Salesforce Integration Guide (atEvent Hub)

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Salesforce Integration Guide (atEvent Hub)

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 contact in Salesforce based off of email, and if no contact is found based off of email, then a new contact 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 the following sections:

  • Create a General User (Salesforce*)                                                
  • Permissions Setup (Salesforce*)             
  • Create Custom Properties (Salesforce*)             * permissions required in Salesforce       
  • Login to Salesforce (atEvent Hub#)                    # permissions required in atEvent Hub
  • Field Mapping (atEvent Hub#)                            # permissions required in atEvent Hub

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”.

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”

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. Login to Salesforce (atEvent Hub)

1. Connect to Salesforce
   a. While on Step 3 (Connect to MA/CRM) of the atEvent Hub process 
   b. Click on the “Salesforce” icon

Upon click the Salesforce login screen will appear as a popup

2. Login to your Salesforce account
   a. Enter Username
   b. Enter Password
   c. Press “Login” button

2. Salesforce Login-Mac.fw

3. Salesforce Connection 
   a. If you successfully connect to Salesforce you will receive this message
   b. Click the “Save & Continue” button

E. Field Mapping (atEvent Hub)

4. Map Fields
   a. Click on any of the fields labeled “Not Mapped” and a dropdown menu will appear. 
   b. Select the Salesforce field that matches the atEvent field. 

In this example we are mapping a. atEvent (First Name) → b. Salesforce (First Name).

5. Field Mapped Successfully
   a. Field is mapped successfully with mapped field displayed in the dropdown box 
   b. The Mapping icon next to the field will now be illuminated in green
   c. The Mapping counter will increment displaying the total number of fields mapped versus the total                   number of fields. 

In this example First Name has been successfully mapped for a total of 12 of 15 fields that have been successfully mapped (12/15).

6. Save Field Mapping
   a. When you have finished with all of your field mappings scroll to the bottom of this screen and press the         “Save & Continue” button

6. Save Field Mappings-Mac.fw
   b. You will receive the following popup message:
   c. At this point you must decide if all of your desired mappings have been completed. If you are satisfied          with the current mapping setup then click “Continue”

6b. Marketo Successful-Mac.fw

Next Section: Invite Event Team