How do I use the Matching node in Orchestrator?

In this article, we will learn more about the Matching node and how to set it up in Orchestrator, ensuring that your Flows automatically connect every prospect to the right CRM record owners.

Table of Contents

• What Is the Matching Node?
• Why Is the Matching Node So Important?
• Finding the Owner (CRM Ownership)
• When to Treat It as "Matched"

What Is the Matching Node?

The Matching node takes an email and finds that person's records in your CRM.

• In Salesforce: Lead, Contact, and/or Account;
• In HubSpot: Contact and/or Company.

For example, a form gets abandoned, and all Chili Piper has is an email. Matching takes that email, finds the Salesforce Contact and the Account behind it, and now the rest of the Flow can read company size, deal stage, tier, and owner.

Note: Two types of emails can be matched to: Fixed, a hardcoded value typed into the node, and Variable (or from flow), a variable usually coming from the Trigger node, such as Primary Guest Email. Variable is used 99% of the time; Fixed can be useful when testing.

Why Is the Matching Node So Important?

Without Matching, a Flow only knows what Chili Piper knows: the meeting, the form, the email. With Matching, it knows what the CRM knows. That is what makes everything downstream possible.

What becomes possible once a Matching node is added:

• A Condition that branches on "Number of Employees is greater than 800";
• A Routing Rule that references Contact or Account data;
• A Slack alert to the Account Owner;
• A Salesloft cadence where the sender is the Account Owner;
• Updating a matched record.

Finding the Owner (CRM Ownership)

Matching can also resolve who owns the record, so a Flow can route or notify based on the real account owner instead of a generic channel.

Ownership is not written back to the CRM; Matching only reads CRM fields in a waterfall fashion (first this field, then this field, and so on) to determine who the owner is.

How ownership is determined:

• Owner by field: pull the owner from a specific field, useful when ownership lives on a custom field;
• When owner is not found: pick a fallback user, or choose "Let Flow fail" to surface the miss instead of silently sending the alert nowhere.

Common Use Case

A form is abandoned, matched to a Contact, and an owner is defined; the Flow then Slacks the owner directly: "{{Guest Email}} from {{Account Name}} abandoned the form."

When to Treat It as "Matched"

When matching to more than one record type, choose what counts as a match:

• Match on any record type: the Flow continues if at least one record is found;
• Match on all record types: the Flow only continues if every selected type is found. This is the default.