PatronManager Help

Installing and Configuring Emma in PatronManager

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Installing and Configuring Emma in PatronManager: https://help.pm.leapevent.tech/a/1293719

Want to use Emma for your marketing email system, and connect it back to PatronManager? You can! Created by a company called Beaufort 12 (or B12), the Emma for Salesforce connector is robust and easy to use. It is a paid app, available at a discount for PatronManager clients.

There are a few important steps you must follow to make the B12 connector work with PatronManager. In this article, we'll walk you through those steps - be sure to follow along all the way to the end. We'll cover:

  1. Getting your Emma account ready for the B12 connector
  2. Uninstalling the legacy Emma connector (if applicable)
  3. Preparing PatronManager for the B12 connector
  4. Doing a quick sweep through Emma for any unwanted emails
  5. Installing the B12 connector and setting defaults
  6. Configuring the new connector
  7. Setting field mappings
  8. Using the new connector

The entire process should take about 2-4 hours.

1. Make sure you have access to your Emma account

Before you can use the new connector, you'll need your own Emma account, and you'll need to be an admin in that account.

I don't have an Emma account yet

No problem! Our partners at Emma will be happy to get you started, and they have a special discounted rate for PatronManager users. Be sure to mention that you're a PatronManager client!

Want a live demo of Emma first? Sign up for one with the Emma team!

Once you have admin access to your brand new Emma account, skip down to step 3 to hook it up to PatronManager.

2. Uninstall the legacy Emma connector (if applicable)

Heads up: you'll need to be a System Administrator in PatronManager to complete the rest of the steps in this article.

Prior to the B12 connector, Emma had their own Salesforce connector. That was retired years ago and is no longer supported or recommended.

If your PatronManager account has the legacy Emma connector installed, you must uninstall it completely before you can install the B12 connector. Don't worry, this won't affect the data in your Emma account.

Out with the old

First we're going to check to see if the old connector is installed. If you already know it is, you can go directly to the steps to uninstall.

2.1. Head over to Setup

2.2. Search for and click on "Installed Packages"

2.3. Look for "Emma Email Marketing for Salesforce" by Emma Inc

Note that the packages are not in alphabetical order.

If the package exists, follow these steps to uninstall it, then come back here.

If the package does not exist, continue below to get PatronManager ready for the new connector!

3. Prepare PatronManager to fit the new connector

You have your own Emma account and you've uninstalled the legacy Emma connector (if it existed). Now it's time to prepare your PatronManager account for the B12 Emma Connector, so that everything works smoothly.

Time to lay the groundwork

First you'll ensure that you have an internal qualification form, so that data from Emma can sync into PatronManager.

Then you'll make sure the connector can create Contacts correctly from Emma, by updating your user since the connector works based on your level of access.

Finally, you'll make a quick setting adjustment so that patrons who opt-out are reflected as such in PatronManager.

1. Set up an Internal Qualification Form and grab the ID

The internal qualification form tells PatronManager which Contact fields include important information when importing To Be Qualified Contacts (e.g. via the Emma Connector's automated sync).

1.1. Use the waffle to find and click on "Signup Forms"

1.2. Look for a Signup Form called "Internal Qualification Form" - if it exists, click it

Your form might be called something different, like "Dataloader.io Signup Form". If so, no worries - just click into that form and continue following the steps below.

From here, skip to step 1.5 to add fields to the form.

1.3. If the form doesn't exist, click "New" to create it

1.4. Name the form "Internal Qualification Form" and click "Submit" to save

You can ignore all the other fields - the form is only for internal system use.

1.5. Add relevant Contact fields to the form

The form must contain all Contact fields that you plan to sync from Emma to PatronManager. At a minimum, make sure it includes First Name, Last Name, and Email.

Again, the form is only for system use, so the field ranking and labeling doesn't matter.

If you're unclear on this process, check out this article!

1.6. Find and copy the Form ID

Scroll up to find the Public URL, and copy everything after the equals sign:

Paste this 18-character ID into a text document (e.g. notepad) to keep it handy - you'll need it later.

2. Give your Profile access to the TBQ Contact Record Type

The Emma connector will create new To Be Qualified Contacts, and in order to have it do that, your user Profile needs access to that Contact Record Type.

2.1. Head over to Setup, then search for and click on "Users"

2.2. Click the Profile listed for your user

2.3. Scroll down to "Record Type Settings" and click "Edit" next to "Contact"

2.4. Select "To Be Qualified" and move it to the right column

2.5. Save!

3. Adjust PatronSignup Settings to recognize Email Opt-Outs

This ensures that when a patron opts out of your marketing lists via Emma, that change is correctly reflected on their Contact record in PatronManager.

3.2. Click Edit

3.3. Check the box to "Use Salesforce Email Opt Out" and save!

4. Quickly sweep your Emma account for unwanted emails

If your Emma account has any emails that have not yet synced to PatronManager, they will come over to PatronManager as TBQ Contacts once you've installed the new B12 connector. This is a good time to do a quick review of the emails you have in your Emma system to make sure you don't see anything you don't want in PatronManager.

