Salesforce Integration Guide

atEvent offers the deepest, most flexible Salesforce integration—so your team can capture the insights you need at every event, conference, and tradeshow and transfer them into Salesforce automatically for near real-time follow-up and nurture. With our Salesforce integration, you can instantly convert the details of people you collect at events into Salesforce prospects. You can share any text-based or selection data from your event forms. 

Salesforce Editions that support API Access

In order to ensure that you can utilize the API sync features that atEvent offers please make sure that you are using one of the following editions of Salesforce:

  • Enterprise Edition
  • Unlimited Edition
  • Developer Edition
  • Performance Edition

The following Salesforce versions do not have API access are not supported:

  • Group Edition
  • Essentials Edition
  • Professional Edition*

What the integration can do:

  •  Pass the data in real-time, at the end of the day, at the end of the event or on demand (e.g., manually)
  • atEvent prioritizes updating an existing lead in Salesforce based off of email, and if no lead is found based off of email, then a new lead is created

What the integration cannot do:

  • Create or update any other objects (e.g., companies, deals, etc.)
  • atEvent does not allow for integration with SFDC sandbox as it’s a different URL/system from their production systems.

How to Setup your Salesforce Integration

This help article is divided into 3 sections:

  • Create a General User (Salesforce*)   
  • Permissions Setup (Salesforce*)                                           
  • Create Custom Properties (Salesforce*)      * Permissions required in Salesforce    
  • Setting up atEvent/Salesforce Integration (atEvent)
  • Mapping Issues (atEvent)

A. Create a General User (Salesforce)

Note: You are not required to create a General User to connect with atEvent. Instead you can utilize an existing user that your company wishes to assign to the atEvent project.  The idea of creating a General User is to be able to manage the atEvent side of your Salesforce instance with one specific user. This makes for a cleaner and more concise experience.  If you choose to go with an existing user you can skip Section A of this article and go directly to Section B.

1. Login to your Salesforce live account
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

2. Once logged in go to the upper right and search for:
   a. Your user account. Click on it and a dropdown menu will appear
   b. Click on “Setup” from the dropdown menu.

3. Under the Quick Links/Users section click on “New User”. This General user will be utilized only for the purpose of syncing leads from atEvent to Salesforce.

4. New User - For these fields enter the following:
   a. First Name:  atEvent
   b. Last Name:  User
   c. Email: Enter email address to be used for atEvent connection to Salesforce

5. After filling in the necessary information in step 4 scroll down and make sure to check “Generate new password and notify user immediately” and then click the “Save” button

6. Go to user’s email inbox. Find the email with subject “Welcome to Salesforce: Verify your account”. Click “Verify Account”

7. Once logged into Salesforce with the new user:
   a. Find your new user account. Click on it and a dropdown menu will appear
   b. Click on “Setup” from the dropdown menu.
   c. Go to Personal Setup “My Personal Info” and click on it

8. From Personal Setup
   a. Under My Personal Information/Reset My Security Token
   b. Click on “Reset Security Token” button

9. Check your email inbox for security token email with subject “Your new Salesforce security token”. Copy the Security token, it will be used to access Salesforce API.

B. Permissions Setup (Salesforce)

Note: As mentioned above in Section A you are not required to create a General User specifically for the purpose of being assigned to the atEvent project. Any current user that your company wishes to have assigned to the atEvent project can be granted permissions following the steps in this section.
  1. Once logged in with new user, go to Adminstration Setup and select “Manage Users"

2. Select "Users"

3. For the user created in Section A (atEvent User) or for any other user you would like to assign to the atEvent project, under the Profile column click on the assigned profile which will be underlined as a link. In this example the profile is named "System Administrator". For your Salesforce instance it will most likely be a different name that you have setup.

4. Click the "Edit " button

5. Scroll down to Administrative Permissions and make sure that the "API Enabled" checkbox is filled in as shown below: 

6. Scroll down to  Standard Object Permissions and Custom Object Permissions and update the Leads fields as shown below:

7. Scroll to the bottom and click the "Save" button

C. Create Custom Fields (Salesforce)

  1. Once logged in with new user, go to Setup (same as Step A2)
    a. Click on your user
    b. Select “Setup"

2. Go to App Setup/Customize section
   a. Select Leads
   b. Select “Add a custom field to leads"

3. Under Leads section
   a. Fields submenu 
   b. Under "Lead Custom Fields & Relationships" section select “New” button

4. Add the following custom field:  atEvent Event Name
   a. For Data Type select “Text Area”
   b. Click “Next” button

Note: Prior to creating fields, please confirm onboarding meeting has taken place with atEvent so use cases have been confirmed.

