⚙️ Synchronization Guide: Yellowbox CRM & Webmecanik Automation

Synchronizing your Yellowbox CRM contacts and companies with Webmecanik Automation allows for seamless alignment between your marketing and sales efforts. This guide walks you through the native plugin configuration.

1. Preparation Phase (Crucial)

Before jumping into the technical setup, a strategic review of your data is required:

• Data Audit: Only synchronize fields that are truly useful for Marketing Automation to avoid cluttering your database.

• Consultation: We strongly recommend reaching out to your Webmecanik Account Manager. They will help you define the best data flow (one-way or bi-directional) based on your specific business needs.

2. Preparing Fields in Automation

Before activating the plugin, you must prepare the environment in Webmecanik Automation:

1. Create Custom Fields that match your Yellowbox fields.

2. Data Type Consistency: Ensure the data types match perfectly. For example, a Date field in Yellowbox must correspond to a Date field in Automation to prevent sync errors.

3. Yellowbox Plugin Activation

Navigate to the Plugins section of your Webmecanik Automation instance.

Required Connection Credentials:

• Yellowbox URL: Your CRM address (must be a hosted/cloud version, not "On-Premise").

• Yellowbox Username: The dedicated Yellowbox account name used for the sync.

• Yellowbox Access Key: The password for the associated account.

[!IMPORTANT]

Set the "Published" toggle to YES, then click Apply. New tabs for mapping (Leads, Contacts, Companies) will then appear.

4. Configuring Synchronization Features

In the Features tab, define how the data should behave:

🔄 Automation & Entities

• Auto-sync: Enable automatic synchronization via "cron jobs."

• Entity Choice: Select which entities to sync (Leads are selected by default).

• Custom Lead Tables: If you use a custom table in Yellowbox instead of the default "leads" table, specify it here.

👤 Owner Management (Sales/Account Managers)

You have three main options for managing contact ownership:

1. Fixed Assignment: Choose which Yellowbox owner is assigned to all contacts coming from Automation.

2. Update Rule: Decide if this owner assignment should also apply to contact updates (not just creation).

3. Mirroring: Automatically assign the same owner in Webmecanik Automation as the one defined in Yellowbox.

📍 Address Mapping

To sync physical addresses from Automation to Yellowbox:

1. Select the address type (Contact or Account/Company).

2. Enter the corresponding field name from Webmecanik Automation.

5. Field Mapping & Finalization

Field Association

In the dedicated tabs (Contacts, Companies, Leads), map each Yellowbox field to its corresponding Automation field.

• Priority: Use the option on the right to set the "Source of Truth" (which software takes priority if data differs in both systems).

Final Launch

1. Save and Close the plugin.

2. Contact Webmecanik Support: This is a mandatory step to have them activate the "cron jobs" (background tasks) on your instance.