Tasks and Opportunities
Overview
This article provides a detailed guide on how to enable and set up the task and opportunity creation features in the Cvent Salesforce App. These features allow users to automatically assign tasks and create opportunities for sales representatives to follow up with event attendees and new prospects based on attendee and event criteria. The article explains how to enable these features, set up task and opportunity configurations, use tags in configurations, and provides additional information on field deprecations and version updates. By following this guide, users can streamline their sales process and maintain accurate and up-to-date information in Salesforce.
Tasks and Opportunities#
You can have tasks and opportunities automatically created based on the attendee, attendee activity, and event criteria. Assign tasks for your sales users to follow up with attendees when they register for or attend an event. You can also have opportunities created for your new prospects using similar criteria.
Enabling Features#
To enable this feature, you must have the correct permissions. You'll also need Cvent - Custom Fields Permissions permission set assigned.
To enable these features, go to Setup > Visualforce Pages and click the Preview button for the App Configuration Page. Toggle on the "Create Tasks" or "Create Opportunities" features. You must also authorize the Salesforce Metadata API
Notes:
- Disabling the feature will stop new Tasks/Opportunities creation, but existing data remains unaffected and stays in Salesforce.
- Custom fields linking Tasks and Opportunities to corresponding Events and Attendees won't be deleted automatically. To remove them manually, use the Object Manager.
Setup Task/Opportunity Creation#
To set this up, follow this process:
- In Salesforce, go to Cvent Admin > Tasks & Opportunities.
- Click Add Task Configuration or Add Opportunity Configuration.
- If Attendee Activities feature is enabled, you can select if Tasks are triggered by Attendee or Attendee Activities data. Refer to Cvent Attendee Activities for more information.
- Add up to three criteria for when a task or opportunity should be created for an attendee. The criteria can be defined based on Event fields or Attendee status.
- Select at least one “Apply if Cvent contact has” setting and fill out the remaining details.
- Click Save. This will take you back to the Tasks and Opportunities tab.
To enable a newly created configuration, select the checkbox next to the configurations and click Activate.
Once the configurations are applied, you will see tasks and opportunities created as attendees begin to meet the conditions you have specified. The relationship with the corresponding event and attendees established for the newly created task and opportunity records. The following logic is applied every time an attendee record is created or updated.
- For each new attendee, your task/opportunity criteria is evaluated and new task/opportunity is created if the criteria is met and the single/multiple/no match criteria is satisfied.
- For an updated attendee, the logic differs for task and opportunity configuration.
Task Configuration#
A new task is created if the value of any field specified in the configuration criteria is changed on the attendee record, and the single/multiple/no match criteria are satisfied.
Opportunity Configuration#
The App evaluates the opportunity configuration based on the following conditions.
Opportunity Update Selection#
The App first checks if an opportunity update has been selected in the configuration settings.
- Update Selected: The App proceeds with the following steps:
- Verify if an opportunity has been previously created for this configuration and attendee.
- If an opportunity has been created, the App checks for any changes in the attendee field used as a tag in the configuration. If changes are detected, the existing opportunity is updated accordingly.
- If an opportunity has not been created, the App evaluates the value of the configuration criteria fields for the attendee record, along with the single/multiple/no match criteria. If these conditions are satisfied, a new opportunity is created, which can be updated in the future.
- Verify if an opportunity has been previously created for this configuration and attendee.
- Update Not Selected: The App performs the following steps:
- Check if the value of any field specified in the configuration criteria has changed on the attendee record.
- Verify if the single/multiple/no match criteria are satisfied.
- If both conditions are met, a new opportunity is created.
The opportunity configuration logic ensures that opportunities are created or updated based on the specified criteria and the changes made to the attendee records. This helps in maintaining accurate and up-to-date information in Salesforce.
During the invitation, registration and nomination workflows, attendee status can be updated, which triggers the creation of tasks and opportunities. Hence, ensure that the Cvent-Sales users have the object and field permissions mentioned above.
Tasks and Opportunities can also be triggered when event and attendee data sync happens. In this case, the user who sets up the Data Refresh Frequency or performs Attendee Sync should have the corresponding object and field permissions.
Opportunities can’t be created for leads. If a lead matches any of the conditions you’ve specified, the opportunity will not be created. Add Сvent Event and Attendee fields to Task and Opportunity layouts. This will allow users to see what Attendee/Event this Task or Opportunity has been created for. Refer to the Reporting page.
Opportunities and Version 6.3#
Opportunities created in package version 6.3 and below can never be updated. New opportunities will be created using the flow described above. Only those opportunities, which were created in package version 6.4 and above, can be updated.
Use Tags in Tasks & Opportunities configurations#
Go to Cvent Admin > Tasks & Opportunities. Create a new or edit an existing task configuration. Tags can be added to the “Subject” and “Description” fields by clicking the tag icon.
Go to Cvent Admin > Tasks & Opportunities. Create a new or edit an existing opportunity configuration. Tags can be added to the “Name”, “Description”, and “Amount” fields by clicking the tag icon.
To add a tag, click the Tag icon and select desired object. Select a desired field and click Save.
You can add multiple tags to the same field. Note: Only one tag is allowed for the “Opportunity Amount” field. You can use tags along with plain text.
You can type tags manually, avoiding the tag selector modal, but we highly recommend to not go this route in order to avoid runtime errors. You can use Attendee, Cvent Contact, and Cvent Event data for a tag.
Fields deprecations in 7.0 and below#
Custom fields on both Task and Opportunity objects belonging to the managed package have been deprecated in package version 7.0 to avoid consuming custom fields allocation limits for unused features.
To remove deprecated custom fields after package upgrade, disable the corresponding feature toggle, and delete "CventEventsAttendeec", "CventEventsEventc", and "CventEventsEventTitlec" fields from Task/Opportunity object in Setup > Object Manager.
Field deletion might not be available in Salesforce Lightning experience; switch to Salesforce Classic to delete deprecated fields.
Deprecated fields remain fully functional for those using Task/Opportunity features; existing data stays unaffected during package upgrade.
New package installations don't include these out-of-the-box fields. Custom fields for linking Tasks and Opportunities to corresponding Events and Attendees are created automatically in the subscriber namespace upon enabling the feature toggles. Ensure the "Cvent – Custom Fields Permissions" set is assigned.