workflows

For more granular control, you can modify the CRM workflows that perform the iCampaign sync to include qualification conditions.
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Steps

  1. Access CRM Workflows
    Navigate to Settings → Workflows in your CRM.

  2. Locate iCampaign Sync Workflows
    Find the workflows responsible for syncing records to iCampaign (these are typically system-generated workflows).

  3. Add Qualification Conditions
    Edit the workflow to add conditions that check for qualified status, such as:

    • Lead Status equals "Qualified"

    • Lead Status does not equal "Unqualified"

    • Specific stage or field values that indicate qualification

  4. Save and Activate
    Save the workflow changes and ensure the workflow remains active.

Verification / Expected Result

After implementing either method:

  • Only qualified records will create new iCampaign subscribers

  • Unqualified leads will remain in your CRM but won't sync to iCampaign

  • Your iCampaign subscriber count will reflect only qualified contacts

  • Future qualified records will sync automatically based on your configuration

Managing Existing Subscribers

If you already have unqualified subscribers in iCampaign and need to remove them:

  1. Go to iCampaign → Subscribers

  2. Use filters to identify unqualified subscribers

  3. Select the unwanted subscribers

  4. Click Delete to permanently remove them

⚠️ Important: Deleted subscribers cannot be recovered, so ensure you're removing the correct records.

Troubleshooting / Common Errors

  • All records still syncing: Verify that you've saved your configuration changes and that workflows are active

  • No records syncing: Check that your conditions aren't too restrictive and that qualified records exist in your CRM

  • Workflow conditions not working: Ensure the field names and values in your conditions exactly match those in your CRM

💡 Tips & Notes

  • Method 1 (Module Selection) is simpler but less flexible - best for straightforward lead-to-account conversion workflows

  • Method 2 (Workflow Conditions) offers more control and can work with custom qualification criteria

  • You can combine both methods for maximum control over subscriber creation

  • Test your configuration with a small number of records before applying to your entire database

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