Event Questions
Overview
This article provides a comprehensive guide on how to sync event questions and answers from Cvent to Salesforce, enabling better automation of sales and marketing activities. The article covers the process of enabling the feature, configuring settings in Cvent and Salesforce, and highlights the limitations and supported question types. Additionally, it provides a reference table to show the compatibility between Cvent question types and Salesforce field types, and offers troubleshooting tips to address any errors that may occur during the syncing process.
Event Questions#
Each event in Cvent has a set of questions that can store additional information and preferences for an attendee. You can use question tags to group questions into one reporting category across events. For questions using the same question tag, you can also configure the Cvent Salesforce App to pull answers to these questions into a single field of an attendee record. This approach will help keep relevant information in the same attendee-level field to build cross-event reports and better automate your sales and marketing activities.
Once a question syncs to an attendee field, the Cvent Salesforce App can also use it to create tasks and opportunities, and it will also be available in the campaign member record.
Enabling the Feature#
Enable event questions if you want to retrieve registration questions from Cvent and map them to attendee fields in Salesforce. To do so, go to Setup > Visualforce Pages and click the preview button for App Configuration Page. Enable "Sync Event Questions" feature toggle.
You need to authorize the Salesforce Metadata API to enable this feature.
Configuration in Cvent#
To sync the event question and answers to Salesforce, follow these steps:
- You'll need a Cvent user to add a question tag to the relevant questions.
- Event question syncing is turned on at the event level. This can be done by navigating to the event, then in the left-hand navigation selecting Integrations and the Cvent Salesforce App.
- Navigate to the Sync Settings tab and click Edit. Set sync attendee answers to Yes. Click Save.
Limitations#
- A max of 200 question tags can sync to the Cvent Salesforce App.
- Question responses sync when attendee data syncs.
- Responses sync only for questions that have questions tags associated.
- The following event and question types are supported:
- Registration Questions
- Internal Information
- Cancellation Form
- Decline Form
- Question type limitations
- Internal Information questions defined in Admin > Events > Internal Information are not supported.
- Matrix-type questions are not supported/recommended.
- File upload type: Syncs only file name, not the link.
Configuration in Salesforce#
Login to Salesforce and go to Cvent Admin > Attendee Fields tab. Set up mapping between the question tags created in Cvent and the attendee fields in Salesforce within the Event Questions section.
Select an existing attendee field, or create a new one and then map it to a Cvent question tag. Newly created fields will be Text fields.
The following reference table shows which event question types are compatible with which Salesforce field types:
Cvent Question Type | Cvent Answer Format | Compatible Salesforce Field Types (recommended marked *) |
---|---|---|
Choice | Single Answer | Text, Picklist* |
Multiple Anser | Text, Picklist (multi-select)* | |
Text | Text Field | Text*, Text Area |
Comment Box | Text, Text Area* | |
Phone Number | Text, Text Area, Phone* | |
Email Address | Text, Text Area, Email* | |
Number | Number | Text, Number* |
Currency | Text, Number* | |
Decimal | Text, Number* | |
Date & Time | Date & Time | Text, Date/Time* |
Date | Text, Date* | |
Consent | Text*, Text Area | |
File Upload | Text (file name)* |
Once configuration is completed, the Cvent Salesforce App will automatically pull event question answers for every attendee data sync and save them in attendee records according to the configuration.
Make sure to update the attendee layout to expose the fields you mapped.
Troubleshooting#
If any errors happen when answers are converted to the Salesforce field type, they are logged in the corresponding Attendee Temp Record. Answer conversion errors don’t affect attendee record creation itself, so you won’t lose participation info due to incorrect event question configuration.