Vartopia is a partner lead sharing and deal registration system designed to maximize the value of GitLab partner program for channel partners. Vartopia offers multiple module including Prospects, Deal Registration, Account Mapping and Campaign. Partner lead sharing is part of the Prospects module, while deal registration is part of the New Registration and Registrations module. Watch this video for step-by-step instructions on where partners can view, accept, reject, assign and convert leads to deal registration.
Channel Partners can work with the Channel Marketing team to create campaigns that will be shared to the Vartopia Prospects module. The campaign types include Partner sponsored, MDF funded, free trial and joint partner campaign.
The flow starts from Marketo > Salesforce > Traction > Vartopia.
The partner lead is:
Partner Queue
via TractionIn order for the Partner to be able to see and action the lead in Vartopia, the SFDC record must have the following fields updated. Vartopia calls SFDC every hour looking for updates to the SFDC record.
Vartopia Partner Account
not equal to NULL
(set by Marketo)Prospect Share Status
= Sending to Partner
(set by Traction)Partner Prospect Status
= Qualifying
(set by Traction)Once synced sucessfully between systems, the Vartopia Transaction Id
in SFDC will update from Vartopia. If this ID is missing, the lead did not sync correctly.
The account in SFDC must be set to Vartopia Partner Account: Vartopia Access = Yes
in order to be passed leads. If that field is marked false, a SFDC error will occur when Vartopia Partner Account
tries to be set. If this error occurs, the lead will not sync from marketo to SFDC, or if they are already existing in SFDC, that field will not be populated.
When the Prospect Share Status
shows as Sending to Partner
and the Vartopia Transaction ID
isn't populated after a day, this typically means there is a sync error between Vartopia and Salesforce.
Here are the steps to resolve the sync fail.
Vartopia Partner Account
must be referring to an account with a Vartopia System ID
Vartopia Partner Account
associated with the partner requires a Prospect Admin
Prospect Partner Status
on the partner lead must equal Qualifying
Vartopia Deal Registration System Access
on the account must be Active
.If all these are submitted correctly, then submit a Vartopia support ticket with a list of the failed sync and its Vartopia Prospect Id
. The Vartopia Prospect Id
(ex. L-555555) is a unique lead number identified populated by SFDC that shows in Vartopia and SFDC. We can use this as a non-PII identifier in both systems.
The Partner Prospect Admin
will receive an email notification when leads are shared them via Vartopia. Vartopia does not offer the functionality to send alerts, thus the main workflows are built and sent from Marketo:
The first phase of the recall process is live in the “Prospects” module in the GitLab Partner Portal. The recall process is built to be able to pull back leads that are not being actioned.
Only partner leads acquired from fully paid initiatives generated by GitLab Inc. through joint campaigns are subject to recall. We will not recall leads from Partner sponsored, MDF funded and free trial campaigns.
As part of the first of three phases, partner leads older than 30 days with a Prospect Share Status
= Pending
implying the Channel Partner has not accepted nor rejected the lead, will be recalled.
In the final phase, GitLab Inc. will allow Channel Partners a period of 5 days, starting from the day the lead is assigned in the Prospect module, to accept the lead by updating the Prospect Share Status
. After accepting, Channel Partners will have a period of 10 days starting from the date the lead was accepted to revise the Partner Prospect Status
before the lead is re-routed back to GitLab Inc for follow up.
Reminder: This only applies to leads acquired from joint campaigns.
CRM Partner ID
can not be updated or should be removed. The only exception to this rule are leads who participate in an MDF campaign.To retrieve information on a specific lead or contact, you can review the Partner Lead Sharing Information
in Salesforce where the Vartopia Partner Account
, Prospect Share Status
, Partner Prospect Status
and more can be found.
The Prospects module uses fields on the lead object.
The Partner Prospect Admin
is a role that is responsible for managing and assigning the Prospects. Each Vartopia Partner Account
can only have one person that will fill this role.
This SFDC field in the Vartopia Partner Account
MUST be filled in or else the records will be passed to no one.
The Prospect Share Status
governs the sharing of the lead and the receipt of the lead by the partner. The prospect share status has statuses that are set by both the manufacturer and the partner. Partners see this field as Sharing Status
.
The Partner Prospect Status
is updated by the partner and identifies the status of the lead as the partner works it though the sales process. Partners see this field as Status
.
Vartopia Partner Account
is a lookup field based on the Account ID (18) in Salesforce. This field shows the partner account in which the lead is associated with via Vartopia.
Prospect Share Status
= Pending
.Prospect Share Status
= Accepted
.Prospect Share Status
= Recall
.Note: The timestamps were introduced on December 15, 2022. Any status updated prior to December 15, 2022 will not have a timestamp.
Creating scheduled reports that sends to channel partners' inbox at the start of the week is the best way to stay on top of leads.
Follow the steps to create a report that summarizes new leads that are assigned to Partner Prospect Admin
.
The Campaign module is an independent module from Prospects. The purpose of this module is to be able to link campaigns to deal registration and track and measure the effectiveness of partner campaigns.
Upon deal registration creation, when Vartopia recognizes that a lead is matched to a campaign, a field called GitLab Marketing Campaign
will be prompted and the partner must select the campaign that influenced that deal registration.
Channel Partner Name
in the campaign detail panel (Future state: Salesforce will take the Channel Partner Name and populate it into Partner Account).Partner Account
on the campaign.Partner Account
must be selected with a Channel Partner to sync to Vartopia.Sync to Vartopia
must be checked on the campaign.Partner Account
can be selected per campaign. For campaigns with multiple partners, you are required to create a child campaign per partner.There are two path that partners can access the GitLab Marketing Campaign
field, through the Prospects or New Registration tab. See slides for more instructional details.
Through the Prospects tab:
Web Form
field.Accepted
Qualified
to unlock the Convert to Deal Registration
buttonGitLab Marketing Campaign
is a required fieldNot Applicable
.Through the New Registration tab:
GitLab Marketing Campaign
is a required fieldNot Applicable
.Distributors are responsible for managing and overseeing campaigns, and assigning and sharing the acquired leads with Channel Partners. The Channel Partner will then be obligated for following up, actioning, and creating the deal registration. With the Campaign module, partners can finally link their deal registrations to the Distributor's MDF campaigns.
In comparison to the main process, we are required to create a child campaign per partner and this is highlighted in step 5.
Channel Partner Name
(distributor) in the campaign detail panel.Partner Account
(partner) on the child campaign.GitLab Marketing Campaign
previously MDF campaign, is a lookup field to the campaign on the registration object. This field will be visible when an account is linked to a campaign upon deal registration creation.
Partner Account
is a lookup field to the account on the campaign object. You are require to select the partner name and the campaign will the sync to the partner.
Sync to Vartopia
is a checkbox field on the campaign object that is to be checked to sync the campaigns to Vartopia.