Overview
The exhibitor portal can give exhibitors the option to integrate their HubSpot, Marketo, Salesforce or Microsoft Dynamics account to sync prospects from their capture forms.
This guide walks through purchasing connectors and setting them up to sync captured prospects.
Purchasing a Connector
For the connectors to be available, they have to be made available by the event organizer.
To purchase a connector from the exhibitor portal, follow the steps below:
Navigate to ‘Orders > New Order’ and scroll down to ‘Connectors’.
Add the desired connector to the cart and proceed to checkout.
Click ‘Place Your Order’.
Your order is now complete!
Navigate to ‘My Services’ to view the newly added connector.
Configuring the Connectors
HubSpot
Connecting your HubSpot Account
From the ‘My Services' page, click on ‘Details’ of the HubSpot connector.
Click ‘Add Account’.
Sign in to your HubSpot account.
Choose your account and click ‘Choose Account'.
Agree to the terms and click the check mark button.
Your HubSpot account is now connected! Your form will now sync all submitted prospects to HubSpot.
Mapping Fields
Click ‘Field Mapping’ to map Captello fields to HubSpot fields.
By default, all contact fields are mapped. You can further map submission metadata, such as ‘Captured by’ to sync the name of the user who captured the lead.
To add a new field mapping, click one of the plus buttons, select Captello and HubSpot fields and click ‘Save’.
Note that only standard contact fields and metadata fields are available for mapping.
Update Existing Toggle
The 'Update Existing' toggle allows syncing prospects that already exist in your HubSpot account, updating the records. If this toggle is turned off, existing prospects will not be synced.
Logs
To view your sync logs, click on the ‘Logs’ button.
It will display successful leads along with their success status, and in cases where a lead fails to sync, it will highlight the error that caused the failure.
Disconnecting your HubSpot Account
To disconnect your HubSpot account, click the ‘Revoke' button, then confirm the disconnection on the
pop-up prompt.
Marketo
Connecting your Marketo Account
Enter your Client ID and Client secret (from a custom launch point), and your Identity URL & REST endpoint URL (from Integration > Web Services > REST API).
The API user for the custom launch point must have the following permissions:
Read Only Person: This is for Captello to retrieve metadata for lead fields.
Execute Campaign: This is for Captello to use the API to trigger a campaign with a specified campaign ID.
Read-Write Person: This is used to create and update leads inside Marketo.
Read-Write Custom Objects: This is used to update custom objects in Marketo.
Your account is now connected and your form will start sending captured prospects to Marketo.
Update Records Toggle
The 'Update Records' toggle allows you to update records if you already exists in Marketo.
Syncing to Marketo Campaigns
To sync to a Marketo campaign, enter the campaign ID in the ‘Campaign ID’ textbox
To sync to a Marketo campaign, it must:
Be a trigger campaign (which also means it cannot be executable).
Has the trigger ‘Campaign Requested’.
Be activated.
Mapping Fields
Note that only standard contact fields and metadata fields are available for mapping.
By default, all contact fields are mapped. You can further map submission metadata, such as ‘Captured by’ to sync the name of the user who captured the lead.
To add a new field mapping, click one of the plus buttons, select Captello and HubSpot fields and click ‘Save’.
Logs
To view your sync logs, click on the ‘Logs’ button.
It will show successful leads with a success status, and if a lead fails to sync, it will show the error that caused it to fail.
Disconnecting your Marketo Account
To disconnect your Marketo account, click the ‘Revoke’ button, then click ‘Yes’ on the pop-up prompt.
Salesforce
Connecting your Salesforce Account
Click ‘Add Account’.
Sign in to your Salesforce account.
Login with a user that has access to:
The lead object, with read and write access to all the fields that you are syncing to.
The contact object, with read and write access to all the fields that you are syncing to.
All the campaigns that you desire to add leads/contacts to
Account object with read and write access to all the fields that you are going to sync to.
Field Mapping
The connector gives you the option to map lead fields, contact fields and account fields. To map any of the objects, click the corresponding mapping button.
By default, only some Captello contact fields are mapped for Salesforce leads and contacts, while the Captello field ‘Company’ is mapped to ‘Account Name’ for accounts. You can further map the rest of contact fields that exist on your capture form. You can also map submission metadata, such as ‘Captured by’ to sync the name of the user who captured the lead.
To map more fields, click the plus button, select the fields and click ‘Save’.
Sync Settings
Sync settings allow you to choose what happens when you sync a record from Captello, for example you can sync it as a lead or as a contact, you can send them to a campaign, you also choose what to do in case of duplicates.
