08/23/18 20:47 PM  

Webinar - RingCentral Integration with Marketo

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SummaryHow do I integrate RingCentral Webinar with Marketo?
Details
 

Webinar - RingCentral Integration with Marketo

RingCentral Integration with Marketo will allow you to generate Marketo leads from participants that joined a RingCentral Webinar. It will also allow you to push information captured on Marketo to a RingCentral Webinar.
 
Before performing the steps below, make sure you have a RingCentral Webinar License

The setup will be broken into these sections:
 


Initial Setup

 
1. Log in to your Marketo admin account, go to Admin > Users & Roles > Roles > New Role and create an API role.
 
2. Go to Admin > Users & Roles > Users > Invite New User and create an API Only User.

User-added image

 

3. Go to Admin > LaunchPoint > New > New Service and create a Custom Service.
Once created, locate your newly created Custom Service and click View Details.  Copy the Client Id and Client Secret to a text file.

NOTE: The image below is an example.

marketo section 1 step 3

 

4. Go to Admin > Web Services, find the REST API section, and copy the Endpoint to a text file.

NOTE: The image below is an example.

marketo section 1 step 4
 
5. Log in to your RingCentral Online Account.

On the Admin Portal page, click Tools > Meetings > Webinar Settings. Scroll down to Marketo and click Configure. Provide the information for the following fields:

User-added image

• Client ID (taken from Step 3)
• Client Secret  (taken from Step 3)
• REST API Endpoint URL  (taken from Step 4)
 
​Click Save Changes and refresh the page.
 
6. In your Marketo admin account, go to Admin > Marketo Custom Objects > Click New Custom Object. Provide the values to the following fields:
 
marketo section 1 step 6
 
• Display Name: Enter your preferred display name.
• API Name: This will auto-populate once you enter your preferred display name.
 Plural Name: This will auto-populate once you enter your preferred display name.
• Description: Additional information from webinars including: Q&A, Polls, etc.
 
Select Show for Show in lead Detail, and then click Save.

QUICK TIP: Single click on hide to change the value.
 
7. In your Marketo admin account, click the Fields tab at the top of the page for this newly created Marketo Custom Object, click New Field. Create the following fields with these values:
 
Display NameAPI NameTypeState
Created AtcreatedAtdatetimePublished
emailemaillink (dedupe)Published
ididstring (dedupe)Published
Marketo GUIDmarketoGUIDstringPublished
PollpolltextPublished
Q&AquestiontextPublished
Registration QuestionsregistrationQuestionstextPublished
Updated AtupdatedAtdatetimePublished
Webinar IDwebinarIDstringPublished
Webinar TopicwebinarTopicstringPublished
After providing values to the fields, click Custom Object Action > Approve Object to change the field states to Published.

 
8. In your Marketo admin account, go to Admin > Webhooks > New Webhook, and create a new Webhook.

Provide the values to the following fields:

marketo section 1 step 8
 
• Webhook Name: Enter your preferred WebHook Name.
• Description: Enter your preferred WebHook Description used for your RingCentral Webinar Registration.
• URL: https://ringcentral.zoom.us/v1/webinar/register?id={{my.ringcentralWebinarId}}&first_name={{lead.First Name:default=xxx}}&last_name={{lead.Last Name:default=xxx}}&email={{lead.Email Address:default=xxx}}&api_key={{my.apiKey}}&api_secret={{my.apiSecret}}
• Request Type: POST
• Template: Leave blank, no value required here.
• Request Token Encoding: None
• Response Type: JSON
 
Click Create.
 
9. Response Mappings can be set up on this webhook if you would like to send emails from Marketo. 

NOTE: The image below is an example of some basic response mappings.

marketo section 1 step 9

Setup for each Webinar

The steps in this section require administrative access in your Marketo account. You also need to be the Webinar Host/ owner of your account's RingCentral Webinar. Contact your Account Administrator to assign a RingCentral Webinar License to you.


1. In your RingCentral Online Accountschedule a RingCentral Webinar with Registration. Ensure the webinar registration type is set to Automatically Approve or Manually Approve. Take note of the Webinar ID.
 
2. Log in to your Marketo account. Go to Marketing Activities and create a new Smart Campaign folder. Enter a Name and its Description.
 
3. Click on this folder and create a New Program. Enter the information in the following fields:
 
marketo section 2 step 3

• Campaign Folder: Locate the Campaign Folder.
• Name: Enter the name for your program.  
• Program Type: Event
• Channel: Webinar
 Description: description of your program
 
4. Click on your new Program event and click the My Tokens tab. Drag new tokens from the right and give them the following values:
 
Token Name
Value
{{my.apiKey}}
YourRingCentralAPIKeyHere
{{my.apiSecret}}
YourRingCentralSecretHere
{{my.ringcentralWebinarId}}
YourRingCentralWebinarIDHere

NOTE:  The Values for your Token Name will be taken from your RingCentral Online Account. You need to log in as an Account Administrator and go to Tools > Meetings, and scroll down to the bottom of Webinar Settings.
 
User-added image
 
5. Click Assets for this Program and begin creating the needed assets. Click New > New Local Asset. Select Form.

Select your Program and enter your preferred Form Name. Click Create.

User-added image
 
NOTE:  Editing this form is highly subjective to your needs. At minimum, it requires First Name, Last Name, Email address. Enter the information in the required field, and then click Create.
 
