Setting up Process Buttons for GoToWebinar

Instructions on how to create Process Buttons for creating, updating and cancelling a Webinar in GoToWebinar from Workbooks Events.

We’d recommend that you configure a new Form Layout specifically for the Event Type of “Webinar” by using Form Layout Rules as shown:

In addition, add another rule based on the Status of the Event record and thus introduce three Forms for managing Webinars. We’d recommend applying an extra Form Layout Rule as detailed below so that users can only carry out actions appropriate to the current status of the Event:

• For new Events i.e. use for Events that are yet to be scheduled or synchronised with GoToWebinar and show the “Create Webinar” button. The rule to apply, would be Status = Planned
• For Events that have been previously scheduled/synced with GoToWebinar i.e. show the “Update Webinar” or “Cancel Webinar” button. The rule to apply, would be Status = Active
• For Events that have been cancelled, or completed and should not show any Process Buttons at all. The rule to apply, would be Status = Cancelled, Complete.

After a Form Layout has been configured, create a Process Button on the chosen Event Form Layout under the Automation tab with the following settings:

• Button Text: Set as required e.g. “Create Webinar”, “Update Webinar” or “Cancel Webinar”
• Script Location: Script Library
• Script: GoToWebinar Integration 
• Enable: True
• Run As: Current User (this ensure that Audit records show the correct user when this button is used)
• Position: First, or positioned appropriately if you have other Process Buttons configured
• Show Confirmation Message: True

Click Save to reveal the Parameter Values tab. On this tab, set the “mode” parameter. This parameter can have three values, based on the GoToWebinar action that is being configured. It can be set to one of:

• create: Use this mode to sync an Event record to GoToWebinar for the first time to schedule the webinar and start to accept registrations.
• update: Use this mode to update certain fields on a Webinar in GoToWebinar and notify existing registrants of the changes via email.
• cancel: Use this mode to cancel a webinar from an Event record in Workbooks and notify any existing registrants via email.

Once the Parameter Values are configured, click Save & Close on all screens. All other Parameters can be left blank for this process.