Overview #
Welcome to the future of seamless attendee and registrant management! This guide introduces a powerful new feature: the Salesforce Integration, designed to bridge the gap between your event data in our CrowdComms CMS and your Salesforce CRM.
This integration, currently in Beta, empowers you to effortlessly synchronise attendee and registrant information by connecting your Salesforce account, you can automate the flow of crucial data, eliminating manual entry and ensuring data consistency across platforms.
Key Capabilities Include:
- Effortless Connection: Easily link your Salesforce account with our CMS through a dedicated integration tile, featuring a streamlined setup process.
- Customised Data Mapping: Tailor the integration to your specific needs by mapping Salesforce field keys to profile fields, custom fields, or dynamic groups within our CMS.
- Dynamic Group Management: Leverage the power of dynamic groups to automatically segment your audience based on Salesforce data. Create or utilise existing groups based on dropdown and checkbox selections, ensuring precise targeting.Â
Part 1: Setting up the Connected App in Salesforce #
To use this new feature, you will need to first contact your Account Manager to get your access enabled.Â
2. In the next page, navigate to the left sidebar menu and select Apps and within the sub menu select App Manager. This will open a list of existing Apps for your Salesforce Account. On the right side of the window, select the New Connected App button, and in the dialog window select Create a Connected App, and select continue.
3. This will open a form for your new app, you will need to supply the:Â
- Connected App Name
- API name
- Your email
- Enable the check box for the OAuth Settings
- Enter the call back URL https://login.salesforce.com/services/oauth2/success
- Â Set the OAuth Scopes to determine the level of access you would require, for the purpose of this guide we have selected Full access (full) from the list of available OAuth Scopes
- Â Uncheck the box for Require Proof Key for Code Exchange [PKCE]
- Ensure Require Secret for Web Server Flow is checked, and Require Secret for Refresh Token Flow is also checked.
- Check the box to enable the Client Credentials Flow
Once you have entered all of the above details you can hit Save. Changes may take up to 10 minutes to take effect.
4. After 10 minutes click continue and this will open your connection details page. From here you can retrieve your Client ID and Client Secret Key, which you will need to input to the CMS.
5. Navigate to the Manage Consumer Details button on this page. You may need to verify your account again at this stage re enter your credentials to continue.Â
6. Copy the Consumer Key which maps to the CMS Client ID and paste to a notepad, do the same with the Consumer Secret which maps to the Client Secret in the CMS.Â
7. Navigate back to the Manage Connected Apps page using the menu on the left side of the screen as shown.
8. Select the App you just configured and select the Edit Policies button.
9. In the OAuth Polices section under Permitted Users set the dropdown to Admin Approved Users are Pre-Authorized and select OK in the dialogue box.
10. Scroll down to the Client Credentials Flow section and select the search icon next to the Run As input field. In the dialogue, select the appropriate user. When the integration runs it will run as this user, so this user will need to have the appropriate access levels applied. Then hit Save.
11. Next scroll to the Profiles section and select the Manage Profiles button. On the next screen, select the roles that are assigned to the ‘Run As User’ you chose in the previous step. These roles will be mirrored here. In this guide, the ‘Run As User’ I selected has the System Administrator role on their profile, so I’ve chosen ‘System Administrator’ from the list.. Then hit save.
12. To get the Contact Object Name for the CMS (this will be the table where you wish to extract the data from in Salesforce to go to the CMS) open the Object Manager tab, and scroll to find the label you require. Copy the API Name field and save to the notepad.
13. Next you will need to click on that label, for this guide we have chosen the Contact label and within the details page open Fields & Relationships from the left side bar menu. In here you will find the external mapping Ids required for the CMS for each data field you wish to map over. Simply copy over the Field Name for the data fields you wish to map to the CMS.
Part 2: Enabling the Integration in the CMS #
1. You are now ready to enable your integration in the CrowdComms CMS. Go ahead and login, and navigate to the Integration tab on left navigation menu, then select the Salesforce Integration Tile.
2. If your Account Manager or member of staff has enabled this integration for you a dialogue box will open.
3. Here you can add your Base URL which is the Salesforce organisation URL for example:Â https://YOURORGANISATIONHERE.my.salesforce.com/services
4. Next copy over your Consumer Key to the Client ID field and the Consumer Secret to the Client Secret field that you saved in your notepad earlier.
5. Then, paste in the Contact Object Name, and enter the value Id to the Contact Object Primary Key Field Key input fields (unless set to something else in your Salesforce), and hit Submit.
6. You will now be navigated to the Account Details page, there is a checkbox Is this integration enabled? leave this unchecked for now.
7. There is a Filter Query input box also on this page where you can filter your data as it syncs through to the CMS using Salesforce Object Query Language (SOQL).
8. You are now ready to begin mapping your fields from Salesforce into the CMS. Navigate to the Field Mappings tab and select Create Mapping.
9. In the dialogue, enter the Salesforce Field Key from the page we opened in Part 1 step 13 into the External Key input box and select the Mapping Type from the dropdown menu. You can choose from:
- Profile Field: Fname, Lname, Suffix, Email, Phone, Title, Job Title, Company, Address, Location, Website, About.
- Custom Field: These will be Custom Fields already created in the CMS. For more information on Custom Fields please see here.
- Dynamic Group:Â This field will be mapped to an existing group, if a group does not exist one will be created.
10. Please ensure you map an email field from salesforce to the CMS, as this will work as the unique identifier for each delegate’s information, the integration will not run without an email mapping field.
11. Continue to map out your fields until you are satisfied, these will autosave as you progress. You can now navigate to the account details page and check the box to enable the integration and save changes. The sync will automatically begin to run at intervals of 30 minutes on a predefined schedule. The integration will fail to run if you have entered an External Key that does not exist in Salesforce.
Should you need any assistance with this integration, please don’t hesitate to reach out to a member of the support team on Live Chat available via the CMS.
