ELOQUA INTEGRATION GUIDE VERSION 2.2 APRIL 2016
DOCUMENT PURPOSE This purpose of this document is to guide clients through the process of integrating Eloqua and the WorkCast Platform and to explain the process used to push data from the WorkCast Platform to Eloqua. DOCUMENT CONTROL Date Requirement Editor Version Approver 19 th October 2015 Chris Stout 0.1 3 rd November 2015 Eloqua API Service Chris Stout 0.2 functionality updated. 12 th November 2015 Updated following Chris Stout 1.0 OTE testing and an internal document review. 5 th January 2016 Added Step Chris Stout 1.1 Number 9 th February 2016 Clarified API Chris Stout 1.2 Credential transfer process. 9 th March 2016 Major update to Chris Stout 2.0 allow custom object and field mappings to be used. Also update all images to match current Eloqua interface. 18 th March 2016 Clarify supported Chris Stout 2.1 Data / Display Types. 5 th April 2016 Corrections and updates following production release of custom mapping functionality. Chris Stout 2.2 WorkCast Eloqua Integration Document v2.2 2
ADDITIONAL DOCUMENT REFERENCES Below is a list of additional optional documents. Title Version Date Author Filename WorkCast Integration 1.0.9 20 th May WorkCast_Data_Capture_Integration_ Data Capture Forms 2015 v109.docx WorkCast Eloqua Integration Document v2.2 3
CONTENTS Document purpose... 2 Document control... 2 Additional document references... 3 Overview... 5 Eloqua Forms... 5 WorkCast Forms & Attendance Data... 5 Eloqua Forms... 6 Forms... 6 Landing Pages and Campaigns... 12 WorkCast Forms & Attendance Data... 13 Eloqua Setup... 13 Setup... 13 Campaign... 14 WorkCast Service Operation... 17 General Service Processing... 17 Client Requirements... 17 Available WorkCast Objects and Fields... 18 Object and Field Mappings... 21 Integration Service Process Flow... 22 WorkCast Eloqua Integration Document v2.2 4
OVERVIEW This document covers the WorkCast Eloqua Integration. It includes details of how pre-event Registration Data can be pushed from Eloqua Forms to the WorkCast Platform and post-event Registration and Attendance Data can be pushed back to the clients Eloqua account. The document is broken down in to the following subsections:- ELOQUA FORMS This section details how event registration data entered on an Eloqua Form can be pushed to the WorkCast Platform. WORKCAST FORMS & ATTENDANCE DATA This section describes how the WorkCast Platform can be configured to push Registration and Attendance Data to Eloqua. This document assumes that version E10 of the Eloqua system is being used by the client. All other versions of Eloqua are not supported by the WorkCast Integration. The sections that follow, which contain instructions on how Eloqua should be configured, are subject to change and are not under the control of the WorkCast Corporation. If you have any trouble with the required configuration of either Eloqua or the WorkCast platform please contact WorkCast Support (support@workcast.com) for advice. WorkCast Eloqua Integration Document v2.2 5
ELOQUA FORMS Standard Eloqua Forms functionality can be used to create Registration Forms that feed both the Eloqua Platform and the WorkCast Platform. The following section describes how to create and configure an Eloqua Form to push data to the WorkCast Data Usher. FORMS 1. Select the Forms option from the Assets Menu and then select Create a Form. WorkCast Eloqua Integration Document v2.2 6
2. Select the Template you wish to use for the Form. This will generate a basic form. Add the following Contact fields to your form by selecting them from the Contact Fields table :- First Name Last Name Email Address WorkCast Eloqua Integration Document v2.2 7
Ensure that these fields are set up to Use a Field Merge :- WorkCast Eloqua Integration Document v2.2 8
3. Also add 3 Hidden Fields (from the Custom Fields list):- wrk_redirectsuccess wrk_redirectfailure wrk_datatype 4. Ensure that each of these fields have the correct HTML Name value:- 5. Use the Pre-Population button (third from the left) on the Hidden Field Properties panel to set a static value for the 3 Hidden Fields. These should be set as follows:- http://view6.workcast.net/registerthanks.aspx http://view6.workcast.net/registerthanks.aspx dcdcfr *Please note that the active option is shown with a light blue background. WorkCast Eloqua Integration Document v2.2 9
Move on to the next screen using the Processing button. 6. Remove any existing Processing Steps by right clicking on them and selecting Remove Step. 7. Add a new Post Data to Server Processing Step. The General Settings should be configured with the following options:- Constant Value Url = http://view6.workcast.net/datausher.aspx?meid=1234&pak=1234567890123456 The meid in the Url should be set to the WorkCast Managed Event Id. The pak in the Url should be set to the pak code of the WorkCast Event. Please note that the view6 address may differ in your organisation depending upon your URL masking configuration. WorkCast Eloqua Integration Document v2.2 10
