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Webinar Portal - Setting up the Webinar Portal

Alix (Workbooks Online) Posted: 2017-10-04 11:26

We provide a basic 'Webinar Portal' in our Script Library. This forum post will cover how to set up the required processes and configuration. For more information on what the Webinar Portal does, see here.

 

Create an API Key

The process will require an API Key when creating authentication for GoToWebinar access. To create this API Key, go to Start > Configuration > Email & Integration > API Keys and click 'New API Key'. Set the 'Access as User' to 'Automation', give it an appropriate name and then click 'Create'. Copy the generated API Key for later.

 

Create a Web Process

The Web Process is the main process that controls the Portal. To set this up, go to Start > Configuration > Automation > Processes > Web Processes and click 'New Web Process'.

Set the process fields as follows:

  • Name - "Webinar Portal"
  • Identifier - this will automatically populate, leave it as is
  • Script - Script Library > Webinar Portal
  • Anonymous Access? - set to true
  • Run As - set to the 'Automation' User

web-process-setup.png

Save the process and navigate to the 'Parameters' tab and set the parameters as folows:

  • activity_assigned_to - The name of the User or Queue that you would like any 'Webinar - Content Download' Activities to be assigned to - you will need to create a new Activities Queue if you do not already have one.
  • additional_registration_message - The text that you would like to appear under the Registration button on an Upcoming Webinar. By default, this will show:

    additional_registration_text.png

    If this doesn't work for you, perhaps because you do not record your Webinars, you can use this parameter to show your text. This must be entered in HTML format, e.g.
    <h4>Unable to attend?</h4><p>Some of our Webinars get recorded.</p><p>Check the Previous Webinars section later to obtain a link to the recording</p>

    additional_registration_text2.png

  • api_key - Paste in the API Key that you generated earlier.
  • company_logo - This parameter controls the image that displays in the top left of the Webinar Portal. Add in the url for your company logo. It is best for this logo to be hosted in the Workbooks Upload Library - if you are hosting it here, ensure that the 'Public Resource' checkbox is set to true.
  • company_name - Your company name as you wish it to appear on the Webinar Portal. 

  • company_website - The web page that portal users will be redirected to if they click on your company logo.
  • default_speaker_image - If you have a default image that you would like to show when no Speaker image has been provided, provide the url in this parameter. If you do not have one, use https://wb.workbooks.com/resources/=QzM/person_icon.png which is the Workbooks Person Icon:

    Workbooks Person icon

  • lead_assigned_to - The name of the User or Queue that you would like any new Sales Leads to be assigned to. These are Sales Leads that will be created when an unknown person registers for an upcoming Webinar or downloads from a previous Webinar. You will need to create a new Sales Lead Queue if you do not already have one.
  • mode - set this to "registration"

 

Create the required fields

Create the following fields, ensuring that the name (in bold) and type of field (in brackets) match exactly:

Marketing Campaigns

  • Webinar Start (Date & Time)
  • Webinar End (Date & Time)
  • Webinar Summary (Text) 
  • Webinar Agenda (Rich Text)
  • Webinar Availability (Integer)
  • Webinar Key (Text)
  • Background Image URL (URL) - ensure 'Max. Characters' is set to 255
  • Webinar Download Link (URL) - ensure 'Max. Characters' is set to 255
  • Gated Download (Checkbox)
  • Confirm Cancellation (Checkbox)

The following are not required, but are helpful when setting up a Webinar. The 'Webinar Portal' iFrame will allow you to check how the Webinar appears in the Webinar Portal, and the 'GoToWebinar' tab will allow you to check the Webinar in GoToWebinar.

  • Webinar Portal (iFrame) - ensure that you tick the 'Show as tab' checkbox, and set the URL field to the URL from the Web Process created above, adding "?eventid=@id@" to the end of it, e.g. "https://secure.workbooks.com/process/=aBCd/Webinar_Portal?eventid=@id@"
  • GoToWebinar (iFrame) - ensure that you tick the 'Show as tab' checkbox, and set the  URL to "https://global.gotowebinar.com/manageWebinar.tmpl?webinar=@cf_marketing_campaign_webinar_key@"

