My Sync Has Been Running for Awhile, What Is Going On?
On average, the Bedrock Data sync will run every 5 minutes ( you can increase this timing if you happen to have a system with API limits). However, there can be times when the sync will run longer.
Why does this happen?
The simple answer, there's a lot of changes and updates coming in from one or more of the systems you have tied to your Bedrock Data account. Whenever there's a lot of changes coming in at the same time, it's just more data that needs processing and therefore, the sync runs longer.
What can cause these mass changes to occur?
There are a few types of scenarios.
- Scenario #1 - The most common is when you import a lot of records into a given system from a CSV file. Perhaps you went to a tradeshow and you have a lot of new leads you want to import into your CRM.
- Scenario #2 - Another common scenario is with systems such as marketing systems. Often marketing systems will track things like emails opened, sent or the number of pages visited and so on. These properties have a tendency to change regularly and when changed it will push the contact down into the Bedrock sync. Let's say you send out an email where there are 10,000 contacts on the list. That's 10,000 records that will simultaneously get pushed down into the Bedrock Data sync as their email properties will all update at the same time. That's a lot of data and will most certainly slow down your sync.
- Scenario #3 - Another scenario, but not as common as the above, is when the platforms themselves cause updates to records. Often this happens when their product team is pushing out a new feature or fixing a big bug. In some cases, this can cause records to be updated. This type of scenario, while not as common, is what can cause the longest delays since this causes every record to update in your system and pushes everything down into Bedrock Data. Much like when you first turned on the Bedrock Data sync, we are pulling everything and this will certainly slow down your sync.
What can I do to prevent this slowness?
With the first two scenarios, you can help in preventing slowness as you can do things such as break up big imports so that you aren't introducing large sums of new data into your systems all at once.
You can also break up large email blasts so that instead of sending all of the contacts on the list the email at the same time, spread it out over a period of time throughout the day.
You can also re-evaluate the fields you have mapped in Bedrock Data. Some fields can be "noisier" than others. For example, a field such as "Number of Emails Delivered" is a rather active field since marketers have a tendency to send a lot of email to their contacts. But is this field really all that valuable to your sales? If not, remove it and it may help in reducing the number of updates being made across your systems.
Unfortunately there's nothing you can do about the third scenario where the platforms themselves are triggering updates. Nor do you want to stop this as it often means a new cool feature is getting deployed or a bad bug is getting squashed.
Still have questions about your sync? Start a conversation with one of our Customer Success Reps today.