Salesforce Integration v3

Modified on Tue, 17 Jan 2023 at 06:10 AM

Salesforce is CRM that equip sales, marketing, service teams, and admin team with the customer information required to administer its interaction with them. The Zuddl - Salesforce integration enables organizers to pass attendee information seamlessly from Zuddl to Salesforce.

Currently, the following attendee activities are passed on to Salesforce:

  • New user registration

  • Attendee event entry

  • Event duration

  • Room duration

  • Booth duration

  • Polls answered

  • Questions asked

  • Question upvoted

  • Session attended

  • Breakout room attended

  • CTAs clicked


Integration

The Salesforce integration can be split into two main steps

  • Global-level integration

  • Event-level integration

Global-level integration — Install Salesforce on Zuddl

On the Zuddl common Dashboard,

  1. Click on Integrations.

  2. On the Salesforce card, click on View Details button.

  3. Inside the Salesforce integration details page, click Install app.

  4. On the Salesforce authentication window, click on New authentication.

  5. On the Create a new authentication page, enter the following details

    1. Your authentication name: A unique name for you and Zuddl to identify your authentication.

    2. Salesforce instance type: Select either Production or Sandbox to authenticate your Salesforce production or sandbox instance with Zuddl. Use the Sandbox instance to test out the integration and later authenticate your production instance. image.png
      Tip: If you wish to test out the integration on your sandbox instance, for the first time you can authenticate by selecting the Sandbox instance. Later, if you wish to connect your Salesforce production instance, you need to Uninstall app and re-Install app to(from the common dashboard) create a new authentication for your Production instance.

  6. Click Finish. This creates the authentication for your Salesforce instance

Once the installation is done and the authentication is successful, all new registrations on all your Zuddl events will be added as a Lead in Salesforce and thereafter would follow the Sales process (Lead→Contacts).


Note: Whenever a lead is created, the Lead Source field in Salesforce is auto-updated to Event.

Event-level integration — Turn on Salesforce for an event

In Salesforce you can leverage the Campaign tool to track event-level data that comes from Zuddl. Each campaign on Salesforce is tied to a Zuddl event to track two essential attendee activity, namely:

  • Registered”: When an attendee registers a Zuddl event

  • Attended”: When a registered attendee enters a Zuddl event

This enablement is a deeper level of connection that needs to be made explicitly for every event in your Zuddl account that requires such a handling. A campaign ID is used to link each Zuddl event with a Salesforce campaign. So this helps us track the campaign member for a specific event.

Create a Campaign

To create a campaign,

  1. Go to your Salesforce dashboard and click Campaign on the main menu

  2. Click New.

  3. Under the New Campaign form, enter the following details:

    1. Campaign Name: Enter your event name.

    2. Select the Active checkbox.

  4. All the other fields are optional.

  5. Click Save. This creates your new campaign. You will be redirected to the campaign detail view.

The created campaign must be linked to a particular event on Zuddl in order to track the campaign members for a particular Zuddl event. The URL of the page contains the campaign ID which can be copied and pasted on Zuddl. You can copy the campaign ID from the URL as shown below:

image.png

  1. On the Campaign Member Statuses table, click New to create new status to capture Zuddl-specific data.
    3.png

  2. On the Campaign Member Status field, enter

    1. Registered”: When a user registers individually or in bulk using CSV

    2. Attended”: When a registered user joins the event, the “Registered” state gets updated to “Attended”.
      image.png

      Warning: The Member Status value should be an exact match of the Zuddl keywords “Registered” and “Attended”. Minor spelling errors would obstruct the data sync.

  3. Click Save. The newly added statues appear as shown here.
    image.png

  4. Inside the Zuddl dashboard, go to Integrations > Salesforce.

  5. Toggle on Salesforce.

  6. On the Campaign ID field, paste the campaign ID copied from the Salesforce URL. This establishes the connection to your Salesforce account.


How Campaign members are added

It is likely that a single attendee could be invited to other events from the same Zuddl account. For instance, Mary (an attendee) has registered for 3 events and has attended 2 of them. Because of the global-level Salesforce integration, Mary would have already been synced as a Contact/Lead in Salesforce when she had registered for the first event.


In order to avoid duplicate entries, before adding an attendee, the integration first checks if the attendee is already added to the Campaign. If yes, the integration skips adding that attendee.

If not present in the Campaign, it then searches for it in Contacts and then in the Leads menu. If the attendee is present in any one of the objects, the integration automatically adds them to the campaign. If not present, they are directly added both to the Campaign and Lead in your Salesforce instance.


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Configure Salesforce objects for activities

The integration also captures certain action attendees take in the event and pass it onto Salesforce. All attendee activities (except Attended and Registered) are synced 1 hour after the event end-time.


