Eloqua Integration User Guide 2017 Cvent, Inc 1765 Greensboro Station Place McLean, VA 22102 www.cvent.com
Contents Eloqua Integration User Guide... 3 Enabling Eloqua Integration in Your Account... 4 Helpful Hints... 4 Key Terms... 4 Setting Up Your Eloqua Integration... 5 Adding a Configuration... 5 Setting Up Your Configuration Details... 6 Integrating Eloqua in an Event...10 Activating Eloqua for an Event...10 Setting Up Custom Identity Confirmation...12 Setting Up Identification & Security...12 Sending Emails in Eloqua...14 Running a Report...16 Admin Report...16 Troubleshooting... 17 2
Eloqua Integration User Guide Welcome to the Eloqua Integration User Guide! In this user guide, you will learn the basic steps to setting up the Eloqua integration within your account. You will also learn how to sync contacts and information between Eloqua and Cvent. With this integration, you can do the following: Capture event activity in Cvent and automatically have that information reflected in Eloqua. Link event activity with existing marketing automation programs, allowing clients to build more complete customer profiles. Create more engaging campaigns that accelerate the sales cycles, enhance conversation with customers, and further develop existing customer relationships. For more information, please contact your account manager. 3
Enabling Eloqua Integration in Your Account To enable Eloqua integration for your account, contact your account manager. Once Eloqua integration is turned on for your account, you will see a Push API Integrations link become available in Admin > Integrations > Integrations. The Push API Integrations link may already be available if you have another Push API integration. Before creating an Eloqua integration, make sure the logged-in user is an administrator or has full access to Account Integrations and Event & Survey Integrations. You can update the access level of the permissions here: Admin > Users > Manage > Account User Roles > Administrators. Helpful Hints Check the permissions of your Eloqua users. Make sure your Eloqua users have the read and write permissions for contacts and custom objects that should be updated through the integration. You can contact your Eloqua administrator for more information about these topics. TIP Key Terms Custom object: A user-defined object in Eloqua that can be tied with a contact to capture activity. Field mapping: Where a user determines how data is to be transferred. Integration point: Automatic trigger for when data is transferred between Cvent and Eloqua. 4
Setting Up Your Eloqua Integration To begin integrating the two applications, you must first create a configuration that will be used to connect the Cvent and Eloqua accounts. Adding a Configuration Admin > Integrations > Integrations > Push API Integrations 1. On the Push API Integrations page, click Create Integration. 2. Enter the name. 3. Select Eloqua from the Type dropdown. 4. Enter the following to connect Cvent and Eloqua: Company Name Username Password 5. Click Save. 5
Setting Up Your Configuration Details Admin > Integrations > Integrations > Push API Integrations After adding a configuration, you must set up your configuration details. These details will allow Cvent and Eloqua to sync data. On the Push API Integrations page, click the integration s name. The Configuration Details will appear. Details Basic Settings 1. Click Edit. 2. If necessary, update the name. 3. The type will pre-populate with the type of integration you created on page 5. 4. Select whether the configuration is active. 5. Select whether the configuration is the default for your account. Eloqua Login The Eloqua login details will be pre-populated with the information you entered on page 6. These credentials should be entered exactly as they are shown in Eloqua. If they are incorrect, Cvent and Eloqua will not be able to sync. Record Matching Criteria The integration will match Cvent contacts and Eloqua contacts by storing the Cvent contact information in a hidden Eloqua contact field (CventContactStubId). If a Cvent contact does not yet have a match in Eloqua, matching will be done based on email address. All matched records will be updated. Entity Type and Entity Field of custom object will be ignored by the integration. 6
