Administration Guide  

1 First Steps 2 

1.1 Set your password 2 

1.2 Enter REST API credentials 4 

1.3 Field Management 6 

1.3.1 People 6 

1.3.2 Forms 6 

1.4 Set up campaigns 7 

1.5 User Management 9 

1.5.1 Users 9 

1.5.2 Roles 9 

1.5.3 Filters 10 

1.5.4 Single Sign-On 10 

1.6 Browser Extension 11 

1.7 Program Management 12 

1.8 Lifecycle Management 14 

1.9 Queue Management 16 

1.10 Account Management 17 

1.10.1 Account configuration 18 

1.10.2 Account creation 19 

2 Integration 21 

2.1 Method 1: Browser extension 21 

2.2 Method 2: Link 21 

  

You can also visit our Knowledge Base at http://help.oneinsight.io for further information and documentation. 

   

  Onemedia Consulting GmbH P +49 89 588010 400  Bothestr. 15 E info@onemedia-consulting.com 81675 Munich W onemedia-consulting.com Germany    

  

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1 First Steps 

1.1 Set your password Before initially logging into OneInsight, you have to create a password for your account. To do so, click on the “Create password” link in the welcome email that you should have received.   

Tip: Please check your spam folder if you don’t see the email in your inbox.   The link in this email is time-sensitive and will automatically expire after 6 hours. If the link has expired, please contact your OneInsight admin or OneInsight Support.  

   

  

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  On the OneInsight landing page, you’ll be prompted to create a new password. The password needs to contain at least one special character and use both upper and lower case characters. After you have created your password, you can log in with your email address and password at https://app.oneinsight.io/login.  If Multi-Factor Authentication via text messages has been established for your user ID, you must provide your phone number the first time you log in and will be sent an authentication code via a text message. Multi-Factor Authentication can be enabled for users in the admin interface in the “User Management” section (see section 1.5.1). 

 

   

  

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1.2 Enter REST API credentials After your organization’s OneInsight account has been set up, enter in Marketo’s REST API credentials in OneInsight so that the app can begin fetching the data from your Marketo instance. This action is performed by separate services at regular intervals. 

  Please enter the following credentials in the admin interface in the“Configuration” section:  

● Munchkin ID: The Munchkin ID is unique to your Marketo instance and can’t be changed. It is used by OneInsight to connect the app to one specific Marketo instance. 

● REST API Client ID / REST API Client Secret: OneInsight requires both of these values from Marketo. Follow this Marketo guide to create an API user and a custom service in Marketo, and enter these IDs in the configuration panel. It's important to only give the minimal set of role permissions when creating the new role: 

 Read-Write Activity Read-Write Lead Read-Write Campaign Read-Only Assets       

  

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   Also, when creating a new API user please make sure to use the following email address in the "Invite New User" dialog: oneinsight@yourcompany.com (replace "yourcompany.com" with the domain of your company).  

  

● Smart List-ID: OneInsight uses a smart list to retrieve information for all people (customer accounts) from Marketo (initial sync). You will need to create this smart list in Marketo with any name under “Lead Database” and use the filter “Email Address is not empty”. The ID of this smart list can be found in the URL bar of your browser after selecting the smart list.   

  

● Landing Page URL: You’ll find the domain name of Marketo Landing Pages by looking in the admin interface of Marketo in the section “Integration” -> “Landing Pages” -> “Domain Name”. The landing page URL should include the protocol, i.e. http:// or https://, but not a trailing slash (A trailing slash is a forward slash at the end of the URL [after the top-level domain: .com, .eu, .io, etc.].).  

  

● Personalized email: Enable or disable personalized email previews. Personalized email previews are currently not cached and might result in higher amounts of API calls. 

 

  

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After all, settings are set, OneInsight will retrieve all relevant data from Marketo. For the initial fetch, OneInsight will retrieve information for all people on the smart list and all activities for the last 90 days. For subsequent syncs, OneInsight will only fetch the data that was changed since the last time the data was retrieved. 

1.3 Field Management OneInsight shows person attributes and form fields (activities) for all people from Marketo. You can select the fields that should be shown in the admin interface in the section “Field Management”. 

1.3.1 People You can control which person fields are shown, the order of the fields and if users can edit these fields. Please note that after the initial setup or after field changes in Marketo it may take up to 1 hour before all fields are retrieved and shown in OneInsight. By default, OneInsight will only get new person data when the person was changed in Marketo. In order to retrieve all data after e.g. adding a field, you need to trigger a complete sync in OneInsight. This can be done in the section "Configuration" -> "Marketo".  

