Configuring the Cvent Integration with Events Management
Integrating Cvent with Events Management requires three different roles:
- Events Management administrator – Creates and manages all mapping records between Cvent and CRM
- Integration user – Credentials used to pass information from Cvent into CRM and vice versa
- Events Management end user – Submits Meeting Requests in Cvent using Events Management
Prerequisites
- Cvent Instances must be enabled and configured with access to the Cvent Rest API
- A Cvent Developer App must be created and configured (Contact Cvent for Assistance)
- Events Management must be fully enabled
Configuring Admins for the Cvent Integration
The EM Admin configures and administers the integration and needs the following configuration in CRM:
-
Grant admins access to the following tabs:
- Cvent_Administration_vod
- Cvent_Instance_vod
- Cvent_Form_Mapping_vod
- Cvent_Object_Mapping_vod
- Cvent_Request_Form_vod
- Cvent_Field_Mapping_vod
- Cvent_Value_Mapping_vod
- Grant all users access to the Cvent_Administration_vod Visualforce Page.
-
Grant admins the following permissions:
Object
OLS
Record Types
Fields
FLS
Cvent_Instance_vod
CRUD
Cvent_Instance_vod
- Name
- Cvent_Client_ID_vod
Edit
Cvent_Form_Mapping_vod
CRUD
Cvent_Form_Mapping_vod
- Name
- Event_Configuration_vod
- Event_Configuration_Country_vod
- Attendee_Sync_Status_vod
- Speaker_Sync_Status_vod
- Cvent_Instance_vod
- Cvent_Request_Form_vod
- External_ID_vod
Edit
Cvent_Object_Mapping_vod
CRUD
Cvent_Object_Mapping_vod
- Name
- Cvent_Object_Name_vod
- Salesforce_Object_Name_vod
- Cvent_Instance_vod
- External_ID_API_Name_vod
- Unique_Key_vod
Edit
Cvent_Request_Form_vod
CRUD
Cvent_Request_Form_vod
- Name
- Cvent_Request_Form_Name_vod
- Cvent_Request_Form_ID_vod
- Cvent_Instance_vod
Edit
Cvent_Field_Mapping_vod
CRUD
Form_Mapping_vod
Object_Mapping_vod
- Name
Cvent_Request_Form_vod - Cvent_Object_Mapping_vod
- Cvent_Field_vod
- Cvent_Field_ID_vod
- Salesforce_Field_API_Name_vod
- Sync_Direction_vod
- External_ID_vod
Edit
Cvent_Value_Mapping_vod
CRUD
Cvent_Value_Mapping_vod
- Name
- Cvent_Field_Mapping_vod
- Cvent_Value_vod
- Salesforce_Value_vod
- External_ID_vod
Edit
Configuring Cvent Integration Users
-
Grant Cvent integration users the following permissions in CRM:
Object
OLS
Record Types
Fields
FLS
EM_Event_vod
RU
All record types used in the integration
- All Mapped Fields
- Last_Sync_vod
- Cvent_Meeting_Request_ID_vod
- Cvent_Meeting_Request_Status_vod
- Cvent_Request_Form_vod
- Cvent_Event_ID_vod
- Cvent_Event_Satus_vod
Edit
EM_Attendee_vod
CRU
All record types used in the integration
- Cvent_Attendee_ID_vod
- Last_Sync_vod
- Walk_In_Status_vod
Edit
EM_Event_Speaker_vod
RU
All record types used in the integration
- Cvent_Attendee_ID_vod
- Last_Sync_vod
Edit
Account
R
All record types used in the integration
All Mapped Fields
Read
Contact
R
All record types used in the integration
- All Mapped Fields
- Mailing Address
- Fax
- Phone
Read
User
R
All record types used in the integration
- All Mapped Fields
- Mailing Address
- Fax
- Phone
Read
EM_Speaker_vod
R
All record types used in the integration
All Mapped Fields
Read
Addresses
R
All record types used in the integration
- All Mapped Fields
- Name
- Address_line_2_vod
- City_vod
- State_vod
- Zip_vod
- Country_vod
- Fax_vod
- Phone_vod
Read
Cvent_Instance_vod
R
Cvent_Instance_vod
- Name
- Cvent_Client_ID_vod
Read
Cvent_Form_Mapping_vod
R
Cvent_Form_Mapping_vod
- Name
- Event_Configuration_vod
- Event_Configuration_Country_vod
- Attendee_Sync_Status_vod
- Speaker_Sync_Status_vod
- Cvent_Instance_vod
- Cvent_Request_Form_vod
Read
Cvent_Object_Mapping_vod
R
Cvent_Object_Mapping_vod
- Name
- Cvent_Object_Name_vod
- Salesforce_Object_Name_vod
- Cvent_Instance_vod
Read
Cvent_Request_Form_vod
R
Cvent_Request_Form_vod
- Name
- Cvent_Request_Form_Name_vod
- Cvent_Request_Form_ID_vod
- Cvent_Instance_vod
Read
Cvent_Field_Mapping_vod
R
Form_Mapping_vodObject_Mapping_vod - Name
- Cvent_Request_Form_vod
- Cvent_Object_Mapping_vod
- Cvent_Field_vod
- Cvent_Field_ID_vod
- Salesforce_Field_API_Name_vod
Read
Cvent_Value_Mapping_vod
R
Cvent_Value_Mapping_vod
- Name
- Cvent_Field_Mapping_vod
- Cvent_Value_vod
- Salesforce_Value_vod
Read
- Grant integration users access to the Veeva Common custom setting set.
