In the March 2009 Release of CRM Online, there were some significant changes applied to the Internet Marketing (IM) feature to make it easier to track leads originating from campaign landing pages. As it relates to the Event Management Accelerator for CRM, changes include:
This allows the user more flexibility when it comes to tracking event management in CRM Online. I’ve modified my original post to reflect the changes.
The Event Management accelerator gives organizations the ability to manage the planning, execution, tracking and reporting requirements for event campaigns. Designed for CRM 4.0 On-Premise, the installation includes customizations, workflows, plug-ins, reports, code and controls.
Although this is an On-Premise accelerator, there are some parts that can be applied to CRM Online, in particular the customizations and workflows. This provides an Event Management template or skin for organizations that need more robust tracking of event campaigns. Furthermore, if you have Internet Marketing activated for CRM Online, you can use the Landing Pages feature to track event registration. The following article describes how to install the customizations and provides an example of Event Management in CRM Online with Internet Marketing.
In CRM Online, export your Campaign and Campaign Response customizations (Settings -> Customizations -> Export Customizations). If you have made modifications to the Campaign and Campaign Response entities, they will be overwritten with the import of the Event Management customizations.
Go to CodePlex and download the installation files: http://www.codeplex.com/crmaccelerators/Release/ProjectReleases.aspx?ReleaseId=19077. First, read the documentation. Then click on the Installation link, Step 1: Install CRM Customizations, and save EventManagement-Customizations.xml file locally.
Upload the customization file. Select all customizations except for Event Management Configuration. You will not need this custom entity because you aren’t adding the registration portal bits. Import the selected customizations.
You need to make one minor modification to the Campaign Response entity once you have imported the customizations: create a new “Attended Event” bit field. There is one included with the customizations that you just imported, but when you publish the customizations, this field will not publish to the form (for reasons unknown at the time of writing this blog post). Create another bit field, remove msa_attendedevent field from the form and add your new Attended Event field to the form.
Additionally, you may want to remove some fields from the Campaign form that you won’t use because you aren’t installing the registration web portal parts. The screenshot below shows all the fields available when you import the event management customizations.
The next screenshot below shows a cleaned-up form for event management with irrelevant fields removed.
After you have reviewed the changes (and are comfortable with them), publish all customizations. Enable the custom entities for other users in your org.
Start a new campaign and set to Type: Event. This will enable the event planning, including tracking the event venue, rooms, sessions, times, sponsors, teams, activities and packages. Here's an example:
Review and complete the planning tasks generated by the event campaign workflow process:
Add session rooms and session times to format your agenda:
Add existing users and outside contacts as your internal and external teams, respectively, and sponsors:
Track event packages and activities available to attendees:
Track attendee group allocations:
There are two ways you can track registration:
1. Manually: as you plan your event and manage registration, you can add campaign responses to track who has registered or waitlisted, and who has attended. You can create campaign responses one-by-one, or upload them using the Import Data wizard available in CRM. If you have your Event Management workflows published, attendees will receive email notifications based on their registration status.
2. Landing Pages: Set up landing pages to capture registration info. You would need to set up one campaign per registration landing page to capture which event the individual is signing up for. This has some limitations, including:
Additional steps to consider: to fully track registration count, consider adding a hidden numeric field to the campaign response that gets populated with “1” when an individual has registered. Create a workflow that populates the Registration Count field in the parent campaign to increment each time you track a registration.