 

1.3.2 Forms In addition to person attributes, OneInsight also shows all the fields that were filled in the forms that the person submitted. By default, OneInsight will show all fields that were used in the form.  

  

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  If you don’t want certain fields to be shown in that list, you can ignore one or multiple fields in the admin interface in the section “Field Management” -> “Forms”. 

1.4 Set up campaigns If you want to run smart campaigns in Marketo from OneInsight, you can add these campaigns to OneInsight in the admin interface in the section “Campaigns”.    

  To add a campaign, you need to specify the following values:  

● ID: The unique Marketo ID of the smart campaign that OneInsight should run. The ID of the smart campaign can be found in the URL bar of your browser after you have selected the smart campaign in Marketo.  

    

  

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● Name: The name of the campaign as it will be shown in OneInsight. ● Description: A description of the campaign that is shown after sales reps select the 

campaign in OneInsight so that they verify they’ve selected the right campaign. ● Visibility (not available in all OneInsight instances): You can restrict access to the 

campaign by any filters that are set up in OneInsight. For example, a campaign might be restricted so that it is only an option for people in a specific country. Multiple values should be separated with commas. 

● Tokens: You can specify one or multiple tokens that will be set when running the campaign. This allows sales staff to personalize messages when sending out an email. Please note that these tokens also need to be set up in Marketo. 

○ ID: The name of the token that was set in Marketo. This ID should include the curly brackets and the “my.” prefix: {{my.NAME}} 

○ Name: The name of the token as it will be shown in OneInsight. ○ Default Value: An optional default value that can include one of the following 

OneInsight tokens. These tokens work similarly to Marketo tokens. They allow you dynamically output information about the currently logged-in user who runs the campaign: 

 {{user.First Name}} {{user.Last Name}} {{user.Full Name}} {{user.Email Address}} {{user.Title}} {{user.Phone Number}}  For all these tokens, you can also set a default value in case the information is not available to OneInsight (can be either set in the user profile or in the identity provider when using Single Sign-On). To do so, add the following after the token but before the ending curly braces: :default=DEFAULT_VALUE, e.g.  {{user.Full Name:default=OneInsight}}  

○ Type: OneInsight currently supports text and rich-text types. In addition, you can also show a drop-down element (select) or just transfer information to Marketo as a token value without showing any field to your sales reps (hidden). 

 For OneInsight to run a smart campaign, the trigger “Campaign was requested by Web Service API” needs to exist in the smart campaign and the campaign be activated. 

  

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1.5 User Management 

1.5.1 Users New users can be invited to OneInsight via the admin interface. They will receive a welcome email as shown in section 1.1 that links them to pages where they can set their new password and sign in to OneInsight. Please note that Single Sign-On users do not need to be invited because they will be automatically created the first time they log in.  In order to automatically assign specific permissions for all new Single Sign-On or regular users, you can assign one or multiple roles to the “Default” group. Further information about groups can be found in section 1.5.3.  For additional security, Multi-Factor Authentication can be enforced on a per-user basis. This requires a user on an unknown device to enter an additional code that is sent via a text message.  New or existing users can be added to groups or assigned roles. The difference between groups and roles is explained in sections 1.5.2 and 1.5.3. 

1.5.2 Roles OneInsight will show you a list of all roles that are currently defined. One or more roles can be assigned to users. Roles define what permissions a specific user is granted to perform specific tasks in OneInsight. 

 Please note that if a user is assigned multiple roles, OneInsight will automatically merge roles in a way that the user has permissions from both roles.  Roles also allow you to specify what parts of the interface should be shown for users accessing OneInsight via the browser or in an iframe. Currently, you can choose between hiding the navigation bar and/or the person details (person attributes). 

  

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1.5.3 Filters Filters allow admins to specify the people, i.e. leads that a user can see. The visibility can be set for any Marketo field, so that some users, for example, will only be able to see people from specific countries. These visibility rules can be set up globally. Please contact OneInsight Support for assistance in setting up visibility rules.  Each user is assigned a “Default” filter that can be modified, but not deleted. Each user is assigned a “Default” filter that can be modified, but not deleted. Visibility rules assigned to this default filter will then be automatically used for new users (Single Sign-On or regular users).  

