Pardot Knowledge Base

SugarCRM Connector

Last Updated: Jul 26, 2016 | Print this Article
 
As of the Summer '16 release (June 2016), the SugarCRM connector is no longer available to new customers. Accounts provisioned before the Summer '16 release will integrate only with Sugar versions 5.4.X - 7.1.X. New development will not be made to integrate with newer or future versions of Sugar.

Concept

Connectors allow Pardot to sync with third party applications such as a CRM system, paid search platforms, or email marketing solution. With Pardot's SugarCRM connector, data can be passed back and forth between the two applications allowing a user to manage many formerly disparate marketing channels from within Pardot interface.

Setting up the SugarCRM Connector in Pardot

  1. Login to Pardot at pi.pardot.com.
  2. Hover over Administration in the top navigation.
  3. Click Connectors in the resulting dropdown.
  4. Click + Add Connector.
  5. Select SugarCRM from the list of vendors.
  6. Enter a Name for the connector that will only be used internally (i.e. "SugarCRM Pardot Connector")
  7. Enter an administrator's SugarCRM Username and Password. Note that if your SugarCRM password changes, it must be changed here as well to maintain the connection.
    • Please note, if you use Active Directory, the SugarCRM user whose credentials you provide for the connector must be a non-Active Directory user.
  8. Enter the SugarCRM API location. Only standard ports (80 or 443) are allowed in the URL.
    • If your version of SugarCRM is hosted locally, the URL will typically (though not always) look something like: http://site.com/sugarcrm/soap.php?wsdl or http://sugar.yourdomain.com/soap.php?wsdl Ask your administrator if you are unfamiliar with this.
        • If you have a self-hosted instance of Sugar CRM over https with a self-signed certificate, the SSL certificate's Common Name (hostname) must match the URL used by Pardot's connector. This means that connecting to Sugar CRM via the IP address of the Sugar CRM host is unsupported. The connector will verify, but syncing will fail. If you have a self-signed certificate, then please ensure your Sugar CRM instance is accessible by Pardot at the address indicated in your SSL certificate's Common Name.
    • If are using Sugar OnDemand, your URL will typically (though not always) look something like: https://site.sugarondemand.com/soap.php?wsdl Ask your administrator if you are unfamiliar with this. Please ensure this URL starts with "https".
  9. Check the boxes to enable any additional options:
    • Allow self-signed certificate during connector access -- Self-signed certificates are typically used in development or internal environments where 3rd party proof of identity isn't required. Check with your administrator.
    • Enable Single Sign-on -- enabling this allows users to see leads' and contacts' Pardot activities in SugarCRM without logging into Pardot separately (only available with Pardot for SugarCRM package installed - more info).
    • Enable SugarCRM 6 activity iframe styling -- not recommended for SugarCRM Community Edition
    • Automatically create prospects in Pardot if they are created as a Lead or Contact in SugarCRM -- enabling this feature automatically pushes leads and contacts down to Pardot when they are created in the CRM. This feature only applies moving forward (it’s not retroactive) once the Pardot Installer Package is installed in SugarCRM and the records in SugarCRM must contain email addresses when they are created. If this feature is enabled later on, any leads and contacts with email addresses that were created after the Pardot package was installed in SugarCRM will be pushed down to Pardot.  If you’re updating from a version before v24, you may need to update your connector before you can edit these fields.
    • Allow editing of Prospect lists within the CRM -- checking this box allows CRM users to add/remove prospects from Pardot lists from within the CRM. If you check this box, you must add the List View (represented by a contact and lead field) to your Lead and Contact page layouts. More information.
    • Override default lead status - this option can be enabled once your connector has been saved and verified. More information.
    • Sync emails with the CRM -- this automatically logs an activity for every email sent to a prospect (list, drip, autoresponder, and plug-in emails). This can quickly fill up your activity views, especially on an account object
    • Sync plugin emails with the CRM -- this logs an activity for any emails your users send via Pardot for Microsoft Outlook, our Thunderbird extension, or our Apple Mail plug-in.
  10. Click Create Connector to save the new connection.
  11. Your SugarCRM connector will now appear in the table. Note that the status is marked as Not Verified. To ensure that you have properly set up the connector, click Verify now. If Pardot is able to successfully send and receive data to and from SugarCRM, the status will change to checkmark denoting a successful integration.
  12. Install the latest Pardot for SugarCRM package (download link is located here; requires SugarCRM version 5.2 through 6.7). Note: If you have a Sugar OnDemand or Sugar Open Cloud instance, upload the package via Admin > Module Loader and then file a support ticket with SugarCRM to have them install this for you as the package contains some advanced methods.

Using Teams

In order to sync with Teams in Sugar, take the following steps:
  1. Create a custom field in Pardot that maps to Sugar's team_id field.
  2. Go to your Sugar's Team profiles.
  3. Copy the Team's ID (you can find this in the URL of the Team's profile in Sugar, after "record="), and paste into your Pardot custom field as a dropdown value.
  4. If you wish to have this team designation set and controlled in Pardot, make this custom Pardot field set to "overwrite the CRM".

Override Default Lead Status

After the connector has been verified, you can optionally select another default lead status to use for new leads that are created when a prospect is assigned to a user in Pardot and there is not an existing lead or contact in SugarCRM with the same email address.
  1. Hover over Administration and click on Connectors in the resulting dropdown.
  2. Click the Actions icon next to your SugarCRM connector and select Edit Settings.
  3. Enable Override default lead status and select another status from the dropdown field.
  4. Click Save Connector to save your changes.
Note: This only controls the lead status that gets set upon new lead creation. If this is not enabled, new leads created by Pardot will use the default "Assigned" status.

SugarCRM Campaign Syncing

Pardot is able to pull SugarCRM campaigns and campaign members into our application for review and reporting. At this time there is not a way to add a prospect to a SugarCRM campaign from inside the Pardot application. In order for a campaign to sync to Pardot it must meet the following requirements:
  • Campaigns must have at least one 'Default' type target list
  • Any campaign member you want to sync to Pardot must be a member of one or more of a campaign's 'Default' type target lists

Advanced Topic: Adjusting Sync Query Size

By default, Pardot's SugarCRM connector queries your SugarCRM instance every 10 minutes for updates to CRM records that should be pulled down into Pardot. This query naturally requests the last 1000 leads and contacts who have been updated; once we process updates to these 1000 records, we query for the next set from SugarCRM. We've found that most SugarCRM clients' servers and sync volumes can handle this query size.

This query size doesn't always fit every SugarCRM client's needs--your server may require a smaller query every 10 minutes; if you ever need a larger or smaller query size, just contact our fabulous Solutions Team (click the "Support" tab on the left or the "Contact Support" button on the right), and they can help change your account's default query size.

Need more? Start a conversation with other Pardot users in our Success Community