Accelevents and Oracle Eloqua Field Mapping
Mapping fields allow you to customize which data will be transferred through the Accelevents and Oracle Eloqua integration. Aside from exporting or importing the attendee's name and email address, you can also include other ticket holder order form fields and other order details to the mapping configuration.
If you still need to integrate, follow the steps in this article to set up the Integration to Export Event Data from Accelevents Into Oracle Eloqua.
Step 1: Map the Accelevents Questions and Oracle Eloqua Contact Fields
Once the Accelevents-Oracle Eloqua integration is enabled, click the Configure button from Settings > Integrations in your admin console to get to the Configure Oracle Eloqua Mapping menu.
By default, only the attendees' names and emails are the fields included in the contact data transfer. To include more information in the data transfer, specify which Accelevents fields should sync with Oracle Eloqua contact fields.
Click Add a New Mapping under Contact Field Mapping
Select the Accelevents field on the left column
Select the Oracle Eloqua contact field on the right column
The Accelevents Fields dropdown will show all the order form fields, even custom fields. The Oracle Eloqua Properties dropdown will show all the fields available for the contact object.
Step 2: Select the Update Policy
The third column in the mapping menu allows you to customize the behavior when updating the ticket holder answers in Accelevents. These are the choices:
Update Policy | Behavior |
Always update | When the field is updated in Accelevents, the field will also update in the Oracle Eloqua contact. |
Do not update | When the field is updated in Accelevents, it will not update in the Oracle Eloqua contact. |
Do not update if the source is empty | When the field is updated in Accelevents as a blank field, it will not update it as blank in Oracle Eloqua. The existing data in the Oracle Eloqua contact will not be replaced as blank. |
Update if target is empty | When the field is updated in Accelevents and the Oracle Eloqua contact field has data, it will not update the Oracle Eloqua contact field. |
Always Append | When there is data in the Oracle Eloqua text or multiple-picklist field, and new data is coming from Accelevents, it will not replace the old data, instead, the new and old data will be comma separated for the text field. For the multiple-pciklist field, it will check the new item and keep the old items checked. |
For name and email address, these are the default settings below, but you can change it. After selecting the Update Policy for each field, click Save.
Step 3: Map Accelevents Questions and Oracle Eloqua Form Fields
This is an optional step. When attendees register in Accelevents, you can have the attendee information also appear in Form Submissions Data in Oracle Eloqua.
In the same Configure menu, there is a section for Oracle Eloqua Form Field Mapping where you'll need to select the form to associate to the event and map the form fields.
Step 4: Activate the Accelevents Order Form Fields for the Ticket Holder
The next step to ensure that the data transfer will work is to activate the order form fields for the ticket holder. Note that it has to be ticket holder fields. The information in the ticket buyer fields will not be included in the data transfer.
Go to Registration > Order Form
Go to the Ticket Holder tab
Activate the field by turning on the toggle.
Note: If you're mapping hidden fields, the fields must also be set to Active.
What if I'm not using the ticket holder fields?
If you're collecting buyer info only (toggle to Collect both ticket buyer and ticket holder information is turned off in the setting and only 1 ticket is allowed per order), the buyer automatically becomes the ticket holder, therefore the buyer information automatically appears in the ticket holder fields in the order. The information carried over to Oracle Eloqua are coming from the holder fields.
In this scenario, you need to have the TICKET HOLDER fields ACTIVE in the ticket holder tab BEFORE turning off the toggle to Collect both ticket buyer and ticket holder information.
Step 5: Test the Mapping
Once you have everything in place, test the mapping by registering for the event. If you have an Oracle Eloqua to Accelevents integration, the data transfer should also work as long as you have the correct Oracle Eloqua automation workflow published.
Auto-Generated Data Mapping
Aside from mapping the ticket holder order form fields, you can also map auto-generated data from the order, such as the order number, ticket number, ticket name, QR code, tracking link used, UTM data, magic link and more. If registrations are originating from Oracle Eloqua, some of these information can also appear in Oracle Eloqua after the order is created in Accelevents.
Updating Fields in Accelevents
Since the mapping applies to ticket holder information, changes in the ticket holder information in the order updates the record in Oracle Eloqua. Clicking the "Update" button in the Ticket Holder Information pop-up will trigger the update in Oracle Eloqua.
If you click the update button in the ticket buyer information pop-up, it will not update in Oracle Eloqua.
If you're not seeing the fields in the holder information, you may need to activate those fields in the ticket holder settings, just like in Step 3, then when you're done, turn off the "Collect both ticket buyer and ticket holder information" toggle again.
Default Contact Creation and Updating Rules
Rules For New Registrations in Accelevents
1. New Contact Creation Rules
A new contact is created if no contact has the same email address as the ticket holder.
All mapped fields will be included in the new contact record.
The new contact record will be added to the auto-generated shared lists.
A contact record will not be created for the ticket buyer if the ticket buyer differs from the ticket holder.
2. Updating Existing Contact Rules
An existing contact is updated if the contact has the same email address as the ticket holder.
The existing contact's name is updated if the Oracle Eloqua name field is null.
The mapped data will be updated based on your selected Update Policy.
The updated contact record will be added to the auto-generated shared lists.
If the ticket buyer is already a contact in Oracle Eloqua, the contact will not be updated with the ticket buyer's information.
3. Registering attendees without email addresses
A contact record will not be created if the attendee email address field is left blank during registration
Rules For Updating Registrations in Accelevents
1. Setting is to collect BUYER and HOLDER data
Updates should be saved in the TICKET HOLDER information in the Order (by admin) or in My Registration (by buyer).
The "Update" button should be clicked in the TICKET HOLDER to push the update to Oracle Eloqua.
The Oracle Eloqua fields will be updated based on the selected Update Policy for those fields, even if no changes are made (as long as the button is clicked).
Note that it will only update in Oracle Eloqua if the changes were made directly in the Order or in My Registrations. If the attendee updates their profile information (hub, app, or My Profile), it will update the order, but it will not update in Oracle Eloqua as the updates were not directly done in the Order or My Registrations.
2. Setting is to collect BUYER data only
If only the TICKET BUYER data is collected, the buyer automatically becomes the ticket holder.
In this case, updates should be saved in the TICKET BUYER information in the Order (by admin) or in My Registration (by buyer) AND the "Update" button should be clicked in the TICKET HOLDER information to update in Oracle Eloqua.
The Oracle Eloqua fields will be updated based on the selected Update Policy for those fields, even if no changes are made (as long as the button is clicked).
Note that it will only update in Oracle Eloqua if the changes were made directly in the Order or in My Registrations. If the attendee updates their profile information (hub, app, or My Profile), it will update the order, but it will not update in Oracle Eloqua as the updates were not directly done in the Order or My Registrations.
💡 In short, the trigger to push the update to Oracle Eloqua is to click the Update Button for the TICKET HOLDER in Orders or My Registrations.
Rules For Updating the Oracle Eloqua Record After Importing to Accelevents
The order in Accelevents will not be updated if changes are made in the Oracle Eloqua contact.