Best Practices

Recommended setup

Split entities into separate sources within one data flow

Rather than creating separate data flows for each entity, add Leads, Contacts, and Opportunities as multiple sources in a single data flow. Use Join transformations to connect them on shared fields like lead_id.

Always sync the Users entity alongside activity data

Almost every activity entity (calls, emails, tasks) references users by ID only. Include Users as a source and join on user_id so your reports show rep names instead of opaque identifiers.

Use Append to unify task types

Close.com splits tasks across many entities (lead tasks, missed call tasks, voicemail tasks, etc.). Use the Append transformation to combine them into a single unified task list for follow-up dashboards.

Pull custom field definitions alongside record data

Sync Lead custom fields, Contact custom fields, and Opportunity custom fields alongside your core entities. Join on field IDs to replace cryptic column names with human-readable labels in your destination.

Data refresh and scheduling

Set a start date for high-volume entities

The Events, Call activities, and Email activities entities can contain millions of rows for active teams. Use the date picker to set a rolling start date and avoid pulling your entire history on every run.

Schedule activity syncs more frequently than configuration syncs

Entities like Leads, Opportunities, and Call activities change daily — schedule these at higher frequency. Configuration entities like Pipelines, Roles, and Email templates change rarely and can sync weekly.

Performance optimization

Use BigQuery for large activity datasets

If you're syncing Call activities, Email activities, or Events for a large team, route the data to BigQuery rather than Google Sheets. Sheets struggles with tens of thousands of rows, while BigQuery handles it cleanly.

Aggregate opportunity data before sending to dashboards

Use Coupler.io's Aggregate transformation to pre-calculate pipeline totals, win rates, and average deal values. This keeps your destination lean and your Looker Studio or ChatGPT queries fast.

Common pitfalls

Opportunity values are stored in cents. If you report on deal value without dividing by 100, your pipeline totals will be off by a factor of 100.

Do

• Divide the value field by 100 when using opportunity amounts in reports

• Join Users to any activity entity before sharing reports with stakeholders

• Set a start date when syncing Events or high-volume activity entities

• Add multiple entities as sources within one data flow rather than building separate flows

Don't

• Use the Smart views entity expecting it to return the leads inside that view — it only returns the view definition

• Sync bulk action entities (email bulk actions, delete bulk actions) unless you specifically need audit logs — they add volume without much reporting value for most teams

• Generate an API key from a restricted user account and expect it to access all entities