Integration Points An integration point is an action in Cvent that causes specified actions to take place in Eloqua. For example, when a Cvent invitee modifies their registration, Cvent will attempt to match the contact to an attendee in Eloqua. If a match is found, the attendee will be updated. If no match is found, a new attendee will be created in Eloqua. You can add and set up integration points for events and your address book. To do this, click Save at the top of the page and under the Integration Points section click Add Integration Point. A configuration s record matching criteria and field mappings apply to all of its integration points. To add an integration point, you must save your configuration details first. Adding Integration Points You can configure the Eloqua integration to automatically transfer data to Eloqua when one of the following activities occur in Cvent: Contact is created or edited Invitee registers for an event, modifies registration, cancels registration, attends an event Invitee is added to an Invitation list If you notice any data has not been synced you can do a manual sync. For more information, go to page 12. Contact level triggers will only be available for the default configuration. Select the name of the configuration you want to set up integrations points for. In the Basic Settings tab, you can edit the settings of integration points for events and invitees. 1. On the Basic Settings tab, click Add Integration Points. 2. Choose which integration points to add. 3. Click Save. 7
Field Mappings You can select how to map Eloqua fields with your Cvent fields. Only the fields mapped on this page will have data transferred between the two applications. Eloqua Custom Objects When a custom object is selected in an Eloqua integration configuration, the custom object record will be linked to Entity Type of Contact and Entity Field of Email Address. Two hidden fields are also created in the custom object to ensure that there is only one record per Cvent event for a given contact: CventCustomObjectId: The unique ID for custom objects. CventEmailStubId: The contact email address. The record matching criteria for a custom object record is the combination of Cvent contact ID and the event ID. There is one custom object record per event for a given invitee. When any data corresponding to that event is updated (e.g., Registration status), the existing custom object record is also updated. However, if the contact accepts registration for a new event, then a new custom object record is created. To ensure information is synced consistently, Unique Code Field should remain as (none). Adding Custom Objects Click Add Custom Objects to add custom objects from Eloqua. 8
Field Mappings 1. Click Save. 2. Click Actions and select Retrieve Eloqua Fields. The selected configuration s field mappings will be automatically populated. 3. For each Eloqua field, click to search for the corresponding Cvent fields to use for mapping. 4. Click Save. 9
Integrating Eloqua in an Event After you have added at least one configuration in Admin > Integrations > Integrations > Push API Integrations, you can activate Eloqua for an event. Activating Eloqua for an Event Standard Events: Event > Event Details > Push API Integrations Express Events: Event > Advanced Settings > Push API Integrations 1. On the Push API Integrations page, click Eloqua. 2. Click Edit. 3. Click Yes to activate Eloqua for this event and then select a configuration from the dropdown. 4. Click Save. Validate You can always check your credentials are accurate by clicking Validate before you sync your event with Eloqua. If your credentials are incorrect, Cvent and Eloqua will not be able to sync. Sync with Eloqua With this integration, your invitee and registration list will automatically be sent to Eloqua, as well as: All Cvent contact fields (standard and custom) All Cvent event fields (standard and custom) Cvent question tags Cvent registration fields: registration confirmation ID, status, admission item, participant, reference ID, registration date Whether your data is automatically synced or you are manually syncing it, the matching criteria is the same. Contact records will be checked for a match based on Email Address. If there is no match, a new contact record will be created in Eloqua. Session data will not be sent to Eloqua. 10
Manual Sync You can manually sync all your invitee and event data to Eloqua without waiting for an automatic trigger to occur. Syncing data will help you troubleshoot and test the integration on your own, as well as limit the number of API calls made. To sync with Eloqua: 1. Click Sync with Eloqua. 2. Select Sync. Syncing will take 5-10 minutes for all of your information to show up in Eloqua. There are four states your manual sync can be in: In Progress, Failure to Sync, Successfully Synced, Partially Synced. 11
Setting Up Custom Identity Confirmation Custom identity confirmation allows you to use Eloqua as an external database for your event. This lets you prepopulate contact information for your invitees with contact information from Eloqua to streamline registration. Fields will be pre-populated based on the field mappings you have set up for that Eloqua configuration. You must have Eloqua and registration types enabled in your event for custom identity to work. Setting Up Identification & Security Events > Website & Registration > Registration > Registration Settings To set up a registration workflow: 1. On the Identification & Security tab, click Edit. 2. Under the Registrant Identification section, select Email Address as the way to identify registrants, then select whether the registrant must enter their email twice. 3. Under the Registration Type Selection section, select Yes invitees can select their registration type. 4. Select whether the Registration Type field is required. 5. Select whether to update the contact s primary record with registration type changes. 6. Select Going through a custom process as the way invitees will determine their registration type. 7. Under the External Data Source section, select Eloqua as the source contact information will be retrieved from. 12
