Manual funnel backfill using Admin Response Control

Sometimes responses that should have entered the funnel don't. Maybe a campaign threshold was set too low, a scoring rule was fixed after an event, or members were imported before Full Circle was ready for them. When reactivation can't reach those records, you can correct them with a one-time data load. Setting Admin Response Control to 1 tells Full Circle to skip evaluation on the update, so you write the funnel fields yourself.

This article covers when to use a backfill instead of reactivation, how to decide what each record needs, and how to run and verify the load.

• Before you start: reactivation or backfill
• What Admin Response Control 1 does
• Find the values for your org
• Decision table
• Associate opportunities
• Build and run the load
• Verify the results
• Common mistakes

Before you start: reactivation or backfill

Reactivation reprocesses responses for you, so try it first when it can reach the records. A manual backfill is the better fit when any of these are true:

• The Leads or Contacts are in an active status with no active response, and your Score Reactivation settings don't include them. Check for the option to include active Leads and Contacts without active responses first.
• The responses are older than the Days lookback in your reactivation settings.
• Reaching the records would mean changing your global reactivation configuration for a one-time problem.

If you need the original dates, reactivation plus a manual date correction afterward is usually still less work than a full backfill.

Note: Changing a campaign's FCCRM Threshold only affects responses evaluated after the change. Existing campaign members aren't rescored. Qualification adds the Lead or Contact score and the campaign threshold together, so a negative or low campaign threshold can keep otherwise qualified people out of the funnel. Correct the threshold first so new responses evaluate properly, then backfill the ones that were missed.

If reactivation should have worked and didn't, check Score reactivation not reactivating as expected before you backfill. Orgs in passive or hybrid mode can also use Active Status Reactivation.

What Admin Response Control 1 does

Setting Admin Response Control (FCRM__FCR_Admin_Response_Control__c) to 1 on a Campaign Member disables all evaluation for that update. The field clears itself after processing.

Because Full Circle isn't evaluating the record, it also won't do any of the work it normally does when a response becomes active:

• Response Status stays where it is unless you set it. A record can end up with its MQL checkbox checked while still showing Resolved - No Action Required.
• Lead and Contact status doesn't change. If the person should move to an active status, that's a separate update.
• Stage fields and dates aren't set for you. You write every checkbox and date the record should have.

Note: Code 1 is for funnel data. Opportunity association uses different codes and a separate load, covered in Associate opportunities.

Find the values for your org

Every org names its statuses and stages a little differently, so collect these before building your files.

1. Go to Installed Packages, click Configure next to Full Circle Response Management, then open Status Mappings.
2. Under Lead/Contact Default Status, note the values for Lead status after response and Contact status after response.
3. In the status mapping table, find each of those values and note the Response Status it maps to. Also note which statuses are marked Active. The Status Mapping article explains the table and the system statuses, such as Qualified - New Opportunity.
4. Open the Funnel section of the Full Circle configuration to see which stages your org uses and the fields behind each one. The standard Campaign Member fields are below. Orgs often rename them or add custom stages, which have their own checkbox and date fields.

Note: Confirm which label your team uses for each field before you load. If your org calls the threshold stage something other than MQL, the field is still the one that holds the score qualification.

Decision table

Two questions decide what each record needs: where it should land in the funnel, and what state the person is in today.

Where it should land. Always backfill the full path. A record that reached a stage also gets every earlier stage's checkbox and date.

What state the person is in. Check the person's current status and whether they already have an active response. A Lead can only have one active response. A Contact can have more than one when the extra responses are tied to open opportunities, as explained in Responses and Active Responses.

Note: When the person has an active response that isn't tied to an opportunity, your team decides which response owns the funnel. To keep the existing one, leave the new response as it is. To transfer the funnel, remove the stage values from the existing response and set them on the new one, using Admin Response Control 1 on both. Set the new response's Response Status to mirror the Lead or Contact status, and give the previous response an inactive status such as Resolved - Already Engaged. Campaign Member Correction Scenarios covers this case.

For stages reached at the time of the response, use the Response Date as the reference. For later stages, use the date the person actually reached that stage. Date fields load in YYYY-MM-DD format, for example 2026-09-22.

Associate opportunities

For records that should be tied to an opportunity, run the association before the funnel backfill. Full Circle fills in the funnel stages through the opportunity stages, so you don't need to work out which stage each record reached. Then backfill only the records that aren't tied to an opportunity. Association updates aren't processed as responses, so keep them in their own load.

1. On each opportunity, check the Response ID field. If it's blank, no response is associated yet.
2. For opportunities with a blank Response ID, where the Campaign Member has no opportunity yet, build a file with the Campaign Member Id, FCRM__FCR_Opportunity__c set to the opportunity ID, and FCRM__FCR_Admin_Response_Control__c set to 8.
3. Test a few records, then load the rest.
4. Check the stage dates afterward. They default to the Opportunity Created Date, which can create negative velocities. Align them where needed.

If an opportunity already references a different response, or the Campaign Member already points at a different opportunity, you need a swap or switch code instead of 8. The useful codes table lists them. Moving an opportunity from one response to another requires both responses to be on the same Contact, and the stage dates transfer with the swap. If the responses are on different Contacts, follow scenario 6. Test these one record at a time.

Note: For ongoing opportunities created outside the normal flow, Opportunity Association can make this connection automatically going forward.

Build and run the load

1. Build a Campaign Member report for the affected campaigns. Include the Campaign Member ID, Lead or Contact ID, Response Date, Response Status, Current Lead/Contact Status, the stage fields and any related opportunity.
2. Sort each row into a situation from the decision table and a target stage. Leave out rows you handled through opportunity association. Keep one file per target stage so each group is easy to check.
3. Review your own automation. Flows, routing, alerts and marketing automation syncs that watch Response Status, stage fields or Lead and Contact status can fire on every record you update. Pause or plan for them.
4. Test three to five records from each file. Use a sandbox with representative data if you have one.
5. Load the Campaign Member file with these columns: Id, FCRM__FCR_Admin_Response_Control__c set to 1, FCRM__FCR_Response_Status__c, and each stage checkbox and date for that file.
6. Load the Lead and Contact status file for the rows that need it. Code 1 tells Full Circle not to react to the Campaign Member changes, so you update the Lead or Contact status yourself.
7. Check the test records against Verify the results, then load the rest in smaller batches, ideally during off-hours. The data import guide for live orgs has more on loading while Full Circle is running.

Verify the results

• Stage fields: every checkbox and date through the target stage is populated, with the dates you intended.
• Response Status: the backfilled response shows an active status, or Qualified - New Opportunity for opportunity rows.
• Lead or Contact status: the person shows the matching active status.
• Admin Response Control: the field has cleared after processing.
• Opportunities: the opportunity's Response ID points at the backfilled Campaign Member.
• Reports: your funnel reports show the corrected counts in the right periods.

Common mistakes

• Using code 8 for funnel data. Code 8 enables opportunity association. A funnel backfill uses code 1.
• Combining codes in one row. When any opportunity association code is set, the update isn't processed as a response. Run funnel and association loads separately.
• Leaving Response Status alone. The stage fields will say MQL while the response stays inactive.
• Forgetting the Lead or Contact. Code 1 doesn't touch the person's status, so inactive people stay inactive until you update them.
• Skipping earlier stages. A record at SAL without MQL breaks conversion and velocity reporting.
• Creating a second active response. Check for an existing active response before you set Response Status.
• Waiting on the threshold change. Correcting a campaign threshold doesn't reprocess existing members.
• Leaving association dates unchecked. Stage dates set by an association default to the Opportunity Created Date, which can create negative velocities.