How to set up and enable the Salesforce Integration for your Hubilo event

Once you have connected your Salesforce account, you will be able to set up the Integration for your event.

You will be able to do that from the ‘Event > Integration > Connected apps’ area, You will be able to see Salesforce there.

If you have not connected your Salesforce account, click here  to get started

 

Step 1: Go to the ‘Integrations’ area in your events side panel, Click on the ‘Connected apps’.Once  Salesforce is connected, it will display under connected Apps.

 

Step 2: Click on the ‘Setup’ button on the Salesforce card.

 

Step 3: Configure Lead/Contact

• Hubilo will create a new entry in your Salesforce if we can’t find the attendee records(unique identifier being the registrant’s email Id) in your Salesforce Lead or Contact object.
• You can choose whether you would like Hubilo to create a ‘New Lead’ or ‘New Contact’ in such a case by selecting the appropriate option from the radio selection.
• You can also opt to not create a new lead/contact, in which case Hubilo will only enrich the leads/contacts which already exist in your Salesforce and attend the webinar/event as well.
• Once selected, you will see a warning message showing the mandatory fields in your Salesforce. Please ensure those fields are mapped in the field mapping step.
• Hubilo will create or update the records based on the field mapping provided by you in Lead/Contact mapping area (more details in step 5)

We create or update records based on the below logic tree: 

 

 

Step 4: Lead Source Management - You can also choose to automatically push Lead source for your newly created Leads/Contacts from Hubilo. This helps you to track and create reports for all your Hubilo sourced Leads or contacts.

• We recommend you to create ‘Hubilo’ as another value in your Lead Source field (in Lead and Contact object) and select the same Hubilo value in the bottom dropdown.
• In case you don’t use the ‘Lead Source’ field to manage and track your sources, you can select other fields from the Salesforce field dropdown.

Note: only dropdown type field can be selected in the Salesforce field dropdown

Step 5: Lead and Contact field Mapping

• Hubilo will be creating or updating your Salesforce Lead and Contact records based on the mapping provided in this section.
• Warning: Hubilo will overwrite the value of the fields mapped here in your Salesforce(if ‘Always Update’ is selected in the update logic’), if you don’t want Hubilo to overwrite the value in any field, please make sure you select the right update logic.
• Make sure the mandatory fields mentioned in the warning banner are mapped to ensure the data is synced without any issues.

 

Update Logic: You can also decide how you want Hubilo to update your respective Salesforce field values. We offer three update logics which are applicable on each field individually:

1. Always update/overwrite
   1. With this update logic selected, Hubilo will always overwrite the Salesforce field with Hubilo field value. 
2. Don’t update if source field is empty
   1. If this update logic has been selected, Hubilo will never overwrite your Salesforce field with Blank/Null. 
3. Only update/overwrite when destination field is empty
   1. If this update logic has been selected. Hubilo will only overwrite/update your Salesforce field if your Salesforce field is empty(has no value) with value from the respective Hubilo field.

Note:

1. If Hubilo fields are mapped to a Salesforce field with incompatible data type, you will see a warning message in yellow (shown in screenshot below). You can change the field to ensure there is no error while syncing the data.
2. You will also be able to see errors as well in red in case the fields are not mapped and left blank. You can either select a value or delete the field to save the mappings.
3. You can select more fields from the ‘Add more fields’ button present at the bottom.
4. Below are the fields including custom fields that can be exported.

1.      Default Profile field data

a.      First Name

b.      Last Name

c.       Email

d.      About

e.      Gender

f.        Designation

g.       Organization

h.      Phone

i.        Country

j.        State

k.       City/Town

l.        Website

m.    Facebook link

n.      LinkedIn link

o.      Twitter link

p.      Instagram link

2.      Custom Profile field data *

3.      Hubilo Magic link

4.      Groups(Hubilo Group Name like Attendee, VIP attendee etc)

 

Important * : Hubilo only supports the export of custom profile fields to specific field types of Salesforce, mentioned below:

 

 

 

 

 

 

 

Step 6: Select the Salesforce campaign to sync your attendees directly to your SF campaign along with their attendance status.

Read the detailed article here to configure campaign

 

Step 7: Select the Hubilo activities to sync directly to your Salesforce Leads/contacts as Tasks.

You can use these intent actions to personalize your reach outs and have a detailed timeline of their webinar actions.

Read the detailed article here to configure activities

Step 8: Turn the ‘Sync’ toggle on. After saving the mapping and the configurations, you need to turn the sync on to sync your data to Salesforce.

• Once the Sync is on, you will not be able to edit any data configuration and mapping.
• You will need to disable the sync in order to edit the mapping and configurations

 

 

 

Step 9: You will be able to monitor the sync and all the records which are successfully synced or failed will be shown in logs with error reasons.

• You can go to the home screen and click on ‘Integration’ from the top menu, click on the ‘Logs’ tab adjacent to the Apps tab.
• You can select ‘Salesforce’ from the app dropdown on the top right corner.
• You can filter the ‘Failed’ logs separately as well.
• You can also search for specific attendee records by their email or name.

 

Related Article:

 How to connect Salesforce with Hubilo

How to connect Salesforce Campaign with your Hubilo event