The Field Mappings should be set as follows:- Source Fields First Name Last Name Email Address Hidden Field Hidden Field 2 Hidden Field 3 Target Fields wrk_standard_firstname_seq01_textbox wrk_standard_lastname_seq02_textbox wrk_standard_email_seq03_textbox wrk_redirectsuccess wrk_redirectfailure wrk_datatype A full set of the standard fields that can be used can be found in the WorkCast Integration Data Capture Forms document. 8. Set the This Processing Step Executes to Always. 9. Add a new Redirect to Web Page Processing Step. This should be configured with the following options:- Send to an External URL Always redirect to the same URL Set this to a Thanks Page URL of your choice. 10. Save the Form with a suitable name. WorkCast Eloqua Integration Document v2.2 11
LANDING PAGES AND CAMPAIGNS 1. Add the Form created above to a Landing Page by clicking on the Form option in the left hand column and then selecting the required Form from the Form Browser List. 2. The Landing Page and the Form can then be tested using the link in the URL(s) field on the top bar. Pressing Submit on the Form will push the Registration Data to WorkCast and add the Registrant to the configured WorkCast Event. You are then free to add the new Landing Page to a Campaign of your choice. WorkCast Eloqua Integration Document v2.2 12
ELOQUA SETUP WORKCAST FORMS & ATTENDANCE DATA The following steps need to be performed in Eloqua in order for the WorkCast Eloqua Service to be able to push Webinar Registration (WorkCast Forms) and Attendance data. SETUP 1. In the Settings -> Setup -> Assets -> External Activities screen please make sure that Webinar exists as an Asset and that it has Registered and Attended as two of the External Activity options. WorkCast Eloqua Integration Document v2.2 13
CAMPAIGN 1. A Campaign needs to be created for each WorkCast Event Session. First create a Campaign using the Blank Campaign Template. Name it with the Webcast Event Session Id by either:- Changing the Untitled Campaign text in the top left corner next to the Draft indicator Selecting the Cog in the top right and then Settings. This will display the screen shown below. Please make sure you save your Landing Page after you have made changes. It is vital that the campaign is named correctly. WorkCast Eloqua Integration Document v2.2 14
2. Next set the Start and End Campaign Reporting Dates from the Settings Activation Tab (see below). WorkCast Eloqua Integration Document v2.2 15
3. And then Activate the Campaign. Eloqua is now correctly configured to accept WorkCast Registrations and Attendance data for that Event Session. WorkCast Eloqua Integration Document v2.2 16
WORKCAST SERVICE OPERATION GENERAL SERVICE PROCESSING The WorkCast Eloqua Integration Service runs at scheduled intervals on one of the WorkCast servers. Registration and Attendance data for all configured accounts and event sessions is retrieved from the WorkCast Data Warehouse database. Live data is shipped to the Data Warehouse on a 15 minute cycle. This in effect means that any new data will be pushed to the clients Eloqua account in under an hour. CLIENT REQUIREMENTS The following client Eloqua credentials are required by WorkCast:- Instance Name User Name Password The WorkCast Integration and Experience Team will provide you with a secure form to set the above details once your account has been configured. WorkCast Eloqua Integration Document v2.2 17
AVAILABLE WORKCAST OBJECTS AND FIELDS The following WorkCast Objects are available to the Integration Service to be pushed to the clients Eloqua account:- Registration Custom Registration Attendance Polls Chat Documentation The following sections list the data fields that can be extracted and sent to Eloqua:- REGISTRATION Registration Context Id (Internal Registration Id) Webcast Event Session Id Webcast Event Session Title Webcast Event Session Date and Time Managed Event Session Id (Alternative Internal Id) Contact Id (WorkCast Internal) First Name Last Name Email Address Phone Number Job Title Company Name Lead From Date Created Is Subscribed? CUSTOM REGISTRATION Any Custom Registration fields that have been used in the Registration Form for the Event Session in question. ATTENDANCE Webcast Event Session Id (One per visit to Auditorium) Webcast Event Media Session Id (One per visit to Auditorium) Attendee Id (WorkCast Internal) Title First Name Surname Job Title Company Name Address Line 1 Address Line 2 Address Line 3 WorkCast Eloqua Integration Document v2.2 18
POLLS CHAT City County Or State Postal Code Country Code Phone Number Email Address Date Attended Segment Descriptions 1 (Description for 1 st 20% time segment) Segment Descriptions 2 (Description for 2 nd 20% time segment) Segment Descriptions 3 (Description for 3 rd 20% time segment) Segment Descriptions 4 (Description for 4 th 20% time segment) Segment Descriptions 5 (Description for 5 th 20% time segment) Segment Values 1 (True or False Value for 1 st 20% time segment) Segment Values 2 (True or False Value for 2 nd 20% time segment) Segment Values 3 (True or False Value for 3 rd 20% time segment) Segment Values 4 (True or False Value for 4 th 20% time segment) Segment Values 5 (True or False Value for 5 th 20% time segment) Time Viewed (Total across event session in Milliseconds) Date Left Referrer Webcast Event Session Id (One per visit to Auditorium) Question Id Webcast Event Session Title Media Title Question Text Question Choices Answer Text Answer Position Question Date Attendee Id (WorkCast Internal) Company Name First Name Surname Job Title Address Line 1 Address Line 2 Address Line 3 City County Or State Postal Code Phone Number Email Address Webcast Event Session Id (One per visit to Auditorium) Webcast Event Viewer Question Id Webcast Event Session Title Media Title WorkCast Eloqua Integration Document v2.2 19
