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:

  1. 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
  2. Grant all users access to the Cvent_Administration_vod VisualForce Page.
  3. 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

  1. 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

  2. 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

  • All Mapped Fields
  • Last_Sync_vod
  • Cvent_Meeting_Request_ID_vod
  • Cvent_Meeting_Request_Status_vod
  • Cvent_Event_ID_vod
  • Cvent_Event_Status_vod

Edit

EM_Attendee_vod

R

All record types used in the integration

  • Cvent_Attendee_ID_vod
  • Last_Sync_vod

Read

EM_Event_Speaker_vod

R

All record types used in the integration

  • Cvent_Attendee_ID_vod
  • Last_Sync_vod

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:

  1. Navigate to the Cvent Administration tab.
  2. Select New in the CRM Integration User Management section.
  3. Enter the appropriate integration user credentials.
  4. Select Is This a Sandbox? if the current org is a sandbox.
  5. 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:

  1. Navigate to the Process Scheduler.
  2. Edit the Cvent Sync Process.
  3. Select the appropriate scheduled time and interval.

  4. 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