Using the Data Loader to Generate Participant URLs for Virtual Events

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Event organizers responsible for organizing complex, large-scale events may use external tools to help plan an event, then later data load the event information into CRM. When attendees or speakers of virtual events are added to CRM via data loading, participant URLs are automatically generated, enabling organizers to invite attendees to join virtually.

For example, Sarah Jones organizes a large virtual event. After she creates the EM_Event_vod record in CRM, an automated process creates attendees associated with her event, then adds them to CRM via data loading. All of the event’s attendees are automatically assigned participant URLs. Sarah sends her participants their respective URLs via an Approved Email invitation, which her attendees later use to join Sarah’s virtual event.

This feature does not require configuration.

Using the Data Loader to Generate Participant URLs

When EM_Attendee_vod or EM_Event_Speaker_vod records are data loaded into CRM to associate them with a virtual event, a participant URL is automatically generated and stamped onto the Webinar_Participant_URL_vod or Webinar_Panelist_URL_vod fields, respectively.

Attendees and speakers added to an event via data loading do not have to be associated with an existing User, Contact, or Account in CRM.

Using the Provisioning Status Picklist

The Engage_Provisioning_Status_vod picklist on both the EM_Attendee_vod or EM_Event_Speaker_vod objects indicates the status of the Participant URL generation. If the URL generation is successful, the Engage_Provisioning_Status_vod picklist automatically updates to Success_vod.

The Engage_Provisioning_Status_vod picklist also has the following values to help organizers determine any errors that occur during the generation process:

  • Missing_Name_vod – An error occurred due to the record not having a defined first or last name
  • Request_Failed_vod – The server could not generate a Participant URL

To retry an unsuccessful URL generation after addressing any errors, update the Engage_Provisioning_Status_vod picklist to Retry_Request_vod.

If attendees or speakers are deleted or removed from an event via the data loader, their associated Participant URLs are cleared.