Updating Prospect Activity with Form Handlers
For users interested in using external tools for their forms, Salesforce Pardot offers Form Handlers to map and integrate the data from those tools.
In this guide, we will show how the Pardot form handlers can be used to track the attendee status of prospects. We will do this by creating form handlers in Pardot for the statuses of interest. Then we'll use the Splash Form Handler Integration, configuring it to call these form handlers when guests take the relevant actions. This way, if a guest RSVPs to an event, the prospect entry in Pardot is updated with that information.
The best practice is to set these integrations up at the theme or event level, though they can also be created at the organization level.
To see this process in action, check out this video:
Configuring the RSVP Yes Form Handler
Before working in Splash, Pardot must be properly set up. Doing this involves creating two Form Handlers.
1. Click on Marketing in the nav bar. Mouse over Forms, and then select Form Handlers.
2. Select the +Add Form Handler button.
3. This opens the page to configure the form handler. This first form handler will be for RSVP Yes activities.
4. Give it a relevant name. This guide will name it “Splash RSVP Yes Form Handler.”
Note: For more information on how to use Pardot, refer to their documentation here.
5. You can alter the folder of the form handler, but it should be fine in its default location.
6. Next, you need to specify a campaign for the form handler. Choose a campaign in your instance that is safe for testing purposes.
7. You are free to further configure the options on the form, but for the purposes of Splash, this is all that is needed. You can choose “Create Form Handler.”
Note: Pardot will always necessitate an email field so that it may associate submissions to prospects. It will create this field by default in the form handler, and it must be mapped in the Splash configuration.
8. Once the form has been created, be sure to copy the Endpoint URL and save it somewhere. It will be needed later.
Note: Make sure you choose the HTTPS version of the endpoint, as Pardot with default to HTTP.
Configuring the Check In Form Handler
The second form handler will be for Check In activities.
1. To save time, in the top right of the RSVP Yes form handler, find the dropdown menu and click Copy.
2. This duplicates the form handler. Here all you need to do is to change the name to reflect its use, such as “Splash Check In Form Handler.”
3. Once you’ve clicked Create Form Handler, be sure to copy the Endpoint URL and store it for later, the same as the previous form handler.
Creating a Sample Event
With Pardot configured we can now turn our attention to Splash. This integration will be at the event level rather than the organization level. This necessitates first creating an event. Alternately, if you would like to use the event you already created in the previous section, feel free to skip to the next section, “Event Level Integrations.”
1. Starting from your Events Dashboard, click on the Create Event button.
2. This opens the New Event form. For this guide, sample information is used.
3. Next, choose a theme from those presented.
RSVP Yes Configuration / Creating an Event-Level Integration
After your event has been created, access it by clicking on it, and then click into the Settings tab.
Then click on the Integrations tab.
From this tab you can configure event-level integrations. For this guide, we will create two: one for RSVPs and another for check-ins, matching the form handlers we created in Pardot.
1. Click on New Integration.
2. Choose the Pardot Form Handler integration from the list.
3. Similarly to last time, give the integration a name. This guide uses “RSVP Yes to Pardot Form Handler.”
4. Choose Attendee as the trigger.
5. Choose RSVP Yes as the action that will activate the configuration.
6. The Form handler URI is the URI you saved earlier in the Form Handler configuration page in Pardot. Simply paste that into this field.
7. For Form Handler Integrations, the only field that is generally mapped is the email field, which is critical to Pardot’s Prospect records.
From the Splash Object dropdown, choose Contact.
8. Next to that in the Splash Field dropdown, pick Email.
9. The remote field is going to be “email”
Note: This field is case sensitive, so be sure that it matches Pardot’s name for the field exactly!
10. Finally, be sure to turn the configuration on and save it.
Check-In Configuration / Duplicating a Configuration
The second integration created in this guide is for Check Ins. To save time, rather than create the entire configuration again from scratch, you can duplicate the one you’ve made already and modify it.
1. First, open the options menu for the existing config.
2. Then, choose Duplicate.
3. This will create an exact replica of the first config that you can alter to your needs. For this new config you only need to change two things:
a. First, alter the name. This guide is using the name “Check In to Pardot Form Handler."
b. Next, paste the second “Form Handler URI” from the Pardot Form Handler you created for Check Ins.
4. The mapped fields and trigger can all remain the same. Just be sure to turn this config on as well, and save it.
Simulate Guest Activity
To test this config, you will need to simulate a guest RSVP and then a guest Check In. Here's how:
1. Click on “View As Guest” in the sidebar, the same as before.
2. You can then select RSVP.
3. Fill out the form with more sample guest information.
Note: If you would like to reuse the last prospect / guest, you can delete them from the event and resubmit their RSVP.
4. Now that the guest has submitted an RSVP, the next step is to simulate the check in. Do this by returning to the Splash page and choosing Guests.
5. This page contains a list of all of the guests who have submitted an RSVP. You can check one of them in by clicking on that guest’s record to open up the details.
6. The options dialog this opens up contains a Status dropdown. From this dropdown, select Checked In.
7. Another dialog will open asking if you are sure you want to do this. Click Confirm.
You can check if the config fired properly by returning to the event-level integration configurations.
Click on either of the integrations you created, and scroll to the bottom. There, click on “Activity Log.”
Note: To get back to this screen, click on Forms in the Splash page and then choose the integrations tab.
In this log, you should see an entry for the recent activity.
Note: Sometimes the request queue can get backlogged. It may take a few minutes for the integration to fire.
Clicking on that log entry and viewing the raw HTTP request, you can see the successful status code.
Verifying in Pardot
Now to check if this worked properly in Pardot!
1. In your instance of Pardot, use the search bar at the top to look for your contact’s name or email and open the result.
2. This page is their prospect entry in Pardot, with all of their info. To the right is a list of their activities. In this list you can see Form Handlers for both the RSVP Yes and the Check In.
Finally, to create new campaigns in Pardot as events are created in Splash, check out Salesforce Pardot Campaigns.