Here's what we recommend

You can perform this sweep however you like, but here's what we suggest:

  1. Head to your Emma account and go to the Audience tab
  2. Add the First and Last Name fields, then sort by those fields
  3. Review any contacts that have no first name and no "real" last name. If you see any you'd like to remove from your database and not email in the future:
    • Check the box next to those email addresses
    • Under actions, click Archive

This will remove these emails from your Emma database, and they won't come over to PatronManager as TBQ Contacts when you install the B12 connector.

If you don't see anyone you'd like to remove, simply move on to the next step.

5. Install the B12 Emma for Salesforce Connector

You've prepared your PatronManager account! Now it's time to install the B12 connector, hook it to Emma, and set a couple admin defaults.

The B12 Emma Connector is a paid app, but they offer a discount for PatronManager clients.

When it's time to pay, use discount code PAT202150 to receive 50% off for 12 months.

Be sure to set up payment with B12 before your 14-day trial ends, or you will lose access to the app!

In with the new!

1. Install the B12 Emma for Salesforce Connector and connect it to your Emma account

Log in to your PatronManager account, then follow the instructions from B12 to install the app from the Salesforce AppExchange.

Complete all the steps on that linked page, including putting in your Emma API details to start the syncing process, then come back here right away to finish configuring the app to work with PatronManager.

2. Head to the new "Emma Admin" tab

3. Click "General Options"

4. Click these four toggles to turn them to "Active":

  1. Archive Contact or Lead from Emma when Salesforce Email Opt Out is checked
  2. Sync Salesforce 'Email Opt' field with (Active/Opt-Out state) Emma
  3. Archive Emma subscriber when the Salesforce Contact or Lead is deleted
  4. Archive Emma member when the email value is removed from a Salesforce Contact or Lead

6. Configure the connector to bring over new Contacts from Emma to PatronManager

You've got the connector installed and hooked up to Emma, and you've set four toggles to "Active". Now it's time to tell it how to handle new Emma contacts and create Contacts in PatronManager so that they can be qualified correctly. This will ensure your PatronManager account stays up to date.

I'm ready, let's go!

1. Head to the regular "Emma" tab

2. Click "Create Leads/Contacts"

3. Click "Edit"

4. Choose "Create Salesforce Contacts"

5. Click "Set Record Type"

6. Select "To Be Qualified" then click "Okay"

Don't see "To Be Qualified' as an option in the dropdown? Follow these instructions to enable that Record Type for your Profile, then come back and pick this up at step 3.4.

7. Click "Add Default"

8. Fill out the pop-up as follows

  1. Choose "Signup Form"
  2. Enter the ID you copied in part 3, step 2.6
  3. Click "Okay"

9. Click "Add Default" again

10. Fill in the pop-up as follows

  1. Choose "Signup Source"
  2. Enter "Emma"
  3. Click "Okay"

11. Almost there: click "Add Default" again

12. Fill in the pop-up as follows

  1. Choose "Signup Status"
  2. Enter "To Be Qualified"
  3. Click "Okay"

13. One more time: click "Add Default" again

14. Fill in the pop-up as follows

  1. Choose "Email Status"
  2. Enter "Confirmed Opt-In"
  3. Click "Okay"

You must enter Confirmed Opt-In exactly as written (including the capitalization and hyphen).

15. Click "Save"!

7. Configure field mappings from Emma to PatronManager

We're almost done! Now we need to tell the connector how (and when) to sync field-level data from Emma to PatronManager.

Heads up!

Date fields (like "Birthday") cannot currently sync from Emma to PatronManager. Many of our clients have found success using two picklist fields - one for Birth Month and one for Birth Day. Click here for details about how to set those up and add them to your Internal Qualification Form.

Let's map those fields!

1. Click "Map Fields"

2. Click "Edit"

3. Change the Mapping Direction for "First Name"

  1. Click the dropdown next to "First Name"
  2. Choose "Edit Mapping"
  1. Click the dropdown under "Sync Direction"
  2. Choose "Emma to Salesforce":
  1. Select the corresponding Contact field in the dropdown
  2. Check the box to "Only use mapping when creating a Salesforce Lead or Contact"
  3. Click "Select"

If you don't see the checkbox to "Only use mapping when creating a Salesforce Lead or Contact", it's typically a caching issue.

Try logging out of PatronManager and logging back in, then start the field mapping step again.

4. Repeat for "Last Name" and any other custom Emma fields you'd like to sync to PatronManager

Check out B12's article about field mapping for more details. If you do add any extra fields, be sure to also add those fields to your Internal Qualification Form!

Remember!

Right now you're only mapping data from Emma to PatronManager - not vice versa. To send data the other way, you'll follow B12's instructions for importing and sycning data to Emma.

5. Save!

6. Click "Save Mappings" on the popup that appears

You've installed the new connector, great job! Now what?

The folks at B12 have an excellent set of support materials. To begin, check out the Quick Start Guide.

From there, you can find more detailed information on their support site: https://www.emma4sf.com/support

To learn more about using Emma in PatronManager, including FAQs and info on where to go for help, check out this article: All About Using Emma in PatronManager.

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