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Using Eloqua's Update Rules to update multiple fields in backend

The Request

Run a training series (around 15 of them), all in different cities all on different dates. The stakeholder requested to have only one form with all the events listed and attendee will select a training session from the drop-down within the form

The Challenge

Here comes the challenge, they requested to get all the attendees to go under different unique campaign identifiers so different teams within different cities could respond accordingly.

The Resolution

Alternate Option: We can use javascript to send different campaign id and event details with registration data; It is easy but will show the CRM campaign details if someone is searching for it.

Our Preferred Option: Use the Eloqua platform and its functionality to get the result; It is more complex but secure.

The Solution

Upon form submission, the event name is used to update multiple fields in the database using “Shared Update Rules”.

Step by Step

Assumption: The user has a basic knowledge of using Eloqua forms

1 - Create an HTML form with the dropdown list. Define name and values for those value will be used to drive values t in upcoming steps.

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2 - Set up processing steps.

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3 - Add “Update Contact - With Custom Values”

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4 - Add the appropriate update rule is  the “Apply Shared, Update Rule” image

4.1 - Go to Contact> Tools > Form Update Rules and hit new button at the top right corner of the page

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4.2 - After click on the new button the popup will open with option to “Add Shared Update Rules Set”

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4.2.1 - Complete the “Update Rule Set Name” field with a Name that is consistent with the form name so they can be easily associated if they need to be edited in the future.

4.2.2 - Select the data field to identify the contact. For this example, we will use “Email Address” then add the rule.

4.2.3 - Click on “+ Add Update Rule”Select the field selection list icon

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4.2.4 - In the“Entity Field Search” popup, search for the field needed to update. In this example, we will update a Campaign ID (Unique Identifier) and Content Name.

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4.2.5 - Select the field to update.

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4.2.6 - Select “Set to Value” option in the “Select an update action” and add the value to be amended and hit “apply”.

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4.2.7 - After hitting “Apply”, the preview will show the action. If looks correct? click save or “add more” to add more rules.

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4.2.8 -Now complete,  add the Update Rule to your form processing steps.



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6 - Select the update rule and hit “Apply”. The rule will now appear on the processing step

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8 - Lastly, add the condition to trigger the update. Click on “Conditionally” and add the condition by selecting the field name listed

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9 - The condition will depend on the value passed from the HTML form submission.  In this example, the condition is if an attendee has selected the “Atlanta” event.

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The Result

Upon selecting Atlanta (or any city) in our scenario, the Eloqua form processing will update multiple fields. The contact can now flow into a designated shared list as well as a CRM system correctly attributed to the selected event.

This will make the experience for selecting an event easy for the contact without javascript or any front-end scripting on the landing page. The team is able to have a single form and landing page for their multiple event campaigns and correct segmentation and attribution is achieved.

One of the biggest benefits of using Update Rules is that internal data changes are  handled through Eloqua and not exposed to the attendee. Their view and experience is seamless.

Lastly, in the future if more field updates are requested by our stakeholders, we can easily add that in update rules without even touching the front end.

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