Adding A Program of Interest

Body

Topic

Adding a Program of Interest

Environment (Products involved such as e.g. hardware, software, network)   

Computer, Salesforce

Resolution or Steps 

We have automation that assigns prospects to our recruiters based on the program of interest they choose on the request for information form. Program of Interest is different than a declared program or major. Program of Interest is a broad category that the students choose on the request for information that indicates they are interested in a certain type of program(s). For example, Baking and Pastry is a program of interest that includes programs Baking and Pastry Entrepreneur – AAS, Pastry Entrepreneur – Certificate, and Baking and Pastry – Certificate.  When they apply, they will declare a major or program and that will be used in Salesforce going forward to assist the student.

When Hennepin Technology College adds new programs that do not fall under the current list of program of interest that we have on the request for information, Enrollment Services may ask us to create a new category. This must be updated in Salesforce and on the request for information .  They should put in a Help Desk Ticket and they should provide the program of interest category exactly how they would like it to appear in the picklist for students when they are filling out the request for information. The format/wording needs to be exactly the same in the request for information, Salesforce field pick list, and the lead assignment rules.

You will need to update the following:

  1. Salesforce Picklist Options for the Program of Interest Field
  2. Pardot custom field for Program of Interest
  3. Form handler field refresh for Program of Interest field
  4. request for information form field refresh for Program of Interest Field
  5. Update Lead assignment rules for recruiters

This article will cover 1-4 and the article for updating assignment rules is below.

Also See:

  1. Open Salesforce and sign in. 
  2. Click on the gear icon in the upper right hand corner and then on setup.

“A Salesforce interface showing the settings gear icon in the top‑right corner, outlined with a red box. When selected, a dropdown menu is open beneath it. The first option, labeled ‘Setup’ with a blue gear icon, is outlined in red. Below it are the options ‘Marketing Setup’ with an orange gear icon and ‘Developer Console.’”

3. Click on the Object Manager tab.

“A Salesforce Setup page showing the top navigation bar. The tab labeled ‘Object Manager’ is outlined with a red box. To the left, the Setup menu shows a search field labeled ‘Quick Find’ and sidebar options including Setup Home, Service Setup Assistant, Multi‑Factor Authentication Assistant, Release Updates, and Lightning Experience Transition Assistant. On the right, the main panel displays the Setup Home screen with a home icon.”

4. Type ‘Prospect’ into the quick find box and click on the prospect object. This is because the field we need to edit is a field for prospective students or prospects. We will find it on the Prospect object.

“A Salesforce Setup page under ‘Object Manager.’ The search bar contains the word ‘prospect,’ outlined with a red box. Below, in the results table, the object labeled ‘Prospect’ appears in the Label column and is also outlined with a red box. The row shows API Name: Lead, Type: Standard Object, with additional columns for Description, Last Modified, and Deployed.”

5. We are editing a field, so we will click on the Fields & Relationships tab.

“A Salesforce Setup page for the Prospect object. On the left sidebar, the menu shows options such as Details, Page Layouts, Lightning Record Pages, Buttons, Links, and Actions, Compact Layouts, Field Sets, and others. The option ‘Fields & Relationships’ is outlined with a red box. On the right side, the Details panel displays information including API Name: Lead, Singular Label: Prospect, Plural Label: Prospects, and additional settings such as Enable Reports, Track Activities, Track Field History, and Deployment Status.”

6. Type the field you want to edit, in this case 'Program of Interest' into the quick find box and click on the field label.

“A Salesforce Setup page for the Prospect object, with the ‘Fields & Relationships’ section selected in the left sidebar. In the fields list, the search bar contains the text ‘Program of Interest,’ highlighted with a red box. Below, a single result appears: a field labeled ‘Program of Interest,’ outlined with a red box. The row shows the API name ‘Program_of_Interest__c’ and the data type ‘Picklist.’”

7. Scroll down to the Values section where the programs of interest are listed and click New.

“A Salesforce Setup page in the Prospect object showing the ‘Fields & Relationships’ section. The screen displays the picklist field values list for the field ‘Program of Interest.’ At the top of the values section, the heading ‘Values’ is outlined with a red box. Next to it, the ‘New’ button is also outlined with a red box. Below, a table lists existing picklist values with columns for Action, Values, API Name, Default, Chart Colors, and Modified By. Each row shows a value with links for Edit, Del, and Deactivate.”

8. Enter the name of the program exactly as it needs to appear in the picklist. You can add multiple if you need to as long as each value is on its own line without commas. Click Save.

