Setting up an Eloqua Integration

How to set up an integration with Eloqua

atEvent offers the deepest, most flexible Oracle Eloqua integration—so your team can capture the insights you need at every event, conference, and tradeshow and transfer them into Eloqua automatically for near real-time follow-up and nurture.

By using your Eloqua user credentials you can seamlessly integrate the atEvent platform to your company's unique Eloqua instance.  This will allow you to automate the lead creation/update process from leads captured through the atEvent app at events.

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 Eloqua 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.)

How to Setup your Eloqua Integration

This help article is divided into 3 sections:

  • Create API User (Eloqua) *                                              
  • Create Custom Fields (Eloqua) *      * Permissions required in Eloqua    
  • Setting up atEvent/Eloqua Integration (atEvent)

A. Create API User (Eloqua)

1. Login to your Eloqua account
   a. Enter Company
   b. Enter User Name
   c. Enter Password
   d. Press “Sign In”

1. Login Admin Settings-Mac.fw-3

2. Click on the Settings icon 2._Settings_Icon-1 at the upper right

2. Admin Settings-Mac.fw-1

3. Under Users and Security section select "Users"

3. Users-Mac.fw

4. Mouseover/click Users menu and select "Add New User"
4. Users-Dropdown-Mac.fw

5. Enter the following in each field:
a. First Name: atEvent
b. Last Name: User
c. Email Address: Create a new address that allows atEvent to connect to your Eloqua instance
d. User Must Change Password at next login?: Yes
e. User is Enabled?: Yes
f. Time Zone: Pacific Time
g. User’s Password Expires: No

5a. New User Info-Mac.fw

h. For Security Groups/All Security Groups section click on the following choices: 
     - Advanced Users – Marketing

     - API Users 

     - Everyone

Select them by clicking the arrow > moving them to the right window (Selected Security Groups)

      i. Click "Save" button at the bottom right

      5b. New User Info-Mac.fw

      B. Create Custom Fields (Eloqua)

      1. After logging in click on the Settings icon 2._Settings_Icon-1 at the upper right

      1. Admin Settings-Mac.fw-1

      2. Under Database Setup select “Fields & Views”

      2. Fields & Views-Mac.fw

       

      3. On the Fields & Views page:
         a. Select the 3._PLUS_icon icon at the bottom left of the page
         b. From the dropdown menu select “Add Contact Field”3. Add Contact Field-Mac.fw

      4. Enter the following:
         a. Display Name: atEvent Event Name
         b. Database Name: C_atEvent_Event_Name1
         c. Data Type: Text
         d. Field Type: Textbox
         e. Default Value: Leave Blank
         f. Default Update Logic: Always Update
         g. Contact Field is required: Yes
         h. Click “Save” button

      4. New Contact Field-Mac.fw

      5. Create a new Contact Field with the following:
         a. Display Name: atEvent Topics & Subtopics
         b. Database Name: C_atEvent_Topics_Subtopics1
         c. Data Type: Text
         d. Field Type: Textbox
         e. Default Value: Leave Blank
         f. Default Update Logic: Update if new value is not blank
         g. Contact Field is required: No
         h. Click “Save” button

      6. Create a new Contact Field with the following:
         a. Display Name: atEvent Follow Up
         b. Database Name: C_atEvent_Follow_Up1
         c. Data Type: Text
         d. Field Type: Textbox
         e. Default Value: Leave Blank
         f. Default Update Logic: Update if new value is not blank
         g. Contact Field is required: No
         h. Click “Save” button

      7. Create a new Contact Field with the following:
         a. Display Name: atEvent Comments
         b. Database Name: C_atEvent_Comments1
         c. Data Type: Large Text
         d. Field Type: Textbox
         e. Default Value: Leave Blank
         f. Default Update Logic: Update if new value is not blank
         g. Contact Field is required: No
         h. Click “Save” button

      C. Setting up atEvent/Eloqua Integration (atEvent)

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

      1. Company Settings-Mac.fw-4

      2. Click "MA/CRM Configuration" tab

      2. MA-CRM Config-Mac.fw-1

      3. Create a New Profile
         a. In the empty box enter a name for your new profile
         b. Click the 3. Create New Profile Icon-1 icon to “Add” it

      3. Create New Profile-Mac.fw-3

       

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

      4a. Select App-Hubspot-Mac.fw

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

      4b. Select App-Eloqua-Mac.fw

       

      5. Enter the following Login information for your Eloqua account

         a. Company
         b. User Name
         c. Password

      5. Endpoint URL Client ID Secret-Mac.fw-1

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

      6a. Data Push Schedule-Mac.fw-1

       

      b. Select one of four options for Push Schedule:
      • Immediate
      • Manual
      • End of Event
      • End of Day

      6b. Data Push Schedule-Mac.fw-2

      7. Click “Test Connection”

      7. Test Connection-Mac.fw-1

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

      8. Fetch CRM Fields-Mac.fw-1

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

      8b. Fetch Success Message

       

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

      9. Field Mapping-Mac.fw-1

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

       

      Here is a quick video of the same example:

      atEvent Central (2)-6

      FAQs

      How fast will my contacts appear in Eloqua?

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

      How does this feature work when my devices are offline?

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

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

      Yes, once your Eloqua 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.