Configuring End Users for the Cvent Integration
Grant Events Management end users the following permissions:
Object |
OLS |
Record Types |
Fields |
FLS |
---|---|---|---|---|
EM_Event_vod |
R |
All record types used in the integration |
|
Edit |
EM_Attendee_vod |
R |
All record types used in the integration |
|
Read |
EM_Event_Speaker_vod |
R |
All record types used in the integration |
|
Read |
Updating Event Configurations for Cvent
Add the Submit_to_Cvent_vod button to the list of visible buttons for all EM_Event_Configuration_vod records used by the integration. This button enables Events Management users to create Meeting Requests in Cvent from CRM.
Updating Page Layouts for Cvent
Veeva recommends adding the following fields as read only to all page layouts and related lists of the following objects used by the integration:
- EM_Event_vod
- Last_Sync_vod
- Cvent_Meeting_Request_ID_vod
- Cvent_Meeting_Request_Status_vod
- Cvent_Event_ID_vod
- Cvent_Event_Satus_vod
- EM_Attendee_vod
- Last_Sync_vod
- Cvent_Attendee_ID_vod
- EM_Event_Speaker_vod
- Last_Sync_vod
- Cvent_Attendee_ID_vod
Defining Cvent Integration Users
The integration user’s credentials are used to connect Veeva CRM to Cvent and exchange data between the two applications.
To define an integration user for Cvent:
- Navigate to the Cvent Administration tab.
- Select New in the CRM Integration User Management section.
- Enter the appropriate integration user credentials.
- Select Is This a Sandbox? if the current org is a sandbox.
- Select Save.
The credentials for the integration user are validated in real-time every time the page is loaded or the record is edited or saved.
Syncing with Cvent Instances
Syncing integrated Cvent instances with Events Management enables automated record creation and updating between the two systems via a regularly scheduled process.
Whenever the sync process runs, the following tasks occur for each Cvent instance connected to the CRM org:
- Cvent Meeting requests associated with an EM_Event_vod record are updated with information from EM_Event_vod records
- EM_Event_vod records associated with a Cvent Event record are updated with information from Cvent
- New EM_Attendee_vod and EM_Event_Speaker_vod records associated with synced events are created in Cvent as Attendee records. As part of this process Account, User, Contact, or Speaker information in CRM is used to create any missing Contacts in Cvent.
- New Cvent Walk-in Attendee records associated with synced events are created in CRM as walk-in EM_Attendee_vod record
- Existing EM_Attendee_vod and EM_Event_Speaker_vod records are updated with corresponding information from Cvent Attendee records
The information transferred between the two systems is dependent on the configured request form, object, and field mappings.
Configuration is not required for this feature.
Scheduling the Sync Process
To schedule the sync process:
- Navigate to the Process Scheduler.
- Edit the Cvent Sync Process.
-
Select the appropriate scheduled time and interval.
- Select Save.
Admins can also immediately run the process by selecting Run next to the Cvent Sync Process in the Process Scheduler.
Viewing Cvent Integration History
Cvent admins can view a history of the integration processes between Cvent and Veeva CRM by navigating to the Cvent Integration History section of the Cvent Administration tab. The Cvent Integration History section displays all integration activity over the last 30 days in a table with the following columns:
- Action – Enables admins to download details about the current row. See the Downloading Integration History Details section for more information
- Service – Can be one of the following values:
- Create Meeting Request – Triggered by event organizers submitting events to Cvent
- Sync with Instance – Triggered via the Process Scheduler
- Cvent Instance – The name of the Cvent instance involved in the integration process
- Start Timestamp – The start time of the process. Rows in the table sort by this column.
- End Timestamp – The end time of the process
- Adds – The number of records successfully added to either Cvent or CRM
- Edits – The number of records successfully edited in either Cvent or CRM
- Errors – The number of errors during the process
Downloading Integration History Details
Admins can download an Excel file containing the details of every transaction performed by the integration during a particular service.
The file displays the following information about each transaction:
- Time – The time of the integration process
- Type – The type of integration process. Can be one of the following values:
- Create Cvent Meeting Request
- Create Cvent Attendee
- Create Cvent Contact
- Create EM_Attendee
- Update Cvent Contact Consent
- Update Cvent Meeting Request
- Update EM_Event
- Update EM_Attendee
- Update EM_Event_Speaker
- EM_Event – The SFID of the EM_Event_vod record associated with the process
-
Source Record – The ID of the source record. This can represent a record in either Veeva CRM or Cvent, depending on the Type.
When Type=Create Cvent Meeting Request, this column is identical to the EM_Event column.
- Created Record – If a record was created during this process, this row displays the ID of the created record in either Cvent or CRM
- Update Record – If a record was updated during this process, this row displays the ID of the updated record in either Cvent or CRM
- Error – If an error prevented the process from creating or updating a record, details about the error, for example, losing internet connection or a misconfiguration, display in this column