“A Salesforce Setup page for the Prospect object showing the ‘Add Picklist Values’ screen for the field ‘Program of Interest.’ A large text box is outlined in red and contains three values, each on its own line: ‘Accounting Careers,’ ‘Arts,’ and ‘Baking and Pastry.’ Below the text box, the ‘Save’ button is outlined with a red box, next to a ‘Cancel’ button.”

9. If we have a website administrator in the enrollment services marketing team you will email them and let them know that the program has been added in Salesforce and needs to be added to Pardot and the request for information. They manage the request for information form and will make the necessary changes. If you do not have a web admin, please continue to the next step.

10. Click on the app manager and type 'Pardot' into the search bar. Select the Pardot Lightning Application.

“A Salesforce App Launcher search panel is open. The search bar contains the text ‘pardot’ and is outlined in red. Under the ‘Apps’ section, the ‘Pardot’ app appears with a blue icon and is outlined with a red box. Additional ‘Items’ results for Pardot appear below the Apps section, including Pardot Campaigns, Pardot Dashboard, Pardot Email, and Pardot LeadDeck.”

11. Click on the Prospects Settings tab, Object and Field Configuration and then Prospect Fields.

“A Salesforce Pardot (Account Engagement) screen showing the ‘Prospect Fields’ page. In the top navigation bar, the ‘Account Engagement Settings’ tab is outlined in red. On the left sidebar, the section ‘Object and Field Configuration’ is expanded, and the submenu item ‘Prospect Fields’ is outlined in red. The main panel displays the heading ‘Prospect Fields’ above a list titled ‘Custom Fields,’ with a table containing columns for Name, Field, and Salesforce.com Field.”

12. Type 'Program' into the filter and select Program of Interest.

“A Salesforce Pardot (Account Engagement) screen showing the ‘Prospect Fields’ page. At the top, a filter text box contains the word ‘Program,’ outlined with a red box. Below, the list of custom fields shows a single result labeled ‘Program of Interest,’ which is also outlined with a red box. The table columns include Name, Field, Salesforce.com Field Name, Type, Updated At, and Actions. A blue button labeled ‘Add Custom Field’ appears on the right side of the screen.”

13. Click the refresh button next to the salesforce.com field name field. This field is synced with the CRM and will pull the values you added to the Salesforce field into Pardot so you can activate them.

“A Pardot (Account Engagement) screen titled ‘Program of Interest’ showing the Edit Custom Field page. The field labeled ‘Name’ displays ‘Program of Interest.’ The ‘Custom Field ID’ shows ‘Program_of_Interest.’ A box labeled ‘Salesforce.com Field Name’ displays ‘Programs (Program_of_Inter…)’ followed by a circular refresh icon, which is outlined with a red box. Below the field name section is a checkbox option stating: ‘Keep this field’s type and possible values (for dropdowns, radio buttons, checkboxes) in sync with the CRM.’”

15. Scroll down to the Values section and check the boxes (they should be blue with white check marks) for the values you added.

“A Pardot (Account Engagement) custom field values list under the heading ‘Values.’ Several picklist values are displayed, each with a checkbox, editable text field, and icons. The row for ‘Arts’ is highlighted with a light blue background. Its checkbox is outlined with a red box and is currently unchecked. Other values above and below, such as ‘Accounting Careers,’ ‘Architectural Technology,’ ‘Audio Production Speciali…,’ and ‘Auto Body Collision Techn…,’ have checked boxes.”

16. Scroll down and click Save Custom Field

“A Pardot (Account Engagement) custom field edit screen showing a list of picklist values, each with a checkbox and editable text field. Several values such as ‘Public Works,’ ‘Station Tech,’ ‘Welding and Metal Fabrica…,’ and ‘Fire Protection’ have their checkboxes selected, while others such as ‘Sociology’ and ‘Undecided’ are unselected. At the bottom of the page, the blue button labeled ‘Save Custom Field’ is outlined with a red box. A ‘Cancel’ link appears to the right of the button.”

17. Now that the field has been added to Pardot, you will add it to the request for information forms. While still in Pardot, click on the Content tab.

“A Pardot (Account Engagement) navigation bar is shown at the top of the screen. Tabs visible include Pardot, Pardot Dashboard, Prospects, Pardot Campaigns, Campaigns, Automations, Pardot Email, and Content. The ‘Content’ tab on the far right is outlined with a red box. Below the navigation bar, the page displays a section labeled ‘Dashboard’ with a pink home icon.”

