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How a Business Card Queue Creates Consistent Data Uploads

A business card scanning app integrated with a CRM typically handles data uploading in two ways:

  1. Scan a card and upload it directly to the CRM/Salesforce.
  2. Scan a card and the data is sent to a queue before you trigger the upload.

The first is faster, but it can give errors. The second adds another step, but lets you apply rules for consistent data.

Scan to Salesforce uses a queue. While improving the data, it can save you time down the road if you put it to good use.

First, what’s a business card queue?

A business card queue is a holding area after you scan a card and before its data is uploaded to the destination.

You can think of it like a dressing room where you get your cards ready to go on stage, which in this case is Salesforce.

In the queue, you can review your scanned cards and set transfer options, making records more consistent.

Using the queue:

  • Lets you create more consistent records, like by validating addresses and double-checking the entry fields
  • Saves time because it lets you assign single cards or batches to Leads, Contacts, and even Campaigns

Why a queue instead of direct transfer to the CRM?

Without a queue, the scanned data goes straight into Salesforce, as is. 

So whatever’s on the card, in the form it was scanned, must be checked and cleaned up later. That can lead to missing fields and duplicates.

Direct transfer also means uploading cards one-by-one, rather than in batches with consistent rules applied.

Here’s how you can benefit from the queue.

Ways to benefit from the business card queue

Instead of adding data to individual records in SFDC, you can map business card data or set default values in Field settings.

This lets you create records in batches, and keeps your data more consistent.

Do the settings in the queue after reviewing your scanned cards.

  • Choose Leave Blank for an empty field.
  • If you choose a Card field, the scanned value will automatically be entered for that field.
  • Or Enter a fixed value.

Apply Field settings for standard fields and for custom fields set in your org.

Add to Campaign Members

This feature saves you the need to create records and then search and add those records to campaigns. Check the Add to Campaign Members box and choose the target campaign for the Lead.

When you upload the card data to Salesforce, the record generated will already be added to the campaign.

You can also use our app with Pardot and move the queued card to a campaign in one tap/click via the Add to Campaign Members button.

Set owner

Business cards acquired at trade shows or in meetings aren’t always followed up by the recipient; they’re often passed to other sales reps.

When passing along a card, numbers of Leads need to be created, and new reps assigned.

When 78% of business goes to the vendor that replies first, this is burning precious time. While you’re creating records, your competition could already be emailing your lead.

Scan to Salesforce puts you back in front of the race.

You scan business card data and upload it to the queue. Then, Set owner user for Lead/Contact and transfer the card.

Once you create a Lead, the new reps are already assigned.

Transfer cards to Contacts 

When you create Contacts from business card data, you either 

  • Create a new record in Leads, then convert it to Contact
  • Find the existing Account and associate Contact information there

It’s good to create a record in Leads first because it uses the SFDC rule to associate Contact data with an Account, which helps prevent dirty data. But some users may find this to be a hassle.

Your field team can create Contacts with their phones, but that might introduce errors when associating with Accounts.

Instead, they can use our app to upload to the queue, which acts as a buffer.

From there, the back office can click Transfer cards to Contacts and transfer, and Contact data will be associated with the existing Account.

This reduces errors and saves time fixing things up later, like after an email bounces.

Use the queue to batch transfer business cards to Salesforce

Reviewing your cards in the queue might seem like a burdensome extra step.

It’s actually a time-saver.

Thanks to the queue, you can Transfer all Cards to Leads/Contacts in batches, rather than individually.

To do this, set the transfer destination: click Transfer all Cards to Leads/Contacts. Use this with Field settings, Add to campaign, and Set owner to handle multiple records.

You can transfer up to 50 cards at once.

Conclusion – The queue is a time-saver, despite the extra step

The added layer of a business card queue gives you the chance to get ahead on a number of key tasks.

Sales, Marketing, and IT Admins can all save time and put it toward things that matter.

Download the app at AppExchange now and use the queue to free yourself up.

By Yurina Kiyokawa and Adam Goulston, Scan to Salesforce Team