Viewer Email Question Text Question Position Question Date Attendee Id (WorkCast Internal) Company Name First Name Surname Job Title Address Line 1 Address Line 2 Address Line 3 City County Or State Postal Code Phone Number Email Address Answer Text Webcast Event Viewer Question Status Desc Webcast Event Viewer Question Type Desc DOCUMENTATION WorkCast Account Id Webcast Channel Id Webcast Event Session Id Managed Event Id (Alternative Internal Id) Webcast Event Session Title Attendee Id (WorkCast Internal) Email Address Client Ip Browser Type Browser Version Browser Platform Webcast Event Session Id (One per visit to Auditorium) Date Attended Documentation Id Documentation Title Documentation Description Documentation Url Webcast Event Attendee Document Tracking Id NB Please note that not all of the above objects and fields will be populated with data in all cases. WorkCast Eloqua Integration Document v2.2 20
OBJECT AND FIELD MAPPINGS Any of the fields given in the previous sections have to be mapped to target Eloqua Objects and Fields in order for them to be passed to Eloqua. This rule covers all fields including basic standard contact fields such as Email Address, First name and Last Name. Without a mapping the data will not be passed to Eloqua. The Eloqua Integration Service has been designed to be as flexible as possible. It allows clients to declare different sets of object and field mappings for each of their event sessions. Any of the WorkCast fields shown in the previous sections can be mapped to any Eloqua Standard Contact Field, Custom Contact Field or Custom Object Field. A single WorkCast field can be mapped to multiple Eloqua Objects, so for example First Name could be mapped to the standard Contact Object and two other Custom Objects. Numeric, Text and Date/Time target Eloqua data field types are supported. Picklists and Checkboxes are not currently supported. The field mapping information is stored in the WorkCast database. Required Mappings should be sent to WorkCast well in advance of the Event Session in order to allow the required database configuration to take place. WORKCAST SUGGESTED ELOQUA OBJECT SCHEMA WorkCast suggest that Custom Objects are created for Polls, Chat and Documentation data. These should include any fields from the WorkCast objects that the client is interested in. We also suggest that Custom Contact fields are created for every Custom Registration field that the client uses across all of their event sessions. WorkCast Eloqua Integration Document v2.2 21
INTEGRATION SERVICE PROCESS FLOW During each cycle the service performs the following sequence of tasks for each configured client account:- Get the Eloqua Username, Password and Instance Name for this account from the WorkCast database. Load a list of configured Eloqua Objects for this account. Load a list of Custom Registration fields for this account. Login to the Eloqua API Get a list of email filter strings from the WorkCast database. If any new Contact Email addresses contain any of these filter strings then they will not be created in Eloqua. Get all the WorkCast Event Sessions that have been configured to be pushed to Eloqua. For each configured WorkCast Event Session, the service performs the following tasks:- Set the State of this Event Session to Processing in the database. Get the client specified Object and Field Mappings for that Event Session. Get and Process all new Registration Data for that Event Session. Get and Process all new Custom Registration Data for that Event Session. Get and Process all new Attendance Data for that Event Session. Get and Process all new Polls Data for that Event Session. Get and Process all new Chat Data for that Event Session. Get and Process all new Documentation Data for that Event Session. For each record in each of the above blocks of data:- Reject all potential Contacts that contain filter strings in their email addresses. Populate an outbound data structure for each of the client s configured target Eloqua Objects. Push all records for each target Object to the Eloqua API. For Contact Registration & Attendance Record data :- If the Email Address exists as a Contact in Eloqua, update it with any modified Contact fields and add a new Event Registration / Attendance External Activity record. If the Contact does not currently exist in Eloqua, create a new Contact record, populate the Contact fields and add a new Event Session Registration / Attendance External Activity record. If any of the Reads, Updates or Creates in the above 2 steps fail, then add a new Retry record to the WorkCast database. Retry processing is detailed further in the next section. Increment the number of Successful or Failed records. Update the current state of the process for this Event Session in the database to Success or Failed. Communication errors will result in the state being reset to Pending so that the data is retried in a subsequent cycle. Logout from the Eloqua API The WorkCast Service normally extracts data within a 15 minute window, although this can vary depending upon system load factors. WorkCast Eloqua Integration Document v2.2 22