18. It should default to the Forms tab, but ensure that the forms tab is clicked.

“A Pardot (Account Engagement) screen showing the ‘Forms’ section. In the left sidebar, the menu item ‘Forms’ is outlined with a red box. The main panel displays a list of forms with columns for Forms, Total Views, Autoresponder, Updated At, and Actions. Several forms are listed, including Standard Form, Prospect On‑Campus Visit, Prospect Off‑Campus Visit, Prospect Inquiry Form, and Prospect Calls HTC. At the top right of the list is a blue ‘Add Form’ button.”

19. The following are the versions of the request for information that need to be updated: Prospect On-Campus Visit, Prospect Off-Campus Visit, and Prospect Calls Hennepin Technology College. Click on the first form.  Note: The main request for information form is in Formstack and will be updated later.

“A Pardot (Account Engagement) ‘Forms’ list screen showing multiple forms in a table. The form named ‘Prospect On‑Campus Visit’ is outlined with a red box. The table columns displayed include Forms, Total Views, Autoresponder, Updated At, and Actions. The row for ‘Prospect On‑Campus Visit’ shows 841 total views and an updated date of Oct 15, 2021, 12:48 PM. The left sidebar menu lists options such as Forms, Form Handlers, Layout Templates, and Landing Pages.”

20. Click Edit Form.

“A Pardot (Account Engagement) form details page titled ‘Prospect On‑Campus Visit.’ At the top right of the panel, the ‘Edit form’ button is outlined with a red box. The section below, labeled ‘Contents,’ lists information for the form, including: • Name: Prospect On‑Campus Visit • Folder: /Uncategorized/Forms • Campaign: On‑Campus Visit • Tracker Domain: Current Primary (https://go.hennepintech.edu) • Link: https://go.hennepintech.edu/l/823383/2020‑02‑24/31yy • Layout Template: Standard A list of Form Fields is shown below, including First Name, Last Name, Email, Mobile Phone, Street Address, City, State, Zip Code, and Student Type, with each field labeled as required or default.”

21. Click Next.

“A Pardot (Account Engagement) form editor page for the ‘Prospect On‑Campus Visit’ form. A gray banner at the top states that another user is also editing the form. A progress bar with five labeled steps appears: 1 Name, 2 Fields, 3 Look and Feel, 4 Completion Actions, and 5 Confirm & Save. The ‘Name’ step is selected. Below, the ‘Name’ section contains fields: Name set to ‘Prospect On‑Campus Visit,’ Tags with an empty entry box, Folder set to ‘/Uncategorized/Forms’ with a Choose button, Tracker Domain set to ‘Current Primary (https://go.hennepintech.edu)’ in a dropdown, and Campaign set to ‘On‑Campus Visit’ with a Choose button. At the bottom left, a blue ‘Next’ button is outlined with a red box. Beside it is a green ‘Confirm & Save’ button, and a gray Cancel button.”

22. Scroll down to the Program of Interest (a) field and click the edit icon.

“A Pardot (Account Engagement) form editor screen showing a list of form fields. The field row labeled ‘Program of Interest (a)*’ is highlighted with a light blue background. On the right side of this row, the pencil edit icon is outlined with a red box. Other fields above and below include Student Type, High School Graduation Year, Prospect Source, and Source of Recruiter for Interactions, each with icons for editing, moving, or deleting.”

23. In the pop-up window, stay on the Basic tab, click on Load Default Data, then click Save.

“A Pardot (Account Engagement) form field settings screen with the ‘Basic’ tab selected, outlined in red. A green banner across the top reads, ‘Default field data loaded successfully.’ The Label field shows ‘Program of Interest.’ The Prospect Field dropdown is set to ‘Program of Interest,’ with a ‘Load Default Data’ link outlined in red beside it. Below, the Type field is set to ‘Dropdown,’ and Data Format is set to ‘Text.’ A checkbox labeled ‘Required’ is selected. At the bottom right, the blue ‘Save changes’ button is outlined with a red box, with a gray ‘Cancel’ button next to it.”

24. You will get a pop-up to confirm your changes. Click Ok.

A dark confirmation dialog box displays the message: ‘An embedded page at embedded.pardot.force.com says: This will replace data in this form field with the default field data, are you sure?’ Below the message are two buttons: a blue ‘OK’ button outlined with a red box, and a gray ‘Cancel’ button.”

