Adding A Program of Interest

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 (RFI) 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 RFI 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 HTC adds new programs that do not fall under the current list of program of interest that we have on the RFI, Enrollment Services may ask us to create a new category. This must be updated in Salesforce and on the RFI.  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 RFI. The format/wording needs to be exactly the same in the RFI, Salesforce field picklist, 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. RFI 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:

• How To: Changing Lead Assignments (Recruiter Assignment Automation)

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

3. Click on the Object Manager tab.

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.

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

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.

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

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.

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 RFI. They manage the RFI 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.

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

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

 

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.

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

16. Scroll down and click Save Custom Field

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

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

19. The following are the versions of the RFI that need to be updated: Prospect On-Campus Visit, Prospect Off-Campus Visit, and Prospect Calls HTC. Click on the first form.  NOTE: The main RFI form is in Formstack and will be updated later.

20. Click Edit Form.

21. Click Next.

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

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

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

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

26. Click Confirm & Save.

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.

Updating the Main RFI Form in Formstack

1. From your Salesforce window, click the app launcher and type Forms. Select the Formstack App.

 

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

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

 

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.

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 RFI forms.