Setting Up a Pardot Dynamic List with Rule

How to set up a Dynamic List in Pardot to Capture Prospects from atEvent

Dynamic Lists allow you retrieve leads data from atEvent once your leads have synced to Pardot. By setting up a rule your dynamic list will update automatically.

Setting Up a Pardot Dynamic List with Rule

This article contains the following sections:

  • Create Prospect Field (Pardot)
  • Setting up atEvent/Pardot Integration (atEvent)
  • Create Dynamic List with Rule (Pardot)

A. Create Prospect Field (Pardot)

    1. Once logged in with new user, under Admin/Configure Fields click on “Prospect Fields”

    1. Create Field-Pardot-Mac.fw-2

     2. On the Prospect Fields screen click the “Add Custom Field” button

    2. Add Custom Field-Pardot-Mac.fw-1

    3. Add the following custom field: (Prior to creating fields, please confirm discovery meeting has taken place with atEvent so use cases have been confirmed)

       a. Name: atEvent Event Name
       b. Custom Field ID: atEvent_Event_Name
       c. Type: Text
       d. Check Record and Display multiple responses (This means that new values would be                   appended on update of this field)
       e. Click “Create Custom Field” button

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    B. Setting up atEvent/Pardot 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. Reset Pass-Admin-Company Settings-Mac.fw

    2. Click "MA/CRM Configuration" tab

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

    3. Pardot Sync Profile

       a. Select the Pardot sync profile from the dropdown menu
       b. User Key
       c. Email
       d. Password

    2. Endpoint URL Client ID Secret-Mac.fw

    4. Click “Test Connection”

    4. Test Connection-Mac.fw

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

    5. Fetch CRM Fields-Mac.fw

    Save and Fetch CRM Fields continued: If the “Save and Fetch” request is successful you will receive the following popup messages:

    8b. Fetch Success Message-1

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

    6. Map atEvent fields to the appropriate Pardot name.

       a. Scroll down and look for the Additional Field “Event Name”                                                   b. Click on “Not Mapped”
       c. A search box (blue) and dropdown list (purple) of Pardot options will appear. You can                 search for a Pardot 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 Pardot options if you are not         familiar with the exact names. Search for by typing “atEvent Event Name”
       d. Click on the Pardot option and it will automatically save. In this example we are mapping             the atEvent field "Event Name" to the Pardot field "atEventEventName".

    6._Field Mappingt-Pardot-Mac.fw-2

       e. 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)-Jul-28-2020-05-05-27-61-PM

    Note: Make sure that your Sync profile has also been assigned in your event also. Otherwise your leads will not successfully sync to your MA/CRM.

    C. Create Dynamic List with Rule (Pardot)

    1. Log in to Pardot and go to Marketing → Segmentation → Lists

    1._Create List-Pardot-Mac.fw-1

    2. From the Lists screen click on “+ Add List” button

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    3. List Information
       a. Enter Name (Enter a name that is unique to the Pardot user)
       b. Enter Folder (Archive the List in a location that is convenient for the project)
       c. Dynamic List (Be sure to fill in this checkbox so you can create a rule)
       d. Archive Date (You can select today’s date)
       e. Select “Create List” button

    3._Add List-Pardot-Mac.fw

    4. Dynamic List Rules: Click “+ Add New Rule”

    4._Add Rule-Pardot-Mac.fw

    5. Dynamic List Rules continued:

       a. Click in the empty box and a dropdown menu will appear
       b. Select “Prospect custom field”

    5._Add Rule-Pardot-Mac.fw

    6. Dynamic List Rules continued:

       a. Click in the empty box to the right of "Prospect custom field" and another dropdown menu           will appear.
       b. Select “atEventEventName”
       c. Click “Preview” button

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    7. Dynamic List Rules:

       a. Click in the empty box to the right of "atEventEventName" and another dropdown menu             will appear. Select “contains”
       b. In the empty box enter your atEvent Event Name for the list.
       c. Click the “Preview” button

    7._Add Rule-Pardot-Mac.fw

    8. Preview Matches: The search on your rules criteria may take some time. Pardot will inform          you when any matches have been found. Once matches have been found click the “Run              Rules” button.

    8._Add Rule-Preview-Pardot-Mac.fw

    9. List Results: Click on your List (Marketing → Segmentation --. Lists) and any leads for this         event that have synced from atEvent to Pardot should now automatically appear in the list.

    9._List Results-Pardot-Mac.fw


    How fast will my contacts appear in Pardot?

    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 Pardot sync profile over multiple events?

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