25. Click Confirm & Save to jump to the last step.

“A Pardot (Account Engagement) form editor screen showing the step navigation bar for the form‑building process. Step 2, labeled ‘Fields,’ is highlighted in blue. Step 5, labeled ‘Confirm & Save,’ is outlined with a red box. A gray banner at the top states that another user is also editing the form. Below, a section titled ‘Form Fields Preview’ displays editable rows for form fields, including ‘First Name (a)’ and ‘Last Name (a),’ each with icons for editing, moving, and deleting.”

26. Click Confirm & Save.

“A Pardot (Account Engagement) form editor page on the final step labeled ‘Confirm & Save.’ A warning message reads, ‘Your changes still need to be saved!’ The form summary lists the name ‘Prospect On‑Campus Visit,’ the folder ‘/Uncategorized/Forms,’ the campaign ‘On‑Campus Visit,’ the layout template ‘Standard,’ and a full list of form fields including First Name, Last Name, Email, Mobile Phone, Street Address, City, State, Zip Code, Student Type, Program of Interest, and additional fields. At the top right of the section, the green ‘Confirm & Save’ button is outlined with a red box.”

27. Click on the Forms tab to go back to the list of forms and repeat Steps 18-25 to make the changes on the remaining forms.

“A Pardot (Account Engagement) screen showing navigation tabs at the top, including Pardot Dashboard, Prospects, Pardot Campaigns, Campaigns, Automations, Pardot Email, Content, and Pardot Reports. In the left sidebar, the menu item ‘Forms’ is outlined with a red box. The main panel displays the heading ‘Prospect On‑Campus Visit’ and a Contents section listing Name, Folder, and Campaign information.”

Updating the Main Request For Information Form in Formstack

1. From your Salesforce window, click the applications launcher and type Forms. Select the Formstack Applications.

“Salesforce Lightning App Launcher panel open with a search bar at the top containing the word ‘forms.’ Under the ‘Apps’ heading, results include ‘Formstack’ and ‘Formstack Documents.’ Under the ‘Items’ heading, results include ‘Forms,’ ‘Formstack,’ ‘Formstack Documents,’ ‘Formstack Mappings,’ and ‘Formstack Settings.’ Some of the underlying Pardot page is visible in the background, showing part of the ‘Prospect On‑Campus Visit’ form details.”

2. Scroll down to the Prospect Request for Information Form and Click Edit.

“A Formstack FastForms page showing a list of forms. One form is titled ‘Prospect Request For Information’ with the primary object listed as Prospect, and a green ‘Form active’ indicator. To the right of this form row, the word ‘Edit’ appears and is circled in red. Buttons to the right include Migrate, a Submissions dropdown, and a Publish Options dropdown. A second form titled ‘Nursing Course Evaluation’ appears below with similar controls.”

3. Scroll down to the Program of Interest field. Click the drop-down carrot, click Advanced options, and Click Refresh.

“A Formstack field‑editing screen showing settings for the ‘Program of Interest’ field. At the top right of the field row, a blue chevron icon is circled in red. The Label is displayed as ‘Program of Interest,’ and the Salesforce field information shows: ‘Salesforce Field: Program of Interest (Single‑select picklist), API Name: Lead.Program_of_Interest__c.’ Dropdowns are shown for Default value and other options. Checkboxes are available for Hide field, Read‑only, Required, and Customize the error message. An ‘Advanced options’ row has a checked box labeled ‘Show options,’ indicated by a red arrow. In the ‘Field configuration’ section, a blue ‘Refresh’ button is outlined with a red arrow. Additional configuration checkboxes appear below, including ‘Update existing Salesforce record matching this field value.’”

4. You can minimize the extra options by clicking the carrot again and using the drop-down to view all the program options. If it looks correct, you can click the Publish Draft button in the upper right. This will publish your edits and they will be live on the form.

“A Formstack form‑editing sidebar is open. At the top, a status badge shows ‘Draft Saved.’ To the right of the badge, a blue ‘Publish Draft’ button is outlined with a red arrow. Below is a ‘Search for fields’ box with a magnifying‑glass icon and a ‘Clear’ link. The ‘Objects’ section lists options including ‘Prospect’ and ‘General Fields.’”

Note: always go to the form on the website or the links in the form handlers to verify the changes took affect. If you see any errors, contact the web admin as they may have to update the pages with the new information.

You have completed adding a new program of interest to Salesforce, Pardot, and the request for information forms.

 

Details

Details

Article ID: 141773
Created
Mon 2/28/22 2:49 PM
Modified
Wed 2/25/26 4:17 PM