Setting up a Salesforce Integration

How to set up an integration with Salesforce, SFDC

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. 

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.)

How to Setup your Salesforce Integration

This help article is divided into 3 sections:

  • Create New API User (Salesforce*)                                              
  • Create Custom Properties (Salesforce*)      * Permissions required in Salesforce    

  • Setting up atEvent/Salesforce Integration (atEvent)

A. Create New API User (Salesforce)

1. Login to your Salesforce live account

   a. Enter Email Address

   b. Enter Password

   c. Press “Login”

1. Login Admin Settings-Mac.fw-2

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.

2. Create User-Salesforce-Mac.fw

3. Under the Quick Links/Users section click on “New User”.

3. Create User-New User-Salesforce-Mac.fw

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

4. Create User-Enter Personal Data-Salesforce-Mac.fw-1

 

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

5. Create User-Save Personal Data-Salesforce-Mac.fw

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

6. Verify Account-Salesforce-Mac.fw

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

7. Create User-Setup-Reset Token-Salesforce-Mac.fw

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

8. Reset Token2-Salesforce-Mac.fw

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

B. 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"

1. Setup-Salesforce-Mac.fw

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

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

3._New Custom Field-Mac.fw

4. Add the following custom field: atEvent Event Name

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

a. For Data Type select “Text Area”

b. Click “Next” button

4a._Field Type-Mac.fw

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

4b._atEvent Event Name-Mac.fw

5. Add the following custom field: atEvent Topics & Subtopics

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

   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

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

   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

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

   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

C. 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.

1. Company Settings-Mac.fw-3

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-2

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 “Salesforce” from the dropdown menu

4b. Select App-Salesforce-Mac.fw

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

5. OAuth Login Admin Settings-Mac.fw

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

6a. Setup Sync 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

7. Click “Test Connection”

7. Test Connection-Mac.fw-2

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

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".

9. Field Mapping-Mac.fw-2

   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)-5

FAQs

How fast will my contacts 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?

Contacts 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.