Salesforce is a popular customer relationship management (CRM) platform that helps businesses manage leads, contacts, and opportunities. Think of it as a central hub for all your customer information. Syncing your data unlocks a world of benefits:
Save time. Eliminate manual data entry and focus on building relationships with potential customers.
Gain insights. Track attendee engagement and learn which topics resonate with your target audience.
Qualify leads. Identify promising leads based on their webinar activity, like attending specific sessions or downloading resources.
Personalize outreach. Tailor your follow-up emails and marketing messages based on attendees' interests and behavior.
Boost sales efficiency. Equip your sales reps with real-time information about attendees, helping them close deals faster.
What you'll need to get started:
Use the Salesforce account to create and manage:
Connected apps
Salesforce Standard/Custom Objects and fields
A mapping of your webinar.net fields to your Salesforce fields.
Setting Up the API Access
webinar.net
Open the webinar where you want the attendee data synced to Salesforce.
Click on Integration from the left menu.
Select the Sync Data to Salesforce tab.
The following API access information from Salesforce will be needed:
App Name - your Connected App name in Salesforce tailored for webinar.net integration.
Consumer Key - a generated set of characters in the Salesforce Connected App that identifies the customer to Salesforce.
Consumer Secret - a set of characters generated in the Salesforce Connected App that establishes the ownership of the consumer key.
Sandbox - If you want to test the integration in your Salesforce sandbox, please enable the checkbox.
Salesforce
If you have already created a Connected App in Salesforce dedicated to data interchange with webinar.net, make sure to configure it with the following details:
Enable OAuth Settings - mark the checkbox to request access and integrate with Salesforce via API using the OAuth 2.0 protocol.
Callback URL - the endpoint where Salesforce calls back to your application during OAuth. Enter the following callback URLs:
Selected OAuth Scopes - define the protected resources the connected app can access. Add the following scopes from the available OAuth Scopes:
Manage user data via APIs (API)
Perform requests at any time (refresh_token, offline_access)
Create a new connected app - step 6 below to get the Consumer Key and Secret.
Want to start fresh and create a new connected app? Just follow these steps:
go to PLATFORM TOOLS > Apps > App Manager on your Salesforce Setup homepage.
Click the New Connected App button at the top-right corner of the App Manager page.
A new page will appear where the New Connected App information must be inserted.
Connected App Name - the display name for your new connected app (required information).
API Name - API name used when referring to your app from a program. Salesforce will automatically create an API Name based on the inserted Connected App Name - it defaults to a version of the name without spaces.
Contact Email - for Salesforce to contact you or your support team.
In the API (Enable OAuth Settings) section, mark the checkbox to configure further integration details.
Callback URL
Selected OAuth Scopes
Manage user data via APIs (API)
Perform requests at any time (refresh_token, offline_access)
Click the Save button to be redirected to your newly created app.
IMPORTANT: Changes can take up to 10 minutes to take effect. Deleting a parent org also deletes all connected apps with OAuth settings enabled.
Click the Manage Consumer Details button to get the Consumer Key and Secret.
IMPORTANT: To make sure the Salesforce account is secured, a verification code will be sent to the affiliated email on the Salesforce account to verify identity.
Copy the Connected App Name, Consumer Key, and Consumer Secret, then paste them into the webinar.net designated boxes and click the Authorize button.
If you see an error message saying the Client ID is invalid after clicking the Authorize button, please wait at least 10 minutes, as Salesforce will need time to set up the connected app fully.
Setting Up the Mappings
You'll need to set up the Field and Activity Mappings to sync registrants and their activities to Salesforce.
Field Mappings
By default, the Field Mappings settings will be empty and require a selection of how you want to handle the duplicates. From the dropdown menu, you will see the following options:
Update Newest Record - the newest record on the Salesforce side will be updated after the sync.
Update Oldest Record - the oldest record on the Salesforce side will be updated after the sync.
Update Latest Modified - the last modified record on the Salesforce side will be updated after the sync.
Do Not Update Duplicates - no duplicate records will be updated after the sync.
After selecting how to handle the duplicates, you may now add a Salesforce object and its fields:
Click the +Add Salesforce Object.
Enter the name of the target Salesforce Object in the designated box. Then, click
+ Add Field Mapping to add fields and configure the target Field Names.
Contact or Lead?
The integration works with Contact and Lead but can work with only one of these objects at a time.
Add as many objects as you want, but add at least Contact or Lead.
Inside the Field Mappings, you will also have the ability to add additional field types and fields such as:
Field Types | Available Fields |
Activity Summary |
|
Attendance |
|
Continuing Education |
|
Poll
| * Will only display the available poll fields when there are polls added * |
Question & Answer (QA)
|
|
Registrant
| * Will display the preloaded registration fields and added custom field/s *
Additionally, these fields are available within the Registrant field type:
|
Salesforce |
|
Survey | * Will only display the available survey fields when there are survey questions added * |
Webinar |
|
Webinar Reporting |
|
IMPORTANT: The integration does not sync to the Account Object. If you want to pass on the company information, use a custom field.
Salesforce Campaign Information
Once you have added the fields for your Contact or Lead Object, it is time to set up the campaign information. If you sync information to one of the objects, you need to add the Salesforce Campaign ID field to a new object. This will enable the Salesforce Campaign ID field as shown below:
After adding all the Objects and Fields, click Save.
Activity Mappings
Specify the mappings between the webinar.net attendee activities and Salesforce Custom Object.
By default, the Activity Object does not have Contact ID or Lead ID mapping added. When you add a Contact or a Lead Object, the system automatically adds the Contact or Lead ID to the Activities field mapping. The Campaign ID will appear only after adding the Salesforce Campaign ID field to the mappings.
A default Field API Name for each activity is displayed, so there's no need to refer to a guide document to see these attributes.
If activity syncing is not required, you can mark the Disable Activity Sync checkbox to turn it off.
Filter Registrants
You can use filters to sync only matched registrants or exclude matched registrants from syncing to Salesforce.
View Sync Tasks and Status
Click on View Details to see the detailed information on each task, including the following:
Creation Date - displays the date and time the sync task is created.
Start Date - displays the date and time the sync task started.
Status - displays the sync task status (Completed or Failed).
Duration - displays the duration it took to finish the sync task.
Registrants - displays Selected Registrants/Synced Registrants/Failure.
Field Mappings - displays the mapping of field display names to target field names.
Activity Mappings - displays the mapping of activity display names to target field names.
Registrant Filters - displays the filters applied for the specific sync task.
Bulk API Job - Object Name - displays the State, Processed, and Failed Records.
Error (if any) - displays the error message that caused the sync task to not fully complete or fail.
Auto & Manual Sync
The sync between webinar.net and Salesforce can be automatic or manual, and it can be turned on or off at any time.
For Live webinars, the data sync happens after the Live webinar schedule ends and will only occur once. For On-Demand webinars, the data sync happens daily at midnight.
A manual sync can be performed anytime by clicking Start New Sync.
Frequently Asked Questions
What data type should I use when adding a field?
Generally, API data and field types in the user interface have the same names.
For example, a date field is represented by a date data type in the API. However, some field types are defined differently depending on whether you inspect an object via the API or the user interface.
How are multiple questions from one attendee displayed in Salesforce?
Multiple questions from one attendee will be combined into a single entry in Salesforce, separated by a vertical line (|). This makes it easy to review and manage all questions from a single attendee.
For example, the following questions submitted by the same attendee:"What is the release date of the new product?"
"What's the price of the new product?"
Will be combined into the following string:
"What is the release date of the new product? | What's the price of the new product?"
For further assistance, contact us through chat or send us an email at support@webinar.net.