Note: Registered attendee data is synced in real-time and Attended about 1 minute after the attendee joins the event.


To create a new field,

  1. On your Salesforce instance, go to Setup > Object Manager and search for Campaign Member.

  2. Go to Fields & Relationships and click the New button.
     image.png

  3. Under Step 1. Choose the field type section, select Text Area (Long) data type and click the Next button. This creates a new custom field.

  4. Under Step 2. Enter the details section, enter the Field Label and click Next. Enter the below field names with the exact keyword match:

    1. Zuddl Polls Answered”: Lists the poll questions that the attendee has responded to.

    2. Zuddl Questions Asked”: Lists the questions asked by the attendee

    3. Zuddl Question Upvoted”: Lists the questions the attendee has upvoted

    4. Zuddl Session Attended”: Lists the names of the sessions that the attendee has attended.

    5. Zuddl Breakout Room”: This indicates whether an attendee has joined the breakout room or not.

    6. Zuddl Event Duration”: This shows the total time spent in an event.

    7. Zuddl Discussion Room Duration”: This shows the total time spent in a room

    8. Zuddl Booth Duration”: This shows the total time spent in a booth

    9. Zuddl CTA Clicked”: Shows the comma-separated list of button texts the attendee has clicked. The buttons with links are also shown with the link in the report.

      Warning: The Field Label value should be an exact match of the Zuddl keywords as listed above”. Minor spelling errors would obstruct the data sync.
  5. Under Step 3. Establish field-level security section, select the Visible header checkbox in the table to grant edit access to this field for all profiles in your Salesforce instance. Then click Next.
    Note: This selection depends entirely on the user.

  6. On the Step 4. Add to page layouts section, keep the default settings and click Save.

This creates a new field, say “Polls Answered” visible to the campaign members as per the selection in Step: 3. Similary, you can create other field labels as listed above.

image.png

Note: Minimum of 1 minute of attendee activity in a Zuddl event is required for passing the data to Salesforce.


Note: Field creation is a one-time activity. This means, if you’ve already created it for an older event, you need not create it again for a new event.

Test the integration

In order to test the integration for different scenarios, you can do the following:

Testing a new registration

  1. Login to your Salesforce instance.

  2. Create a campaign on Salesforce and copy the campaign Id.

  3. Go to Zuddl dashboard and create a new event.

  4. Now on Zuddl dashboard, go to People > Attendees and invite an attendee by entering an email (for example john@acme.com) address and other details.

  5. Now, go back to your Salesforce instance and check for a similar entry in the Leads table with the same email address.
    image.png

This lead gets automatically added to the campaign created for the event.

Test campaign member status

Assuming that a certain email address already exists in Salesforce as either a Lead or a Contact by way of a Zuddl event. To test the status of the campaign member on different Zuddl actions:

  1. Login to your Salesforce instance.

  2. Create a campaign on Salesforce and copy the campaign Id.

  3. Go to the Zuddl dashboard and create a new event.

  4. Link your Zuddl event to the newly created campaign by pasting the campaign Id to the Salesforce integration for that event. (Refer to the exact steps in the above sections)  

  5. Now on the Zuddl dashboard, go to People > Attendees and invite an attendee by entering the email address, say “john@acme.com”.

  6. Now when John registers for the event, an entry is made in the campaign member table with the status “Registered”.
    image.png

When the same user joins the event, the same entry is updated with the status “Attended”.


Test for attendee activity

To test attendee activity, you would need the help of your team members to take action in a mock event:

  1. Go to the Zuddl dashboard and create a new event.

  2. Link your Zuddl event to the newly created campaign by pasting the campaign Id to the Salesforce integration for that event. (Refer to the exact steps in the above sections)  

  3. Now on the Zuddl dashboard, go to People > Attendees and invite your team members as attendees by entering their email addresses.

  4. Go to the event backstage and do the following:

    1. Create a Poll inside a stage, room

    2. Accept join requests by team members

  5. Your team members can do the following, inside a stage, room, and expo

    1. Respond to the published poll

    2. Ask a question

    3. Upvote a question

    4. Join a room, stage, or expo

  6. Now, go back to your Salesforce instance, in your created campaign, click on a particular contact to view the activity.

     Note: The attendee activity data gets synced 1 hour after the event end time. The activity is displayed as shown below:
    image.png

Campaign member status view

To enable the campaign member view, on Salesforce:

  1. Go to Setup > Object Manager.

  2. Find or search for ‘Campaign’.

  3. Find ‘Page Layouts’ in the sidebar and click to edit the ‘Campaign Layout’.

  4. Scroll down the list to find “Related Lists.” Drag the “Campaign Member Status” related list onto the page and click the Save button.

  5. Go to Campaign and find Campaign Member Statuses.

  6. Click New Button and add “Registered and “Attended”.

    image.png








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