Enter the following:
   c. Field Label: atEvent Event Name
   d. Field Name: atEvent_Event_Name
   e. Required: Leave unchecked
   f. Default Value: Leave Blank
   g. Click “Save” button

5. Add the following custom field:  atEvent Topics & Subtopics
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Topics & Subtopics
   c. Field Name: atevent topicssubtopics
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                                 

6. Add the following custom field:  atEvent Follow Up
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Follow Up
   c. Field Name: ateventfollowup
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                             

7. Add the following custom field:  atEvent Comments
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Comments
   c. Field Name: ateventcomments
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                                      

8. Add other custom fields as required for business use case

Note: Prior to creating fields, please confirm onboarding meeting has taken place with atEvent so use cases have been confirmed.

D. Setting up atEvent/Salesforce Integration (atEvent)

  1. Once logged into atEvent Central, mouse-over the circular icon at the right and select “Company Settings” from the dropdown menu.

2. Click "MA/CRM Configuration" tab

3. Create a New Profile
   a. In the empty box enter a name for your new profile
   b. Click the (+) icon to “Add” it

4. Profile MA/CRM
   a. Click inside the MA/CRM box and a dropdown menu will appear

   b. From the Profile Name box under MA/CRM  select “Salesforce” from the dropdown menu

5. Once selected, OAUTH should prompt you to login/allow access to Salesforce
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

After verifying OAuth process continue with your sync profile setup in atEvent

6. Setting Sync Schedule
   a. Go to “Data Push Schedule” and click inside the box for options

b. Select one of four options for Push Schedule:

  • Immediate
  • Manual
  • End of Event
  • End of Day

7. Click “Test Connection”

8. Once successful connection has been established, click “Save and Fetch CRM Fields”

8b. If the “Save and Fetch” request is successful you will receive the following popup messages:

You will also be able to see the Field Mapping screen.

9. Map atEvent fields to the appropriate Salesforce name.
   a. Click in any field that is labeled "Not Mapped"
   b. A blue search box (blue) and dropdown list (purple) of Salesforce options will appear. You can search for
       a Salesforce option by typing it in the blue search box. Any searched option that matches will immediately
       appear in the dropdown list and can be selected. You can also use the scrolling feature of the dropdown
       menu to search for Salesforce options if you are not familiar with the exact names.
   c. Click on the Salesforce option and it will automatically save. In this example we are mapping the atEvent
       field "First Name" to the Salesforce field "firstname".

  d. After finishing with field mappings scroll to the bottom and click “Save” button

Here is a quick video showing the mapping of Email:

E. Mapping Issues (atEvent)

There are some existing data integration nuances between atEvent and Salesforce that can cause data transfer errors.

Known Issues
  • Date Created (atEvent): The Date Created field corresponds to the date that the lead was created in atEvent. Currently, for this field there is a data format incompatibility issue between atEvent and Salesforce that causes sync errors. There are a couple of workarounds that can be implemented to avoid this issue.

1. Unmap the Additonal Field "Date Created". This will remove the date created field on your Salesforce receiving end. With this workaround you will still have the Salesforce date that records the date that the lead was saved to Salesforce from atEvent.

2. Map the "Date Created" field to a text field in Salesforce. This eliminates the data compatibility issue.

FAQs

How fast will my leads appear in Salesforce?

Usually a few seconds after they have been synced from the atEvent dashboard. 

How does this feature work when my devices are offline?

Leads are queued to be added to atEvent as soon as the data synchronizes to the atEvent dashboard.  

Can I use the same Salesforce sync profile over multiple events?

Yes, once your HubSpot sync profile has been activated in the Company Settings it can be enabled in any of your current active events.

How do I disable or remove an integration from an event?

From the Event screen, under Data Sync Profile, unselect the currently displayed sync profile and set it to “None”. You can also disable or delete the profile for those cases where you want to remove it from several events.

For any additional questions regarding this feature, please contact your Customer Success Manager or contact Support (support@at-event.com) for any assistance.