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Using Salesforce Custom Objects/Fields in Campaigns

Apptoto’s robust integration with Salesforce enables Apptoto users to utilize nearly all the information stored in their Calendar Events Contact Records, Leads data, Custom Objects, and Custom Fields to create highly personalized online scheduling and appointment reminder experiences.

But it’s also possible to utilize standard and custom objects/fields with Apptoto Campaigns as well. Apptoto Campaigns allow you to target prospects or clients in your Address Books or who’ve booked events on your calendar with proactive messaging. For example, you might invite a dental patient to rebook their next appointment using a Calendar Campaign or reach out to clients on your VIP list you haven’t talked to in several months using an Address Book Campaign.

What makes utilizing Apptoto Campaigns with Salesforce so special is that you can send campaigns based on any unique information stored in your Custom Fields and Objects. You can even trigger campaigns to send when a custom field or object changes. Below, we’ll walk through the steps for sending Address Book Campaigns and Calendar Campaigns using a Salesforce Custom Object.

Setting Up an Address Book Campaign with a Custom Field/Object

If you’re not familiar with Address Book Campaigns in general, we recommend checking out our introductory guide first.

  1. If you have not already, ensure you have your field mappings set up for any Salesforce Address Books you will be using for this Campaign. Field mappings are any Custom Fields you have in Salesforce that you want to use in Apptoto. You’ll need to map them to an Apptoto field to use them first. To do so:
    • Navigate to Settings > Address Books
    • Under “Actions,” click the downward arrow to the right of the “Refresh” button for your chosen Address Book
    • Click “Edit Settings” then “Configure Custom Fields” on the screen that appears
    • Under the Field Mappings section, click “+ Add Field Mapping” to add any fields you want to map to corresponding fields in Apptoto. You can also choose to “Add All Fields” at once.
    • First, find the “Salesforce Field” you want to set to a corresponding “Apptoto Field”
      • Where you see a “Select” drop-down, you can choose a Standard Apptoto Field (ex: external_id, name) or a Custom field to assign.
      • If you create a “Custom” field, you’ll be asked to create a name for it.
    • You’ll see the results of the Salesforce fields you choose in the Preview. You can further refine the information you want to pull into the Address Book using a Where clause.
    • Repeat for all the desired fields you want to pull into your Salesforce Address Book
    • Click Save.
  2. Navigate to the Messaging tab > Click “Campaigns”
  3. Click “+Add Campaign” and choose “+Add Address Book Campaign”
  4. Select from a Campaign template or create your own using the “Single Message” or “Standard Booking Campaign” template
  5. Select the Salesforce Address book that contains the contacts you want to send messages to.
  6. Set the goal of your Campaign (drive bookings, custom goal, no goal).
  7. Choose the Booking Page that you want to direct your Contacts to where they will book an appointment with you.
  8. Click “Create Campaign.”
  9. On the Basic Info tab, first review all settings (except “Contact Filter”) and ensure they are set to your preferences.
  10. Then, find the “Contact Filter” section. Click the pencil icon to edit this filter. Here you will enter the specifications of the contacts you want to target.
    • Field Type: Choose between a Custom Field or Standard Field
    • Custom Field Name: If using a Custom Field, enter the name of the Apptoto Field you created for your Salesforce Field in step 1.5.2
    • Match Type: Choose the parameters that you want the campaign to match to (ex: == is equals, != is does not equal, is_blank means the field has no data)
    • CHANGE ME: Enter the words or value in the field you want to match to send messages to.
  11. Click “Done”
  12. Review the Goals tab, Messages tab, and Auto-Replies tab and make adjustments where desired.
  13. Before you launch your campaign, click “Re-Evaluate” next to to the “Launch” button for your campaign.
    • If you set a Contact Filter in step 9, the number of Contacts should lower to reflect your filtered Contact list.
  14. Review the “Results” tab to ensure the list of current Contacts set to receive messages is correct.
  15. Launch!

Setting Up an Calendar Campaign with a Custom Field/Object

If you’re not familiar with Calendar Campaigns in general, we recommend checking out our introductory guide first.

  1. If you have not already, ensure you have your field mappings set up for any Salesforce Calendars you will be using for this Campaign. Field mappings are any Custom Fields you have in Salesforce that you want to use in Apptoto. You’ll need to map them to an Apptoto field to use them first. To do so:
    • Navigate to Settings > Calendars
    • Click the Gear Icon under the Actions column
    • This will open a screen to customize your Salesforce Calendar settings.
    • Click the “Salesforce” tab
    • Under the Field Mappings section, click “+ Add Field Mapping” to add any fields you want to map to corresponding fields in Apptoto. You can also choose to “Add All Fields” at once.
    • First, find the “Salesforce Field” you want to set to a corresponding “Apptoto Field”
      • Where you see a “Select” drop-down, you can choose a Standard Apptoto Field (ex: external_id, name) or a Custom field to assign.
      • If you create a “Custom” field, you’ll be asked to create a name for it.
    • You’ll see the results of the Salesforce fields you choose in the Preview. You can further refine the information you want to pull into the Address Book using a Where clause.
    • Repeat for all the desired fields you want to pull into your Salesforce Calendar Events.
    • Click Save.
  2. Navigate to the Messaging tab > Click “Campaigns”
  3. Click “+Add Campaign” and choose “+Add Calendar Campaign”
  4. Select from a Campaign template or create your own using the “Single Message” or “Standard Booking Campaign” template
  5. Check which Calendars contain the appointments that you want to send messages to
  6. Choose the date range of appointments you want to target.
  7. Set the goal of your Campaign (drive bookings, custom goal, no goal).
  8. Choose the Booking Page that you want to direct people to where they will book an appointment with you.
  9. Click “Create Campaign.”
  10. On the Basic Info tab, first review all settings (except “Appointment Filter”) and ensure they are set to your preferences
  11. Then find the “Appointment Filter” section. Click the pencil icon to edit this. Here you will enter the specifications of the appointments you want to target.
    • Field Type: Choose between standard Event, Participant, or Calendar fields. Or, choose Event.Custom to use a Custom Field.
    • Custom Field Name: If using a Custom Field, enter the name of the Apptoto Field you created for your Salesforce Field in step 1.5.2
    • Match Type: Choose the parameters that you want the campaign to match to (ex: == is equals, != is does not equal, is_blank means the field has no data)
    • CHANGE ME: Enter the words or value in the field you want to match to send messages to.
  12. Click “Done”
  13. Review the Goals tab, Messages tab, and Auto-Replies tab and make adjustments where desired.
  14. Before you launch your campaign, click “Re-Evaluate” next to to the “Launch” button for your campaign.
    • If you set a Appointment Filter in step 11, the number of Appointments you’ll be sending messages to should lower to reflect your filtered list.
  15. Review the “Results” tab to ensure the list of current Appointments set to receive messages is correct.
  16. Launch!