ON24 leverages TIBCO Scribe as our iPaaS provider to pass data from ON24 to Salesforce. As a result, your technical resource will receive access to your ON24 TIBCO Scribe account.

After receiving the TIBCO Scribe email invitation your technical resource will need to follow the Tibco Scribe Connector Guide which consists of:

• Creating a new Scribe user account and Logging into Scribe.
  • The Scribe user logging in needs to have create, read, and update permissions for the contact and lead objects. The Marketing User setting needs to be enabled on the Salesforce user profile, which will grant campaign and campaign member permissions.
• Adding a Connection specifically  for your Salesforce instance. The connection may be with your sandbox and/or production org, depending on your preference. 

• Download the attached LEGACY ON24 API Data Salesforce Sales Cloud spreadsheet and start with the Instructions worksheet. This document provides the available fields that may be passed from ON24 to Salesforce.
  • Please work with your Salesforce admin team to configure any potential custom fields within Salesforce directly.
  • Once the API Data document is completed, please send this document back to your Integration Specialist 
• Reminder - If our system doesn't see any activity on a specific token it will be disabled after 60 days. The number of days inactive will reset when it sees activity. You can see the Last Activity date and time by going to Platform Tools > Integrations > API Tokens. Warning notices will be sent for tokens as they approach 60 days without seeing activity.

In Salesforce, navigate to your Setup page to create fields for Campaign and Campaign Members.

Search for Object Manager in the Navigation on the left side of the page. 

In the Object Manager, add the fields you want information on in your Campaign Object and Campaign Member Object.  They will be located within the Object Manager List.

Click on Campaign Object > Fields & Relationships to bring up the Fields & Relationships page.

Click on New to create a new field.

Select Data Type.  This will need to match what is in the spreadsheet for that specific field.  For example, choose Number to set up an Event ID field.

Type out the field label name.  Click outside of the box to generate the field name.  This field will need to be added back to the ON24 Salesforce API Data Spreadsheet so the Integrations team can use it for mapping.  When you're done, click Next. 

Check Marketing User in the Field-Level Security for Profile section.  It should default to checked if the user creating these fields has this in their permissions.  Click Next.

If you have more fields to set up, click Save & New, then repeat the process above.  If you are done setting up fields, click Save.

Repeat these steps for Campaign Member Object (Registrant and Attendee Data).

• State Field Guidelines - ON24’s registration page includes a “state” field for USA and Canadian registrants. The state/province is spelled out (i.e., California, Florida, etc.). If your Salesforce org is setup to support 2 digits (i.e., CA, FL, etc.), then you will need to log into Webcast Elite, go to the event, add a custom field in the registration page, add a drop-down type field, and manually enter the 2 digits per state in the Choice 1, 2, 3, etc. fields. If you would like assistance with this, please contact your Customer Success Manager to explore a Professional Service team consultation engagement.
• Country State Field Validation - Remove the Country State validation in the lead object under validation rules in Salesforce. Unfortunately, Scribe has issues putting the State and Country in the correct order, which is supposed to be Country first and then State next. If you are unable to remove the Country State validation, then setup an integration user in Salesforce if one is not provided to bypass the validation rule. Follow the instructions here.

• If you plan to use the ON24 registration form and want to create a lead from the registrant, then your Webcast Elite event’s registration form must include the required fields Email, Last Name, and Company. Inform your Integration Specialist if a workaround is needed.

• If your Email Opt-In field is a text field, provide your Integration Specialist with the API values (i.e., yes/no, true/false, etc.). If you are not familiar with the difference between an API and label value, then please contact your administrator.
• Let your Integration Specialist know if you want ON24 to create the campaign member status (i.e., registered, attended, attended on-demand).

Once the spreadsheet has been filled out with all the Field Names, this document will need to be sent to the ON24 Integrations team. Note: You will most likely already have a case with this team you will want to reply to them in this case. 

After the spreadsheet has been sent the integrations team will map these fields within your Scribe org. This process can take a few days to complete pending any errors they come across, they will communicate to you if you need to make any changes on your end in order to get these errors fixed. 

Once the mapping is complete, we will want to test the integration to make sure all the connections are working properly and that the fields match up to what your company is expecting.

In order for the test to be completed, your team will need to create a campaign in Salesforce and during the creation process in make sure to add the event ID the integrations team provides you in your ON24 Event ID field. Note that the commas will be displayed as this is a number field and this is expected behavior and that this Event ID will be one ON24 has created with dummy data specifically used for testing.

Save the campaign then let ON24 know that the Campaign has been created. ON24 will then push the test data over to your Salesforce Campaign, to populate the fields you have created and create campaign members for that campaign. 

Check the data that was pushed over by clicking on the Campaign name.

To see the details of the Campaign and Event data, click on the Details section.  

To see the Campaign Member Details (Registrant and Attendee) you will want to be on the Related Tab and scroll to Campaign Members. Then click View All.  

This will provide a table of your Campaign Members.  

To get further detail for each Registrant or Attendee, click on their name.  This allows you to see details for this Lead/Contact as it pertains to this specific Event, depending on the fields that were created and mapped.

For example on the attendee data if they attended it live or on demand, how long they watched the webinar for (minutes) and if they answered any polls during the webinar.  

After you have checked to make sure everything has gone through with the test data, test the integration with one of your previous webinars to see how your data will be processed and sent over. Note that if you are a new client this step will not be able to be complete as you won’t have any previous events to select. 

•  You will need to select a previous ON24 event and provide the integrations team with that event ID. You will also need to make sure a campaign has been created with that event ID in your ON24 Event ID field as noted previously in step 4B.
• Once that has been provided ON24 will change the connections within your Scribe org and then push the data. They will let you know when this has been completed. 
• Once completed you will want to check your records. 

Once everything is good from the tests we will have one final step in order to make the integration go live and that will be to have it run on a schedule. The options for running your integration can be anywhere from every hour to once a day. This will depend on limits your company may have for API calls and how often you want your data to be updated. Most clients choose to have their integration run every 2 hours. You will need to provide the integrations team with this schedule. After that has been set up your integration will be live.  
 
In order for the integration to keep running smoothly you will need to make sure you create a campaign for each event that you have within ON24 as this is a 1-to-1 relationship. If a campaign is not created the data will not pass over.