If you're an Eloqua customer who uses Adobe Connect to run your online meetings, you're going to love our newest addition to the Cloud Connector family! I've created this step-by-step document to help you set up your event and measure attendance. Please try it out and post any feedback here (comment on this blog post) and I'll answer and/or update the document as needed.
(NOTE: I was a bit intimidated to start the process of using a Cloud Connector -- I was worried it was going to be too technical for me -- but I'm very happy to report that it was EASY! If I can do it, you can do it...trust me.)
Here’s the overview of how the Adobe Connect Cloud Connector works:
- You send an email invitation or otherwise drive traffic to a registration form for your event, which is an Eloqua-based form.
- When the user submits the form, they’re added to a Program (via a Form Processing Step).
- The Program uses a Cloud Connector step to register the user with Adobe Connect then sends them a confirmation email.
- When the event begins, the user logs in with their email address and password (which were configured in the Cloud Connector step and sent in the confirmation email).
- The Program then holds the user until a date/time you specify after the event, then it uses another Cloud Connector step to check in with Adobe and see if the person attended. You can then send “thank you” or “we missed you” follow-up emails as desired.
Let’s walk through this step by step!
1. Getting Started: Eloqua
You must have an account on the platform where the Cloud Connectors are hosted (https://cloudconnectors.eloqua.com), and your Eloqua user account must have API access. Cloud Connectors: Step by Step Installation Instructions if this is your first time using the Cloud Connector.
Eloqua elements you’ll need:
- Emails: Invitation, confirmation and follow-ups (we recommend adding a calendar ICS file to the confirmation email so people can easily add the event to their personal calendar)
- Registration Form on a landing page
- Minimum required fields by Adobe: First name, last name and email address
- Form Processing Steps: in addition to the usual “Save to Contact Table” and “Update Existing Record or Data Object”, you’ll also need “Add to Step in Program Builder”
- Contact Fields:
- Adobe Connect Meeting URL Holder (text field) [OPTIONAL] – this holds the Adobe Connect meeting URL that gets returned by Adobe
- Number of Minutes Attended (numeric field)
- Number of Questions Asked (numeric field)
- Program Builder program – explained more below
2. Getting Started: Adobe Connect
You must use an Adobe Connect account with Administrator rights.
Create your meeting and make note of the URL and telephone connection information to use in your confirmation email and ICS file.
3. Building the Program in Eloqua
Here’s an overview of what your program will look like in Program Builder:
First Adobe Connect Cloud Connector Step – Register Users
The first Cloud Connector step (“00. Send to Adobe”) registers the user with the Adobe Connect system. To configure the step, choose “Cloud Connector” for the action and then “Adobe Connect Register Attendee.” Click the Configure button to get started.
- On the Credentials tab, enter your Cloud Connector credentials
- On the Configuration tab, enter your company’s Acrobat.com domain and your username and password (remember: you must have Administrator access or be using an account that has Administrator access).
- Enter a generic password that all new users will use (note: their username will be their email address, you cannot edit this).
TIP: If someone registers for your event with an email address that’s already connected to an Adobe Connect account, Adobe will NOT overwrite their existing password. The registrant can use their existing credentials to attend your meeting and it will still be recorded.
At this time, you can ignore the “Send email invitations” option as Adobe Connect does not support this. We set ours to “Don’t Send” as an added future-proof precaution. Click Save Settings and your meeting options will show up in the drop-down field and you can select the correct one. Click Save Settings again.
Next you’ll set up your field mappings:
- The Contact Field mappings are required
- The “Join Meeting URL Field” is optional. Adobe Connect does not generate unique links for each attendee, so you can simply paste the link for your event directly into your confirmation email, rather than use this field to hold the information and then dynamically insert it.
Return to the Credentials tab when you’re finished and check the “Enable Step” checkbox in order to let this step run without any intervention from you. Click Save Settings.
Be sure and build a wait step into your program that holds all contacts until at least 2 hours after your event has ended. If you begin querying Adobe too soon you may not get accurate registration information.
Second Adobe Connect Cloud Connector Step – Query Attendees
The second Cloud Connector step in the program allows you to query the Adobe Connect system to see if someone attended your event. To configure the step, choose “Cloud Connector” for the action and then “Adobe Connect Query Attendance.” Click the Configure button to get started.
On the Credentials tab, enter your Cloud Connector credentials again.
On the Configuration tab:
- Enter your Adobe Connect login information and click Save Settings. Your list of meetings will then appear.
- You can choose to store your meeting attendance information on the Contact record in Eloqua (as created in the Getting Started step above) or in Data Cards (Note: Data Cards are only available in the Eloqua Team and Eloqua Enterprise products). Click Save Settings to proceed.
For this example, we used the Contact Record and created two numeric contact fields that we mapped to. Click Save Settings. Go back to the Credentials tab again and check the Enable Step checkbox.
If you want to send different follow-up messages to attendees and non-attendees, you can create a decision rule to look at the number of minutes the person attended, as shown below:
4. Setting Up the Email Confirmation
Make sure your confirmation email includes the log-in link and the person’s username (email address) and the password that you’ve created. Here’s a simple example: