The Summit Events App appears to be most interested in managing people who have registered. I can't find in the documentation much about the invitation process. There is a recipe that ties a Campaign to an event, but I'd rather not have to use Campaigns for this.
What is the best way to invite people to register? I expect to build an HTML email with a button that takes them to the registration page. I also want to know if they have chosen not to register; I could give them a "No thank you" button. When they click that opt-out button, I want to know about it.
What's the best way to do this? Do I need to create a new Visualforce page on the registration site somewhere that will say something nice to the invitee and also notify the event organiser? Is there something out of the box that will do this?
#Summit Events
@Ryan Blake | @Mike Walter | @Commons Project: Summit Events App
I have built a solution that works quite well.
Answering the question: "
What is the best way to invite people to register or opt out?"
Here is one way:
I have built a Screen Flow that inclues the basic questions (Name, Email, Phone) and creates a Summit Events Registration record where Status = Declined.
There's an input variable to accept the Summit Events Instance record from the URL; this is used to get the Instance record and save the new Registration record.
I also had to add an entry to the Status picklist field on the Summit Events Registration object: "Declined".
The flow runs in System Context Without Sharing, because a new record needs to be created and the Guest Site User cannot create records.
Best practice is to build the mail flow with a subflow that runs in System Context and only does the Create Records. That way, the main flow can run in user context, although you need to make sure the Site Guest User can read from all the objects using the Site Guest Profile and a Site Guest Sharing Rule.
The flow is activated and deployed to a custom Visualforce page. The Visualforce code is quite simple:
SummitEventsInstanceDecline.vfp
<apex:page showHeader="false" sidebar="false" lightningStylesheets="true">
<flow:interview name="Screen_Decline_Summit_Event_Invitation">
<apex:param name="InstanceRecordID"
value="{!$CurrentPage.parameters.InstanceRecordID}"
/>
</flow:interview>
</apex:page>
As you can see, it's very basic. To make it look more like you Summit Events Registration page, you can manually add CSS and HTML to this code, which isn't too difficult. Note that you need to include a parameter (the Instance's record ID) in the URL when you go to this page.
This page needs to be added to the Summit Events Site definition
Setup > User Interface > Sites & Domains > Sites > Site Label > Events (or whatever you called your Summit Events site)
Scroll down to the Site Visualforce Pages list and add your new page from above.
Next, you need an email template that includes two buttons:
- [Book Now] that takes you to the Instance Registration link (as found on the Summit Events Instance page)
- [Decline] that takes you to the new Visualforce page
<your URL>/events/SummitEventInstanceDecline?InstanceRecordID=<the record ID ofthe Summit Events Instance>
You will need to ensure the email template can access the Instance record so it can insert these merge fields: <Registration Link> and <Id>
Finally, use that email template to send from a list view or campaign (or your favourite email sender tool like MCAE or MailChimp).
