Learn Pardot Administration Basics

Learning Objectives

After completing this unit, you’ll be able to:

  • Access and describe Pardot account settings.
  • Set up users
  • Configure single sign on with Salesforce.
  • Set up custom prospect fields.
  • Connect Twitter to Pardot

All About Administration

Leung Chen, Cloudy Consulting Marketing Manager

Meet Leung Chen, the Marketing Manager at Cloudy Consulting. She’s been tapped to implement Pardot at Cloudy Consulting thanks to her great performance review last quarter. She's got lots of experience organizing in-person events and client nurture programs and is ready to bring those skills to Pardot! She will be the Pardot Administrator. 

Pardot Account Settings

Leung’s first task is to get under the hood of Pardot and review her account settings. Pardot account settings contain all sorts of helpful information for administering your Pardot account and are a natural place for Leung to start exploring.

Let’s take a stroll through account settings and check out some features along the way.

  1. Click the Pardot Settings tab. Here you see your account information as well as the contact information for the person who’s notified about changes to Pardot. The Product and Service Notifications table in your account settings lets you choose different points of contact for each type of notification. See more information about account settings in the Account Settings Reference.
  2. Click the Usage and Limits tab. This list shows all your account's available features, usage, limits, and utilization. The Pardot Settings page with the Usage and Limits tab highlighted
  3. Click the My Profile tab. This tab shows your profile information and user preferences. Click Edit to make changes to your user information. Click Edit My User Preferences to make changes to your email and app preferences.
    The Pardot Settings page with the My Profile tab highlighted
  4. (If applicable) Click the B2B Marketing Analytics tab. The B2B Marketing Analytics tab is where you provision your B2B Marketing Analytics app.

Create a Pardot User

Leung is highly in demand at Cloudy Computing, so she’s juggling a lot of projects. She wants to add one of her teammates to Pardot as a user to help her manage this account. The Cloudy Computing marketing team has several content creators and Leung’s tapped one to help with Pardot. She decides to give them the Marketing role, one of Pardot’s default user roles. Every Pardot account comes with four user roles: Administrator, Marketing User, Sales Manager, and Sales User. This makes it easy for Pardot Administrators like Leung to create new users and grant them the correct permission sets.

Let’s look at how Leung can easily create a new Pardot user with the Marketing role. 

  1. Navigate to Pardot Settings | User Management | Users.
  2. Click + Add User.
  3. Enter the user’s first and last name.
  4. Enter the user’s email address. The email address must be unique across all Pardot accounts.
  5. To send an activation link to the user, select Send Activation Email. This email prompts the user to choose a password and security question. The activation email expires after 48 hours.
  6. Select the Marketing user role.
  7. When finished, click Create User.

The Recycle Bin

When you delete an asset, it’s moved to the recycle bin in your Pardot account. You can restore most assets from the recycle bin but let’s look at a few things to consider when using the recycle bin. Let’s take a look at those real quick before moving on.

  • Items in the recycle bin don’t count toward usage limits.
  • If you delete a campaign, the prospects associated with the campaign remain in the system tagged with the deleted campaign. Before deleting, Pardot warns you if elements associated with the campaign, such as lists, rules, and landing pages, are in use. You can then delete the assets or associate them with another campaign.
  • Admins can permanently delete prospects in the recycle bin. Pardot no longer tracks prospects when they’re permanently deleted.
  • A deleted prospect is restored when the Salesforce record it’s syncing with is undeleted. When you permanently delete a prospect in Pardot, you must delete associated leads and contacts in Salesforce.
  • Tags are deleted permanently and don’t appear in the recycle bin.
  • Content files are permanently deleted and cannot be undeleted, but they are listed in the recycle bin.

When a prospect is deleted, the record is moved to the Pardot recycle bin. From the recycle bin, you can either permanently delete or restore the prospect. Certain activities that either you or the system initiates also restore a prospect. If you feel you want to permanently delete a prospect in the recycle bin, you should consider a few things before doing that. 

  • When a prospect is permanently deleted, the prospect is deleted from the recycle bin, and Pardot doesn’t retain any information about the prospect. There is no way to tell which prospects have been deleted, and data cannot be restored.
  • Associated leads and contacts must be deleted from Salesforce before deleting the prospect in Pardot.
  • Deleting prospects removes all associated engagement data and impacts all reporting.
  • If the prospect is associated with a person account, all personally identifiable information is removed from the Pardot account record.
  • Deleting a prospect doesn’t prevent the prospect from being created again. For example, a prospect can submit a form or be re-created manually.
  • Admins can permanently delete prospects in the recycle bin. Pardot no longer tracks prospects when they’re permanently deleted.

It can take up to 24 hours for a deletion to complete. Pardot will email you once the process is finished. 

Add Custom Fields

Pardot comes with a large number of ready-to-use default fields, but you may need to capture other types of information. For example, you may have some fields in Sales Cloud that you want to also have in Pardot, and then sync the data between the two systems. To do this, activate your Salesforce connector, and then create a custom field in Pardot for each Sales Cloud field you’d like to map. Custom fields are available across all your Pardot forms, automation and segmentation rules, and dynamic lists.

Leung is planning a client event and needs to create a custom field at the prospect level to record RSVPs, but does not need to sync this information back to Salesforce. She’ll use the responses later to send out thank you emails.  

To create a custom field: 

  1. Navigate to Pardot Settings | Object and Field Configuration | Prospect Fields.
  2. Click + Add Custom Field.
  3. Enter the RSVP into the Name field.
  4. Leave the Custom Field ID as automatically generated.
  5. Leave Sync Behavior as is. For a full list of field settings, see the Prospect Field Settings Reference.
  6. To limit responses, change the field type to Radio Button.
  7. Under Values, enter the following values for the field:
    • Yes, I’ll be there!
    • No, I can’t come.
  8. When finished, click Create Custom Field to save your new field.

Create the RSVP custom field with two field values: “Yes, I’ll be there!” and “No, I can’t come.”

Connect Pardot to Social

Pardot is great on its own, but it’s even better when integrated with other products. You can extend Pardot’s reach to other third-party applications you already use.

Back at Cloudy Computing, Leung’s been working on her marketing strategy for her upcoming client event. Cloudy Computing has a strong social presence, including a popular Twitter account. Leung’s plan is to connect the Cloudy Computing Twitter account to her Pardot account so she can manage posts and track impressions all from within Pardot. 

Let’s set up a Twitter connector in Pardot. 

  1. Navigate to Pardot Settings | Connectors.
  2. Click + Add Connector.
  3. Scroll to Social Posting Connectors, and click Twitter.
  4. Enter your Twitter username and click Create Connector.
  5. You’ll be redirected to Twitter to log into the account you want to connect.
  6. After the connector saves, click Verify Now. You will be taken to permissions screens in Twitter.
  7. Click Authorize app.
  8. Click Save Connector.

The Create Twitter Connector screen


First time logging in? We have a new Pardot Setup Assistant ready to walk you through the process of setting up Pardot.

Throughout this unit, you’ve helped Leung get set up as a Pardot administrator. You’ve created a new user, created a custom field, set up Log In with Salesforce and added Twitter as a social connector in Pardot. All in a day’s great work! 


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