1.5.4 Single Sign-On OneInsight supports Single Sign-On using SAML or WS-Federation protocols. Users can log in to OneInsight using the service provider or the identity provider-initiated flow. Please note that the WS-Fed protocol does not support identity provider-initiated flows.  Please contact OneInsight Support for further instructions on how to set up Single Sign-On. Single Sign-On is only available for enterprise customers. 

   

  

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1.6 Browser Extension OneInsight's Firefox or Chrome extension will search for people by their email address on all web pages that are set up. In addition, OneInsight also provides some default configurations for commonly used services such as Google Mail, Salesforce and Marketo, among others.   Organizational settings for the browser extension are automatically shared with all OneInsight users in your organization. You can define these settings in the admin interface in the Configuration section.  

  If a web page or web service is set up, the extension will first search for all elements on these pages that match the query selector. For every found element, the extension will then look for email addresses and show the relevant people in OneInsight.  

Tip: Use the wildcard selector (*) to match all elements on the page, separate multiple selectors with commas or refer to this selector overview for additional information. OneInsight also supports regular expressions in the domain field. 

 If you want to send your co-workers an invitation on how to install and set up the browser extension you can go to User Management and click on the globe icon. This will send out an email to the user showing them how to install and use the browser extension. 

 

  

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1.7 Program Management In addition to person and activity data, OneInsight also has built-in program sync which can show all or specific programs and their members directly in OneInsight. The program sync configuration can be found in “Program Management”, and will automatically keep the programs in OneInsight up to date with the programs and their members in Marketo.  

  You can define what program channels and statuses you’d like to show in OneInsight. To add a channel, click on the “Add channel” button. This will open a dialog where you can select the statuses that should be shown and can be changed.  Additionally, OneInsight allows you to change a program status for people directly from within the interface. In the “Add channel” overlay, you can select to what statuses a program status can be changed. Please note that OneInsight will also respect the step number defined in Marketo’s admin interface (Tag). 

  

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  This will allow OneInsight users with relevant permissions to change the program status by clicking on the program icon that is shown for every person in OneInsight.  

  This opens a dialog with a list of all programs that the person has been a member of in the last 30 days. Clicking on one of these programs shows additional details like the person’s current program status that can also be changed to any status that is defined in the admin interface.  

  

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1.8 Lifecycle Management OneInsight has the functionality to show a simplified view of your company’s overarching lead lifecycle and show all people in specific stages of this lead lifecycle. In addition, you can also give OneInsight users the possibility to perform actions for any stage, e.g. qualifying or disqualifying a marketing qualified person. Based on these actions, you can then trigger additional workflows in Marketo using smart campaigns.  

  In order for OneInsight to know the current lifecycle status of a person, you need to have this information available in Marketo. To transfer this information to Marketo, you need to either create two fields in Marketo or use already existing ones: One field of type “String” and another field of type “Datetime”. You can give these fields any name that you want.  

  

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Tip: In some cases, the lifecycle stage might already be synced from your CRM system to a field in Marketo. In these cases, you can use this field as your “Lead Status” field in OneInsight too. When this field is updated in Marketo, you can set your “Lead Status Datetime” field to the current date and time using the {{system.datetime}} token in Marketo. 

 In OneInsight, the “Datetime” field is used to show the date when a person’s stage was the last set. It’s also used to order people in the stages accordingly.  After the fields are synced from Marketo to OneInsight (which might take up to 60 minutes), you need to set the relevant Marketo fields as “Lead Status” and “Lead Status Datetime” field. 

 With the fields now being set up, you can go ahead and add lifecycle statuses by clicking on the “Add Status” button. This will open a dialog asking you for additional information.   If the name that you specify here matches the value of the previously defined “Lead Status”, OneInsight will assign this person to this lifecycle stage.       You can choose to create a set of actions for every status. For every action, you can set the name which will be shown to OneInsight users, the new status that will be set after triggering the action, and a list of reasons for that action. 

  

You can listen for these changes in Marketo via smart campaigns and perform additional workflows directly in Marketo. 

     

    

  

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1.9 Queue Management Queue Management works similar to Lead Lifecycle Management but can be used for any other use-case than a lead lifecycle. It’s typically used for telemarketing purposes to give telemarketing people a list of people who need to be contacted an alternative use-case would be lead handover to channel partners. It allows you to create a custom list of people in OneInsight and even filter all people on that list.   In order to add people to a custom queue list, you first have to either create two fields in Marketo or use already existing ones. In total, you need one field of type “String” and one additional field of type “Datetime” in Marketo. You can give these fields any descriptive name that you like.  After you’ve created the fields you might need to wait up to 60 minutes before these fields will show up in OneInsight. You can use this time to set up or adjust smart campaigns in Marketo to set both fields for relevant people.  

