The Account Snapshot Tool lets you create a time-stamped copy of a sandbox account. Once a snapshot is created, it can be stored for later reference and used to create new client accounts.
A new account created from a snapshot will carry over critical data pieces that will be replicated in the new account. This tool saves you time and potential errors from manually creating new accounts from scratch.
In this article, you'll learn how to use the Account Snapshot tool to create a template for new client accounts.
Take note
- Agency sandbox accounts and the Account Snapshot tool are for legacy Resellers and Agency Commission partners
- Snapshots taken before August 2021 are disabled and cannot be used to create new accounts
- It is possible to create EU accounts from US snapshots
- The Agency Snapshot tool does not copy over images, including images from templates, direct campaigns, and automated campaigns
- Segments are not guaranteed to copy over when creating an account from a snapshot. You need to double-check all segments after cloning
Step 1: Create an agency sandbox account
A sandbox account can be thought of as a template, or starting point, for new client accounts. This account can be configured to include any of the following properties and more:
- Campaigns
- Templates
- Automations
- Forms
- Custom fields*
- Tags
- Segment conditions**
- Scoring rules
- Pipelines
*Sandbox accounts under Partners can only access the custom fields by submitting a request to our Customer Experience Team.
**Some segment conditions will not be copied with the Account Snapshots tool. If they are copied into a sandbox account, a red error stating, “Segment Error: Unable to retrieve segment data,” will appear. These segments will need to be manually corrected or recreated. The segment conditions that will not copy into a sandbox account at this time include:
- Custom Objects
- Deal Tasks
- Any email conditions (for example has been sent, has opened, has clicked the link, etc.)
At this time, the Account Snapshots tool does not copy over images. This includes images from templates, campaigns, and automation emails. Images must be manually added to templates, campaigns, and automation emails for each account you create from a snapshot.
While sandbox accounts are limited to 100 contacts and 100 email sends, they should not be used to create and store contact data, send campaigns, collect subscribers, move contacts through automated workflows, or manage deals in a pipeline(s). This is because snapshots will capture most of the data from the sandbox account at that specific time—including all contact, deal, and reporting data. Any new accounts created from that snapshot would also contain most of the data in the newly created account.
There is no limit to the number of sandbox accounts you can have in your Partner Portal.
Current paid or trial accounts cannot be converted into Reseller sandbox accounts.
Create an Agency Sandbox Account
- Log in to your Partner Portal and click the "Add New" button under the "Resold" tab.
- Complete the fields on the Add New Account page.
- Under the "Plan" section, select "Em" in the "Product" dropdown, then select "Sandbox" from the "Tier" dropdown.
- Click the "Add Sandbox" button.
The Sandbox account will take a few moments to prepare. Once it's prepared, we'll display your Sandbox account's Login URL, Username, and Password.
Click the "Login" button to create properties in your Sandbox account, such as automations, templates, campaigns, pipelines, and more. The "Login" button is located on the "Your Accounts" list page.
Step 2: Create a snapshot of a sandbox account
A snapshot can be considered a time-stamped version of your sandbox account. Once you create a snapshot, data from your sandbox account at that point in time will be created and securely stored. You can then use this snapshot to create new client accounts quickly and easily.
When a new client account is created from a snapshot, the majority of your data will be captured in that snapshot and will appear in the new client account. This includes any campaigns, templates, automations, forms, custom fields, tags, segment conditions, scoring rules, pipelines, contacts, campaign reports, automation reports, and deals that existed in your sandbox when the snapshot was created.
Once the snapshot is created, a green banner will appear with the following message:
“Creating account snapshot ‘[name of snapshot].’ This process should complete in a few minutes. Once finished, you can use this snapshot as a template to create new accounts.”
Note that you can only use this snapshot to create new accounts when the process completes.
As a reminder, images from templates, campaigns, and automation emails will not be captured. These must be manually added for each account you create from a snapshot.
Please note the following:
- Snapshots created before August 2021 are disabled and cannot be used to create new accounts
- All snapshots will have an Account Snapshot ID. You can reference this ID to use the API to create new accounts from that snapshot in your Partner Portal
- Snapshots will be listed under "Account Snapshots" in the "Resold" tab of your Partner Portal. This includes the name, the account the snapshot was created from, and the date and time the snapshot was created
- There is no limit to the number of snapshots you can create
- You can create multiple client accounts from a single snapshot
- Any changes made to a sandbox account will not affect current snapshots
- Snapshots cannot be edited
- If a snapshot is removed, accounts created from that snapshot will not be affected
- Removed snapshots cannot be restored
- Images from templates, campaigns, and automation emails will not be captured
Create a snapshot of a sandbox account
- From the "Resold" tab in the Partner Portal, click "Account Snapshots."
- In the "Create an Account Snapshot" box, click the dropdown and select the sandbox account you wish to create a snapshot of.
-
Type a name for the snapshot in the field provided.
If you're creating this snapshot to create a new account, you can use the new account's name here to identify the snapshot later.
- Click the "Create a snapshot" button.
- A confirmation message will appear. Click "Ok."
A snapshot of your sandbox account will be created and listed under "My Snapshots" on the Account Snapshots page. In addition, we'll list the Account Snapshot ID which can be referenced via API to create new accounts.
Note that the Snapshot can take a few moments to be created.
How to create a new client account from a snapshot
From the "Account Snapshot" Page
- From the "Resold" tab, click "Account Snapshots."
- Locate the snapshot you wish to create an account from. Click "Create Account."
- You will be redirected to the "Add New Account" page in your Dashboard. The snapshot you clicked will already be selected in the "Snapshot" dropdown. You can use a different snapshot by selecting it from the dropdown.
- Complete the rest of the fields in the "Add New Account" page and click the "Add & Pay Now" button.
From the "Your Accounts" list page
- Click the “Add New Account” button.
- You will be redirected to the "Add New Account" page in your Dashboard.
- Under Account Snapshot, select the Account Snapshot you’d like to use to create the new account.
- Complete the rest of the fields in the “Add New Account” page and click the “Add Paid Account” button.
Your card will be charged the amount shown at the bottom of the screen. The system will process the request, and the account will be prepared. This can take a few moments.
During this time, DO NOT close your browser, hit the browser's back button, or reload the page.
Once the account has been prepared, it will be listed on the "Your Accounts" list page. It will be a replica of the snapshot you selected.
In addition, we'll provide you with the following information that you can share with your client:
- Account login URL
- Account Username
- Account Password
We will not send your client their account information.
Error handling and notifications
Error message: Unable to create snapshot: a snapshot with this name already exists. Please try again with a different name.
Each snapshot must have a unique name. If you see this message, it means that you attempted to create a snapshot with a name that already exists. To resolve this message, give the snapshot a unique name.
Unable to create snapshot: The system timed out while creating the snapshot ‘[name of snapshot]’ from sandbox ‘[account name].’ We’ve cleared the incomplete snapshot. Please try again. If this issue persists, reach out to partners@activecampaign.com for assistance. Retry.”
The “Retry” button at the end of this message lets you restart the process for the same snapshot.