Support | Doing More| Sign up form using Salesforce Web to Lead

Sign up form using Salesforce Web to Lead

4 minute read

Creating subscribers in Salesforce using web-to-lead.
Keeping Salesforce as the source of truth.

We recommend keeping Salesforce as your source of truth for customer data. Using the Salesforce web-to-lead approach ensures your valuable leads are safely stored in Salesforce before pushing to other systems

Create a Salesforce web-to-lead form

Sign in to your Salesforce account.
From setup, enter web-to-lead in the quick find box and then click Web-to-lead.
Click Create web-to-lead Form. See: Generate leads from your website for your Sales teams
Select fields to include on your web-to-lead form. Use the add and remove arrows to move fields between the available fields list and the selected fields list, and use the up and down arrows to change the order of the fields on your form.
Enter a return URL (i.e. https://www.mycompany.com).
Copy the HTML and add to your website.

Add leads to Emma

Import wizard

Below are some quick steps for the import wizard. For a video and more guidance Click here.

Create a Salesforce list view on the leads (or use the Today’s leads list view).
Navigate to the import wizard.
On the select import type step, select Salesforce list view.
Select lead for the Salesforce object and then the name of your list view (i.e. Today’s leads).
Optionally map any Salesforce fields that you would like to send to Emma.
Enable the Schedule and select all days and all run times (this will run the import every hour).
Press save.

Next Steps

Below are two articles that are recommended reading and the best next steps.

General Settings
Importing your Salesforce data

FAQs

How do I change an Emma account name?

If you change the name of an account in Emma, it will not automatically update in Salesforce. To manually update the name in Salesforce please follow the steps below:

1. Go to the Emma Settings tab.
2. Select the Sync Settings screen.
3. Locate the Connected Emma Accounts table, next to the account you want to change, click the dropdown arrow.
4. Change the Account Name.
5. Click the Validate Connection and then Save.

How Do I Trigger Automation?

Our integration can trigger certain types of Emma automation. First, you'll need to enable the Trigger Emma field change workflows setting, which you can find on our Emma Settings tab under General Options.

In Emma you can choose various trigger types. If you working with our import wizard we suggest the Contact Import trigger type. It is worth noting not all Emma accounts have the Contact Import trigger type see - https://support.e2ma.net/s/article/Trigger-events-contact-import you can check with Emma directly to see if the option can be enabled.

If you are adding records one at a time you can use the sign-up trigger type. One record could be added manually from the Emma audience related-list. Or you could use something like process builder or flow - see: https://www.beaufort12.com/emma/support/process-builder

How do I manage billing?

To help, we have our dedicated billing screen, which you can access right from within Salesforce. The billing screen will allow you to:

Purchase.
Update card details
Update billing information - the email, physical address, and tax identification.
View and resend invoices.

For detailed steps, please click here.

Can't access billing?
It is important to note that you need to be either a Salesforce system administrator or have our full permission set (preferably both), to access the billing screen.

How do I change Salesforce sync user?

Emma for Salesforce is an integration between two platforms. It requires a user from both to allow our product to work. Should one or both of those users change, you will need to update our sync settings.

Salesforce

The sync will need to run against a user on the Salesforce side. We recommend a person with a system administrator profile.
In addition, they need to have our full permission set this article shows how to add that.
Finally, go to the sync settings page and click the icon next to the Salesforce Sync User.

Emma

To reconnect please:

Go to the sync settings page.
On the Connected Accounts, table click the dropdown icon to the right of the account you want to change.
Once clicked, a sub-menu will appear.
Click on Edit Connection

This screenshot also shows the steps above - https://b12.d.pr/klaYy

How can I manage storage?

We store data primarily in two custom objects:

Email tracking history.
Emma audience.

The number of records contained within email tracking history can be easily changed to reduce storage. It is important to note your data is always safely stored in Emma. You can change the tracking retention settings as many times you like to bring fewer or more records back into Salesforce. To do this simply go to the sync settings page within our Emma admin app in Salesforce.

Salesforce uses 2K per record (no matter how many columns are in the row,) i.e. multiple the number of members (and potentially email tracking records) you have by 2K and this provides a rough indicator of the amount of storage that will be used.

You can surface the transactional data directly from Emma if you don't want it stored in Salesforce. See: mailing history

Is there any personally identifiable information passed across?

Emma for Salesforce does not store any customer information (given its primary role is to sync data between the two systems). Customer data is stored in Salesforce and in Emma.

The Emma application never independently calls into your Salesforce environment. This means that we don't use up inbound API calls (typically 15,000 / 24 hours) or access your customer data. The only calls that are made back into the Salesforce environment are to obtain metadata in order to support list view imports and page layout configuration. Both of these actions are driven in real-time by your Salesforce users (i.e. we don't store any of your Salesforce connection details or make calls into your Salesforce environment independently of a direct request coming from your Salesforce environment).

No personally identifiable information (PII) is sent to Emma without your permission or action. You can choose not to send any custom data to Emma or even any subscribers. Any PII is viewable within the Emma application (under subscriber custom fields). There are no other hidden fields that contain PII. More details on what is sent can be seen by viewing the technical Emma API documentation (which is used by Emma monitor for Salesforce).

Are there any API limits?

Salesforce has strict governor limits around the use of API calls. Our application does not use any API calls when syncing.

There are two types of API calls, inbound and outbound. Outbound calls from Salesforce do not count against governor limits. All syncing is via outbound calls. These do not count against your Salesforce API limit.

There are two exceptions when we need to use an inbound API call:

If you are using our import wizard with a Salesforce List View, this will use just one inbound API call.
When viewing the sync settings page in our general settings tab, again, this will use up just one inbound API call.

If you'd like to learn more about API calls, please visit this Salesforce article.

How do I perform a full sync?

It is rare but in certain cases information between Emma and Salesforce can get out of sync. There are a two primary reasons this can happen:

1. Emma API being unresponsive.
2. Custom code or processes which conflict with our integration.

To re-align the data you need to perform a full sync. A full sync we will first remove the data we have loaded from Emma into Salesforce. Your data is safe in Emma and this only affects our custom objects, it does not impact your standard objects i.e. Contacts or Leads. It will then re-import using the latest Emma data.

Performing a full sync

1. Go to the Emma Admin app
2. Select the General Settings tab.
3. On the top right there is button called Sync Now next to this there is a dropdown arrow click this and then choose the Full Sync option

Once clicked a number of jobs will be kicked off to align your data. This can take some time to complete but you are free to navigate away from the page and use Salesforce normally. Once the full sync has been completed your data will be aligned to Emma.

What happens when a person unsubscribes?

If a person unsubscribes from an email sent via Emma this first updates Emma. Then when our primary sync next runs the corresponding Emma audience record in Salesforce is updated from active to unsubscribed. Optionally there is a setting that will allow us to update the standard email opt-out field. For more information please see - https://www.beaufort12.com/emma/support/email-opt-out

In this article

Sign up form using Salesforce Web to Lead

Create a Salesforce web-to-lead form

Add leads to Emma

Import wizard

Next Steps

FAQs

Partners

Legal

Product

Resources