Track important records — why this matters

Insentric uses Marketo’s Smart List functionality to detect and track important updates. By defining which updates matter to your team, you help Insentric focus only on the activities that impact your reporting and decision-making.

Choose key activities — what to track

Different organizations care about different updates. But most Smart Lists include the following activity types:

• Filled out a form or visited a web page
• Opened, clicked, bounced, or unsubscribed from an email
• Changed status in a Marketo Program
• Took action related to an Opportunity
• Moved through a Revenue Stage
• Updated critical fields (e.g., consent or company size)

Create Smart List — how to define records

To help Insentric track these updates, create a Smart List called "Records to Update". You can place this list inside a Program in Marketing Activities or directly in the Database section.

1. Create the list in a secure folder
   Use a folder that won’t be updated often — like an Operational Program or a restricted Workspace — so the list stays stable.
2. Add a clear name and description
   Use a name like “Records to Update — Do Not Edit” and fill in the Description field with a short explanation of its purpose.
3. Align your team on tracking criteria
   Misaligned definitions cause inconsistent reporting. Agree on what matters before building the list:
   • Form activity
   • Email engagement
   • Program membership updates
   • Opportunity or Revenue Stage changes
   • Key data field updates
   • Logged activities
4. Set filters to look back 3 hours
   Insentric runs every 2 hours. To avoid gaps, filter for records with activity in the last 3 hours.
5. Check the results
   Go to the People tab of the Smart List. Do the results match what you expect? Spot check a few entries to be sure.

In the image above, the final filter — Member of Smart List is “Records with Field Updates” — references another list that checks for updates to fields like Email Address, SFDC Type, Lifecycle Status, and more.

Connect Smart List — how to link in Insentric

Once your Smart List is ready:

1. Log in to Insentric as an Admin
2. Go to Marketo Configuration → General Settings
3. In the Records to Update Smart List field, type the name of your list

4. Select your list from the dropdown
5. Click Save at the bottom of the page

Insentric will now use this list to track record updates going forward.