8. Under the Logic section, click Create Condition. 9. Select which field will be used as the criteria an invitee must meet to be assigned a particular registration type. 10. Click next to Registration Type and then click Select next to the name of the registration type. 11. Click Save. When an invitee opens a Cvent invitation and clicks the RSVP link, they will be taken to the event registration process. Based on the email address entered during ID confirmation, if a match is found in Eloqua, the registration page will be pre-populated with the fields mapped on page 10 and registration type logic will be applied. If a match is not found, then the invitee will go through the event registration process without having their information pre-populated. 13
Sending Emails in Eloqua You can also send out personalized URLs from Eloqua for invitees to register with. For more information, see page 17. However, the workflow below must be completed before setting up personalized URLs. If a contact does not exist in Cvent, you can still pre-populate contact information from Eloqua and send them invitation links. Creating an Eloqua Contact ID Field Merge You can create a unique field merge to add to your registration URL that will identify registrants coming from Eloqua. To create a field merge: 1. Go to login.eloqua.com and sign in. Make sure to use your event configuration credentials, these are the same credentials you entered on page 7. 2. Go to Assets > Components > Field Merge and click New. 3. Enter the following information to create a field merge: Name: We suggest you use Eloqua Contact ID. Default Value: Leave this field blank. 4. Leave Contact Fields as the Merge From. 5. Select Eloqua Contact ID from the select a contact field. 6. Click Save. 14
Setting Up Your Registration Link 1. In Cvent go to Events > Promotion & Communication > Web > Weblinks. 2. On the Weblinks page, copy the URL under the Registration standard link. 3. In Eloqua, go to Assets > Emails. 4. Click Create an Email or select an existing email. If you are creating a new email, select HTML Email or Design Email. Then select the source template and click Choose. 5. In the white text field, paste the URL from Cvent you copied in step 1. 6. Append?eloquaid= to the end of URL. 7. Click Field Merge. 8. Enter Eloqua Contact ID into the search bar and then select it. The ID will now be attached to the end of the weblink. 9. Complete your invitation and click Save. When you have finished creating your invitation, you will want to send it to all of your invitees. When an invitee from Eloqua clicks the registration link with the field merge added to the end of the URL, they will be taken to the event registration process. They will skip the ID Confirmation page and will be taken directly to the Registration page, which will be pre-populated with the fields mapped on page 10. 15
Running Reports Admin Report Admin > Reporting > View > Reporting You can run a report to see all of the records transferred from Cvent to Eloqua. View Record Reports On the Standard Reports tab, select Account Integration Reports and click Eloqua Record History. Your report will automatically run. By default, it will display records transferred on the current date. You can customize your report by going to Data > Change Report Data. Available Fields Field Grouping Eloqua Request Fields Report Configuration Setting Fields related to contact request sync After running the report, you can export it by going to Actions > Export. You will be able to see which records were successful and which ones failed, including reasons why a record failed to sync. 16
Troubleshooting If the data is not being transferred, try one of the following troubleshooting instructions: 1. Ensure credentials are valid. This can occur when a configuration has not been validated, and therefore the integration points are not working. Log back in with the appropriate username and password and try again. 2. Check if the configuration is active or not. By default, all newly created configurations are active. Configurations may be deactivated, preventing data from transferring. To ensure that a configuration is still active, on the Push API Integrations page, click the name of the configuration you want to edit. Click Edit and make sure active is selected. 17