6. Click on your created Program again, click New > New Local Asset. Select Landing Page.

Select your Program and enter your preferred Landing Page Name. The Page URL will auto-populate when the Program is selected and/or the Name will be edited. Click Create.

NOTE: The image below is an example.
 
 
marketo section 2 step 6
 
Once created, click Edit Draft. Click and drag the Form from the Insert Elements field on the right into the main landing page. You will need to select the form you just created from Section 2 Step 5

Click Landing Page Actions > Approve and Close to finish.
 
7. Click back on your Program, click  New > New Smart Campaign. Create the following Smart Campaigns.

Select your Program for the Folder, enter the Name, and Description. Each of the following steps will contain the Name, Smart List, and Flow for each Smart Campaign.

a. Registered from RingCentral

 
marketo section 2 step 7 a

Smart List

marketo section 2 step 7 a smartlist

Flow 

marketo section 2 step 7a flow


b. Registered from Marketo


Smart List


marketo section 2 step 7 b smartlist


Flow


marketo section 2 step 7 b flow


c. Attended:


marketo section 2 step 7 c


Smart List
 

marketo section 2 step 7 c smartlist


Flow
 

marketo section 2 step 7 c flow


d. Absent Attendees


marketo section 2 step 7 d

Smart List

For Absent Attendees Smart Campaign, you will need to use the filters of Member of Program and Not Program Status was Changed. Use the fields from the image below to fill the correct fields.
 
For the Not Program Status was Changed filter, you will need to add the following constraints:

• New Status
 Old Status
Date of Activity - Set this date to your webinar end date that matches the end date from your scheduled RingCentral Webinar.

marketo section 2 step 7 d smartlist

Flow
 
marketo section 2 step 7 d flow
 
8. Click the Schedule  tab at the top and then click Activate. This activates the Smart Campaign. Repeat this step for each smart campaign that was created in Section 2 > Step 7 except Absent Attendees Smart campaign.

marketo section 2 step 8

9. Click back your Program and click New > New Local Asset and select Email for the type.

NOTE: You can customize this step. This example will show a basic setup. Click Edit draft, and enter a subject and customize this how you would like. Once finished click Email Actions and approve.

10. Steps 1-9 can be completed and then cloned for any new webinar. The only value that needs to be changed is the ringcentralWebinarId token in Section 2 > Step 4 and the date of activity in the Smart List of the Absent Attendees Smart List in Section 2 > Step 7d. This would need to be changed for your new webinar.

11. In your RingCentral Online Account, click on Tools > Meetings > My Webinars, and select your scheduled Webinar. Click Integration and click Edit on Generate leads in Marketo.

NOTE: If you are logged in as a Account Administrator, go can to Tools > Meetings, scroll down to Generate leads in Marketo and click Edit.

marketo section 2 step 11

Depending on the specific setup you will want to enable either option for Send registration information to a Smart Campaign and/or Send attendee information to a Smart Campaign. After making the selections use the drop-down boxes to select the Smart Campaign that was created in Section 2 > Step 7a and Section 2 > Step 7c.
 

Testing and Verification


In this section, you need to test the following:
 

Test pushing registration from RingCentral Webinar registration page to Marketo

 

To test pushing registration from the RingCentral Webinar registration page to Marketo, you will need to provide your webinar registration page from RingCentral Webinar to a User and have them register. To check if the registration went through follow these steps:
 
1. Invite a participant to your RingCentral Webinar and have that participant register

2. Log in to your Marketo admin account and click on the Program created in Section 2 > Step 3.

3. Click the Members tab you will see the person who recently registered.

4. Click the Smart Campaign created in Section 2 > Step 7a.

5. Click the Results tab. This will show you the Webhook calls. If there are any errors, they will show here after you click on the specific call number. If there are any errors, please check the Admin > Webhook URL token to make sure it matches the Tokens on the Smart Campaign.

 

Test pushing from the Marketo Landing Page to RingCentral Webinar
 

To test pushing from the Marketo Landing Page to RingCentral Webinar, click on the landing page that you created in Section 2 > Step 6.
 
NOTE:  The webinar required field should be configured in Section 1 > Step 8 and Section 1 Step 9, or the pushing from the Marketo Landing Page to RingCentral will not work.

1. Navigate to this landing page in your browser and fill out the First Name, Last Name, and Email Address fields.

2. Navigate to your RingCentral Webinar at https://webinar.ringcentral.com/j/YourWebinarID. On your RingCentral Webinar, click View on Manage Attendees to see the user that just registered on the Marketo side. 

QUICK TIP: To view Attendees, click Tools > My Webinars > select your Webinar, and then scroll down to Manage Attendees.

webinar manage attendees
 

Test the Attendee push from RingCentral to Marketo

 
To test the Attendee push from RingCentral to Marketo you will need to host the webinar and have participants type in the Q&A and/or enter any custom registration questions you might have set up. This information will push 30 minutes after the webinar has ended. To view the attendee information, follow these steps:
 
1. Log in to your Marketo admin account and go to the Smart Campaign created in Section 2 > step 7c.
 
2. Click Result > View Campaign Members, click on the Id and click the Custom Objects tab. Select RingCentralWebinarOtherInfo from the Select Object drop-down box.
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