Mailing List Members

  • Speaker Description (Text, Multiline or Rich Text) - choose 'Text' if you want to limit the amount of information you can add about each Speaker to 255 characters or less, 'Multiline' if you will be writing Speaker Descriptions that are longer than 255 characters, or use 'Rich Text' if you want to be able to format the text, e.g. use underlining, italics or different coloured text.
  • Speaker Profile Image (URL) - ensure 'Max. Characters' is set to 255
  • LinkedIn URL (URL) - ensure 'Max. Characters' is set to 255

People

  • Claimed Employer (Text)

 

Update Picklists

Update the following picklists - ensure that the Picklist Values that you add exactly match the values in bold below:

  • Campaign Types

    • Webinar
  • Lead Source Types

    • Webinar - Content Download

    • Webinar Registration

  • Activity Types

    • Webinar - Content Download

  • Campaign Statuses

    • Complete (state = closed)

 

Amend Form Layouts

Create a new Marketing Campaign Form Layout, and set up the Form Layout Rules so that it only shows when the Campaign Type is 'Webinar'. Set up the Form Layout to ensure that all of the fields above are displayed, along with the standard 'Name', 'Public Name' and 'Status' fields, and remember to move the 'Webinar Portal' and 'GoToWebinar' iFrame tabs to sensible locations.

Remember to also edit you other Marketing Campaign Form Layouts, hiding the 2 iFrame tabs and adding a Layout Rule so that the Form Layout only shows when the Campaign Type is not 'Webinar'.

 

Create Button Processes

On your 'Webinar' Form Layout, go to the 'Automation' tab and click 'New Process Button'.

add_process_button.png

There are 3 button processes that need to be created.

1. Create

This is the process that will check that you have filled in everything correctly before sending the details to GoToWebinar to create the webinar, and will also create the required Membership Statuses.

On the new process, fill in the fields as follows:

  • Button Text - set this to something appropriate, like "Create webinar in GoToWebinar".
  • Script Location - Script Library
  • Script - Webinar Management
  • Enable - set this to true
  • Run as - We would recommend that you set this to 'Automation', but it can be set to 'Current User' if you are sure that the Users have the relevant capabilities for editing Marketing Campaigns, Membership Statuses and API Data.
  • Position - set this as appropriate - do not set it to 'On Save'.

create_webinar_button_process.png

Save this and navigate to the 'Parameters' tab. Set the parameters as follows:

  • api_key - set this to the API Key that you created earlier, the same as on the Web Process.
  • maximum_availability - this parameter will control the maximum value that can be set in the 'Webinar Availability' field and will therefore control the maximum number of people that can sign up for your webinars. It should be set to no more than the maximum number of registrants that your GoToWebinar licence will allow. If you have a 'Starter' licence, the maximum number of attendees that is allowed is 100, but the maximum number of registrants is 1000.
  • mode - set this to "create".

You can then Save and Close this process button.

2. Update

This is the process that will be used when updating the webinar details in GoToWebinar. It is set up the same as above, but with the following variants:

  • Button Text - set this to something appropriate, like "Update webinar in GoToWebinar".
  • Parameter > mode - set this to "update".

3. Delete

This is the process that will delete the Webinar from GoToWebinar if you decide to cancel the webinar, and will also stop the webinar from showing on the Webinar Portal. It is set up the same as above, but with the following variants:

  • Button Text - set this to something appropriate, like "Delete webinar from GoToWebinar".
  • Parameter > mode - set this to "delete".

 

Create Scheduled Process

This is the process that will run once a Webinar is complete, will fetch all of the attendee data from GoToWebinar and use it to update the Members' statuses, and will update the Webinar so that it is ready to appear on the 'Previous Webinars' section of the Webinar Portal. 

Go to Start > Configuration > Automation > Processes > Scheduled Processes and click 'New Scheduled Process'.

On the new process, fill in the fields as follows:

  • Name - set this to something appropriate, like "Post Webinar Management".
  • Script - Script Library > Webinar Management
  • Schedule - you should only need to set this up to run once in the evenings, or you can leave it disabled and simply use the 'Run Now' button after a webinar has been run.
  • Run as - We would recommend that you set this to the 'Automation' user.
  • Maximum time - ensure that the process has plenty of time to complete. If you have lots of attendees, the process will need longer to work through them all. 

post-webinar-setup.png

Save this and navigate to the 'Parameters' tab. Set the parameters as follows:

  • api_key - set this to the API Key that you created earlier, the same as on the Web Process.
  • maximum_availability - this parameter can be left blank.
  • mode - set this to "retrieve".

 

You are now ready to go and run some webinars!!!