Guest Speaker form

The FormAssembly Guest Speaker form that records speaking engagements in Salesforce: form URLs, how it matches Engagement, Account and Contact records, and the 2024 enhancements.

OLD Public Form URL: https://johnson.tfaforms.net/81 - Should be deprecated as it doesn't include SSO

• Guest Speaker Form recording:
  • Enhancements in 2024:

NEW Enhanced Form URL (w/SSO): https://johnson.tfaforms.net/105

Guest Speaker Form recording:

Technical details:

• Base functionality was to track speaking engagements at the college of business in Salesforce.
• The form pulls the picklist values for location, school/college, engagement type, and Alumnus? directly from Salesforce, so even if these values change the form doesn't need to be updated.
• The matching logic for the Engagement record is the Name, Type, and Date fields. If those details match exactly, then the engagement will be updated rather than a new engagement created.
• The form is set never to overwrite field data with blank or null values, so if there is a match on the engagement you won’t need to provide the school/college, location, or notes again and the data in those fields won’t get wiped out.
• The matching logic for Account is the account name and the matching logic for Contact is email and last name. When there is no exact match, a new record gets created.
• Justin Kessler is hard coded into the FormAssembly form so he will be the owner of every engagement record being created by the form.
• Justin Kessler is setup to receive all email notifications when new speaking engagements are created.
• The SF Admin who owns the connection to Salesforce will remain the owner of the Account and Contact records that get created. 

• Enhancements in 2024:

  • A new Faculty Support dashboard has been created in Salesforce
  • To ensure Faculty Support team members could look-up Account and Contact records before entering, SSO was implemented for the new form 
  • New fields were added to the form to track guest speaking engagements by class, faculty, and faculty support member
  • New fields were added to the form to track guest speakers who are Alumni as well as to manage whether Zoom or Certificates are needed for the speaking engagement
  • If the user entering the data has a Department of Faculty Support on their Salesforce User record, then the Faculty Support specific fields will display on the form, else the user will only see the standard fields