Part 1: Salesforce UI set up
Click this URL to download CollegeVine’s custom Salesforce package. Log in to the Salesforce instance you want to install the package into
Select who you’d like to install the package for. “Install for Admins only” is the default, but you can select a different option if you’d like.
Click the “I acknowledge…” check box, and then click “Install”
When the installation completes, click “Done”
Part 2: CollegeVine UI set up
Log in to www.collegevine.com
Navigate to AI One Stop > Students
Click on “CRM sync”
Select the Salesforce option in the Connection section
Paste the URL to your Salesforce instance in the “Enter your Salesforce URL” box.
You can find your Salesforce URL by going to your Salesforce instance and copying the first portion of your URL in the browser:
Click the “Authorize” button. (note, you cannot authorize before the package is fully installed in your Salesforce instance)
When the Salesforce pop-up appears, log in to your Salesforce instance.
On the next screen, select “Allow.”
Then, navigate to CollegeVine and select which object you want to sync to your AI Recruiter. Partners frequently choose their Contact or Opportunity object.
For the “Email field,” select the field on your Salesforce object that you store the students primary email address in.
The eligible fields from your Salesforce object will auto-populate in the drop-down list.
Then, select any other fields to be synced. See the list below for required and recommended fields:
Required fields:First nameLast nameEmail - already selected in step 9.Date of birth (optional)
Note: For DOB Fields, you may now set your preferred format that better align with how your CRM is structured. Be sure to use a consistent format to import your students successfully as this is one of the required fields. You will be able to set this up when you map your fields on the CollegeVine side (Step 17).
Other suggested fields:Any other fields you have that would be helpful for the AI recruiter to use to personalize messages to students. Examples include:
Program / majorStudent Class (i.e Freshman)Gender
Then, under “Sync records filtered by this field” choose the field in Salesforce that you are using to distinguish which student records you want to sync to CollegeVine.
This field must be a Boolean (ie. “checkbox”) field and live on the Salesforce object you selected in step 8. This field must be
updateableThe number of records with a ‘true’ value for this field should be less than or equal to the number of student uploads you have on your CollegeVine contract. Ask your CollegeVine project manager if you are unsure about your contract amount!
Partners often use automations in Salesforce to populate this field based on the strategy their team has aligned on. (e.g. when a new inquiry enters Salesforce, mark them as ‘true’)
After you’ve selected all of your fields, click “Next”. Note: You can go back and edit the synced fields at any time.
Under the Data schema configuration section, choose how you want conflicts resolved.
Map columns to CollegeVine properties, or create a custom property.
Certify communication consent (checkbox)
Click Next to save your field mappings and move on to the next step
📣Note: If you later change/update/add new fields to the file you send to CollegeVine, you must come back to the field mapping step, update the mapping, and save the changes to ensure your future imports will not fail.
Select which additional AI Engagement data you want CollegeVine to export back to Salesforce for every record, and which fields on your Salesforce object you want them to map to.
If you don’t already have fields created on your object to store the values, you can create new fields and then click “refresh” inside of CollegeVine to repopulate the field option list.
Next to “Configure AI engagement fields” click “More details” and then “Edit”.
Within the next section, map the AI One Stop engagement fields to their respective fields in your Salesforce instance. If there are any fields you do not want to send to Salesforce, you do not need to map them.
Click “Next”
Click “Start the integration” to start the automatic integration, or manually trigger the first import by clicking “Run an import now” if you’d prefer.
FAQs
How do I swap from SFTP set up if I want to change to the API setup?
Click “More details”
Click “Edit”
Click “Change connection type”
2. Which additional fields will the AI recruiter send to our CRM?
Additional AI engagement data for each studentSummary of all AI communicationsNumber of chat messages sent by AI agentNumber of chat messages sent by the studentNumber of emails sent by the AI agentNumber of emails opened by the studentNumber of emails clicked by the studentNumber of outbound phone calls made by the AI agentNumber of outbound phone calls answered by the studentNumber of inbound phone calls made by the studentCV email opt outCV SMS opt outCV phone opt outCV global opt out