Managing Large Data Updates in Marketo: Best Practices and Insights

When it comes to managing large data updates in Marketo, there are no shortcuts. The process can be complex and sometimes time-consuming, especially when dealing with the syncs between Marketo and Salesforce. Today, we explore the best practices to ensure a smooth and efficient update process, minimizing disruptions to your daily operations.

Understanding Sync Limitations

One of the biggest challenges with Marketo is the speed of the sync cycle, which is constrained by Salesforce’s API limitations. While it might be tempting to increase batch sizes in an attempt to speed up the process, this approach can be counterproductive. Increasing the batch sizes will only extend the duration of the sync cycle for the object in question rather than enhancing the overall throughput of the sync process.

Sync Speed Dependence: The synchronization speed is dependent on Salesforce’s API and cannot be increased by simply enlarging batch sizes.

Best Practices for Large Data Updates

To handle large data updates effectively, it is recommended to break down the updates into smaller chunks. This method helps spread out the workload over time, reduces the risk of backlogs, and ensures a smoother operation.

Recommended Strategies:

1. Spread Out Updates: Break down large updates into smaller segments and distribute them over a period to avoid overwhelming the system.

2. Schedule Wisely: Perform updates outside of business hours to minimize the impact on daily operations.

Monitoring Sales Alerts

Another crucial aspect to consider during large updates is the impact on sales alerts. Marketo might send out alerts based on information that hasn’t been updated in Salesforce yet, leading to potential confusion and frustration among the sales team.

Best Practice:

Pre-Sync Alerts: If the volume of updates is manageable, consider adding a “Sync Lead to SFDC” flow step before sending out alerts. This ensures that the data is up-to-date, though it’s important to note that each flow step counts as an API call.

Documentation and Operational Rules

Maintaining clear documentation of operational rules is essential. This includes understanding how many fields are updated automatically in various scenarios, such as when a new lead is created. Documenting these rules for both Marketo and your CRM will help you manage the impact of large list uploads or data migrations.

Documentation Checklist:

• Operational Rules: Keep a record of all operational rules that append data in different scenarios.

• Field Updates: Document the number of fields that are updated automatically in both Marketo and your CRM.

Managing large data updates in Marketo requires careful planning and adherence to best practices. By breaking down updates into smaller chunks, scheduling them outside business hours, and ensuring clear communication with the sales team, you can mitigate the challenges associated with large-scale data syncs. Additionally, maintaining thorough documentation of your operational rules will further streamline the process, ensuring a seamless and efficient update cycle.