Tip: You can use the special token {{system.datetime}} in Marketo to set the previously created “Queue Datetime” field to the current date and time. 

 After the Marketo fields are synced to OneInsight, you need to select the relevant Marketo fields (“Queue Field” and “Queue Date Time” Field) in OneInsight. As soon as this field is set for a person in Marketo and the value matches a value that is set up in OneInsight (see below), OneInsight will add these people to the custom queue list. People will be ordered by date based on the “Queue Date Time Field”.   

 

  

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To set up a new value, you first have to click on the “Add Value” button. This will show a dialog where you can set the name of the status which will be compared with the value that is set in Marketo.          For every queue value, you can optionally create actions that will change the value of the queue field and queue date-time field in both Marketo and OneInsight.  

 Optionally, you can also create a set of actions. For every action, you can set the name which will be shown to OneInsight users, the new status that will be set after triggering the action, and a list of reasons for that action. 

  

 

 

1.10 Account Management OneInsight offers a built-in functionality to create named accounts and see all people who are in that account. All people in OneInsight will automatically be added to an account based on their email domain, i.e. the part in the email after the @ symbol. Optionally, accounts in OneInsight can also be assigned a type and a rating to allow easy filtering based on those parameters.  To enable accounts in OneInsight, you can go to the section “Account Management” in the admin interface. Here you’ll see two tabs to manage accounts: “Configuration” and “Accounts”. 

  

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1.10.1 Account configuration 

  

 In the “Configuration” tab you can not only activate the account functionality but also create new types or ratings to assign to your accounts.  To create a new type or rating, first, click on the respective “Add Type” or “Add Rating” button. This will open a dialog where you can set the name for the type or rating.  

  

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1.10.2 Account creation 

  In the “Accounts” tab in the section “Account Management”, you can create or edit named accounts. Named accounts are identified by the email domain of the person and can be assigned a type and rating (see section 1.10.1).  To add an account, first, click on the “Add Account” button. This opens a dialog where you can set the following settings: 

 ● Name: This name is the display value for an account that 

is shown for people in OneInsight that are assigned to this account 

● Value: Since accounts are identified by the email domain, you need to specify the email domain of this account. OneInsight will then automatically assign people to this account if their email domain matches this value, e.g. if the person’s email is “john@doe.com” and the account value is set to “doe.com”. You can separate multiple email domains with commas. 

● Type / Rating (optional): Select the type and rating if you have set them up as described in 1.10.1.   

To edit an account, simply click on an existing account and adjust the settings mentioned above.  

  

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Alternatively, you can also create and edit named accounts directly from the user interface. If the account feature in OneInsight is activated, you can click on any company/account, e.g. in the best bets view or in the person detail page, and see all people with the same email domain. If you want to create a new named account, you can click on the “Create account” button in the upper right corner of your screen.  All named accounts that you or your colleagues have created will then show up in the named account list.  

 

   

  

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2 Integration 

2.1 Method 1: Browser extension If your company is using a browser-based CRM system, the recommended way to integrate OneInsight is via the Firefox or Chrome extension.   To set up the browser extension for your CRM system or any other web based tool, you can follow the steps described in section 1.6. Browser extension settings can be set up globally, so everyone in your company automatically gets the latest settings.  This will allow OneInsight users to simply click on a button in their favorite browser and see all available OneInsight data for a specific person.  

2.2 Method 2: Link In order to implement OneInsight to your CRM system, a link needs to be generated and implemented on either the lead or the contact object.  https://app.oneinsight.io/discover?email=EMAIL_ADDRESS  Note: EMAIL_ADDRESS needs to be replaced with the email address of the contact or lead in the CRM system. OneInsight also supports custom deduplication logic in Marketo with additional identifiers.  OR by Marketo ID  https://app.oneinsight.io/discover?id=MARKETO_ID  The generated link can be shown on e.g. the contact or lead detail page in the CRM. By clicking on this link, users will be redirected to OneInsight where they will be able to see all activities.  Please note that Oneinsight can also be integrated into any other tool by following the same instruction. 

  

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