Duplicate Check
Duplicate check: allows you to select to duplicate check leads, contacts, or both (if both, you must select a sequence, either 'Leads then Contacts' or 'Contacts then Leads'.
If duplicate check is ‘No duplicate check’, it will not check for duplicates at all, and will create records regardless (given you have set up the next action to create the record).
When a duplicate action is chosen, another setting appears, ‘Check duplicates by’.
This allows you to choose between the following:
Email only: Checks duplicates using only email.
Email or Name: Checks duplicates by emails first and then by names.
Duplicate Action
The duplicate action lets you choose what happens when you a duplicates are found. You can select one of the following options that apply when multiple duplicates are found.
Update most recently created record
Update most recently updated record
Update least recently created record
Update least recently updated record
Create Record Action
Allows you to choose between creating a lead, a contact, or not creating a record at all.
If creating a lead/contact is chosen, it will not create a record if a duplicate is found and updated according to the duplicate action selected above. However, if the duplicate check is disabled, a record will be created.
When creating a lead/contact is selected, the following settings will appear:
Use SFDC Auto Assignment Rules: When enabled, Salesforce auto assignment rules will be used to assign the owner of the record on Salesforce.
Default Owner ID: Used to assign leads to a specific owner when auto assignment rules are not used.
When creating a contact is selected, the following setting will appear:
Account action: Allows you to choose what happens to the contact in relation to the account when syncing a contact. The following options are available:
Assign to most recently created account (if existing).
Assign to most recently updated account (if existing).
Assign to least recently updated account (if existing).
Assign to least recently created account (if existing).
Always create a new account.
Campaign Action
The campaign action allows you to add leads/contacts to campaigns. The following options are available:
Add to Campaign (no action if existing): adds the record to the campaign and does not take an action if the record is already in the campaign.
Add to Campaign (or update status): Add to campaign, and update the status if the record already exists in the campaign.
Campaign ID: Enter the campaign ID of the campaign you desire to add the record to.
Status: Enter the desired campaign status.
Your Salesforce account is now configured, and submitted prospects will start getting synced to your Salesforce account.
Logs
To view your sync logs, click on the ‘Logs’ button.
It will show successful leads with a success status, and if a lead fails to sync, it will show the error that caused it to fail.
Disconnecting your Salesforce Account
To disconnect your account, click the ‘Revoke’ button, then click ‘Yes’ on the pop-up prompt.
Microsoft Dynamics
Connecting your Microsoft Dynamics Account
Enter your Client ID, Client secret, Tenant ID and Server URL.
For information on how to acquire these credentials, refer to the video below:
https://vimeo.com/816216181/b5132b33ef
Once your account is connected, you can go ahead and set up field mapping and sync settings.
Field Mapping
The connector gives you the options to map both contact and account fields, to map fields, click on the corresponding field mapping button.
By default, only some Captello contact fields are mapped to MSD contacts, while the Captello field ‘Company’ is mapped to ‘Account Name’ for accounts. You can further map the rest of contact fields that exist on your capture form. You can also map submission metadata, such as ‘Captured by’ to sync the name of the user who captured the lead.
To map more fields, click the plus button, select the fields and click ‘Save’.
Sync Settings
Sync settings allow you to choose what happens when a record is submitted, such as what happens if a duplicate is found, and what to do about accounts.
Duplicate Check
Duplicate check allows you to select between not checking duplicates or checking contact duplicates.
If ‘No duplicate check’ is selected, a record will be created regardless of duplicates (given that the next action is to create a contact record).
Check duplicates by: allows you to check duplicates either by email only, or by ‘email or name’.
Email only: Checks duplicates using only email.
Email or Name: Checks duplicates by emails first and then by names.
Duplicate action: allows you to select what happens when duplicates are found (including if multiple duplicates are found). The available options are:
Update most recently created record
Update most recently updated record
Update least recently created record
Update least recently updated record
Create Record Action and Account Action
Create record action: allows you to choose between creating a contact and not creating a record.
If creating a contact is chosen, it will not create a record if a duplicate is found and updated according to the duplicate action selected above. However, if the duplicate check is disabled, a record will be created.
Account action: lets you choose what action is taken in relation to accounts when a contact is synced. The available options are:
Assign to most recently created account (if existing).
Assign to most recently updated account (if existing).
Assign to least recently updated account (if existing).
Assign to least recently created account (if existing).
Always create a new account.
Logs
To view your sync logs, click on the ‘Logs’ button.
It will display successful leads along with their success status, and in cases where a lead fails to sync, it will highlight the error that caused the failure.
Disconnecting your Microsoft Dynamics Account
To disconnect your account, click the ‘Revoke’ button, then click ‘Yes’ on the pop-up prompt.
