It’s in Global Actions that you will build the foundation of what your Salesforce integration profile will look like. This includes connecting your Salesforce account to Splash and then determining how you’d like the information to sync between the systems.
1. Start by inputting your Salesforce Credentials
This includes your username, password, and security token. If you are connecting a Salesforce Sandbox instance, make sure you indicate that by using the checkbox.
Note: The Salesforce credentials you input must be an Admin account with the Marketing Profile setting turned on.
Pro tip: Salesforce admin credentials are often set to expire regularly. When this occurs, it would disable the integration until the credentials are updated. Here's how to disable password expirations in your Salesforce System Admin system.
2. The next four questions will determine the records that will be created in Salesforce — and when:
A new contact in Splash will create a…
What this means: If the email of an invitee or RSVP in Splash does not match one that is currently in your Salesforce instance, then Salesforce will create a new Lead or Contact.
Create a new campaign on event registration…
What this means: The vast majority of users associate their Splash event with a campaign in Salesforce. Activating this options allows you to automate the creation of campaigns, setting the table for you to associate the campaign with Leads, Contacts (Campaign Members), and their real time statuses.
Note: Every user's process in Salesforce is a little different. If you do not use the Campaign Object, simply choose "No" and continue setup!
Create a new campaign on any attendee action…
What this means: Sometimes, our users create test event pages or Splash landing pages that aren’t designed for capturing responses. By triggering the creation of a campaign on attendee action, it ensures you’re not creating unnecessary campaign records in Salesforce.
In other words, it won't be until a guest registers for your event that the campaign will be generated.
Note: Once enabled, this setting will apply to attendee actions for your existing events as well as future events.
Create new campaign member?
What this means: Activating this feature makes it so that any guest associated with or interacts with your Splash event will be associated with the campaign in Salesforce. You can also sync Campaign Member statuses to your Splash Guest List, but those will be setup a bit later on.
3. The next settings allow you to prevent the creation of duplicate Salesforce records for Leads or Contacts.
Note:By default, the integration is set use email address as the Lead or Contact’s unique identifier, which just so happens to be a required RSVP field in Splash. If desired, you can use the below settings to map the Contact/Lead lookup conditions to other fields, although the use of email address is pretty standard.
Helpful Resource: If and when you’re mapping Splash responses to Salesforce fields, you’ll need to know the exact name of the latter. Check out this helpful wiki on how to find those field names.
4. Splash can also create Salesforce Opportunities upon the purchase of a ticket, making this a beloved feature for NPOs and Conference organizers.
Opportunity names can be custom generated and you can even automate the creation of the opportunity’s Stage (i.e. Closed-Won).
Note: All Leads or Contacts that resulted from your event’s ticket sales will also automatically be associated with the opportunity in Salesforce.
Note: If you use "RSVP tickets" as a way to run multi-session events in Splash, it's common to select "No" for creating opportunities when a free ticket is purchased.
5. Finally, you are able to map the Salesforce Account Name field of Contacts (NOT Leads) to the Company name associated with a Splash RSVP. We can also set what’s called an Account Fallback.
What this means: Here is where you can set the rules for how to manage new Accounts.
In other words, if the company name submitted in the RSVP of a new contact is an exact match of an existing Account in Salesforce, THEN the contact will be associated with that Account.
By setting an Account Fallback, if the company name submitted for a new contact is NOT an exact match of an existing Salesforce account, THEN the contact will get the Account Fallback (i.e. No_Account).
This allows you to easily find and classify all your Salesforce Contacts without an existing account, which, to many, is preferable to having duplicate or erroneously created accounts (i.e. GE and General Electric).
Important: In order for the Account Fallback to work, you must create an actual Account record for it in Salesforce.
Think of an Account Fallback acts as a new Contact's holding Account.
A process can be implemented by your team to review the Contacts associated with your Account Fallback and either add them to an existing Account (this is only applicable when Splash doesn't find an exact match to an existing Account) or create a new Account.
Pro Tip: Make sure you map the Splash Company to a Custom Field in the Salesforce Contact record (e.g. "Splash Company") so you can use that information to assign the Contact to an Account.
Important Note: Splash will always create a new lead/contact in Salesforce every time a net-new guest is added to your Splash organization unless you have the integration set up to "only update existing objects."
Below are common scenarios where you may see "orphaned" Lead or Contact objects enter your Salesforce instance via Splash:
- When a contact is added using the Contact Manager: a net-new guest in Splash creates/updates a lead/contact record in Salesforce.
- When there is no campaign ID on an event: a net-new guest in Splash creates/updates a lead/contact record in Salesforce.
- When there is a campaign ID on an event: a net-new guest in Splash creates/updates a campaign member along with a lead/contact record in Salesforce.
Continue on - Mapping Salesforce Fields to Splash fields