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Status: Enter the desired campaign status.
Adding Records to Salesforce Events
Captello capture forms allow you to add synced Salesforce records to events, even if they exist in Salesforce.
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This required the fulfillment action to be set up on the form to work. |
To add a lead or a contact to a Salesforce event, follow the steps below:
Navigate to the capture form’s properties and turn on the ‘Check-In to Salesforce Event’ toggle.
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Select your Salesforce account from the drop-down (in case you have multiple accounts), and select one of the following three options:
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Auto Pick: allows you to set timing criteria for automatically selecting Salesforce events to sync with your capture form. For example, you can specify that the event should start or end within a certain timeframe, such as "starting in 60 minutes" or "ending 60 minutes from now." By adding this setting to a capture form template, you can ensure that every form created from the template will automatically sync leads or contacts to Salesforce events that match the specified criteria. This is especially useful for templates intended to sync with ongoing or recurring Salesforce events.
It also gives you the option to further narrow your selection to one event by selecting between:
- Event with most recent start date
- Event with least recent start date
- Event with most recent end date
- Event with least recent end date
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Specific: Allows you to enter an event ID.
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No Action: Takes no action.
Set a Status for the records added to the Event.
The status value has to pre-exist in the event. Otherwise, it will give an error and will not add the record to the event.
Assigning Owner Based on Captello Users
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Create two custom fields inside each object you desire to sync owners to:
Navigate to Setup > Object Manager > Leads AND/OR Contacts and create the following fields:
- A text field, to hold the name of the person who captured the record in Captello. A recommended name for the field is ‘Captello Captured By’.
- A checkbox field, to store a value indicating that the lead/contact has gone through the flow. This guarantees that the owner will not be changed if the same record was captured again by another person.
A recommended name for the field is 'Owner Assigned Using Flow’.
Make sure that your user profile has access to the fields in Field Accessibility settings, so you can use them inside Flows. You can access Field Accessibility by navigating to a field’s page and clicking View Field Accessibility.
Building the Flow
Navigate to Setup > use Quick Search to find Flows.
Click on New to create a new flow.
Select Start From Scratch.
Select Record-Triggered Flow.
On Configure Start, select the Lead or Contact Object.
Select ‘When a record is created’. This is to guarantee that existing records don’t get their owners changed when they get updated.
On Set Entry Conditions, set the following 2 conditions:
- Captello_Captured_By__C [is Null] > {!$GlobalConstant.False}. This is to detect if the field has a value.
- Owner_Assigned_Using_Flow__c [Not Equal] > {!$GlobalConstant.True}. This is to make sure records who already ran through the flow do not get into it again.
The ‘Configure Start’ should look like the following:
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- Owner_Assigned_Using_Flow: Set to {!$GlobalConstant.True}. This guarantees the same record does not go into the flow again.
The update record actions should look like the following:
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