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Salesforce Flow: create a user in LearnUpon

Elizabeth
  • Updated

Summary

Use a Salesforce Flow to automatically create a new learner in LearnUpon, based on any Salesforce trigger.

In this example, selecting Create in LearnUpon in the Salesforce User Layout triggers the creation of the LearnUpon account.

LearnUpon’s API and the Salesforce integration are available depending on your LearnUpon plan.

See Collection: Salesforce Flow about access permissions and prerequisites for this process.

Step 1. Add the Create in LearnUpon object to the User Page Layout

  1. From the Salesforce home page, select Setup, aka the gear icon.
  2. Use Quick find to search for and open Object Manager.
  3. From Object Manager, use Search to find and open User.
  4. Select User Page Layouts.
  5. Select User Layout.
  6. In User Layout panel, select and drag Create in LearnUpon into the layout area, wherever you need it in the process.
  7. In User Layout panel, select Save.

The following screenshot shows adding Create in LearnUpon to Additional Information after User Details.

salesforce_create_in_learnupon_in_layout.png

 

Step 2. Create the Flow

  1. From the Salesforce home page, select Setup.
  2. Use Quick Find to search for and open Flows.
  3. Select New Flow to open the Flows feature.

Step 3. Choose a trigger

The following screenshot shows New Flow, with Record-Triggered Flow selected.

salesforce_new_flow_record_triggered_flow.png

  1. Select a specific trigger > Create to start building the flow.
  2. In Object, select User.
  3. In Configure Trigger, select A record is created or updated.
  4. In Condition Requirements, select All Conditions Are Met (AND).
  5. In Field, find and select LearnUponP__Create_in_LearnUpon__c (Create in LearnUpon).
  6. Set Operator to Equals.
  7. In Value choose $GlobalConstant.True.
  8. In When to Run the Flow for Updated Records select Every time a record is updated and meets the condition requirements.
  9. In Optimize the Flow for: select Actions and Related Records.
  10. Select Done to save.

Step 4. Add an Update Record element

  1. In the Flow line select the plus symbol plus_symbol_add_element.png to add an element.
  2. Select Update Triggering Record.
  3. In Label, enter a name for this process (Example: Clear Checkbox Element).
  4. For How to Find Records to Update and Set Their Values, use default setting Use the user record that triggered the flow.
  5. In Set Field Values for the User Record:
    • set Field to LearnUponP__Create_in_LearnUpon__c (Create in LearnUpon)
    • set Value to False {!$GlobalConstant.False}
  6. Select Done to save the process.

Step 5. Create the action

This action - creating a learner in LearnUpon - is the response to the trigger in the flow. At a minimum you must provide a learner’s name and Salesforce User ID for a new account.

You can add more options as required. See Learner data you can send from Salesforce to LearnUpon.

Tip: When you select the portal where you are creating the user, enter the portal subdomain only. For example, if the portal is myportal.learnupon.com, enter myportal.

  1. Following the Update record element select the plus symbol to add another element.
  2. Select Action.
  3. In Action, search for and select Create User in LearnUpon.
  4. In Label enter a name for this action.
  5. In Email, choose $Record > Email or enter {!$Record.Email}.
  6. In LearnUpon portal (subdomain) to create user in, enter the subdomain as required.
  7. In First name choose $Record > FirstName or enter {!$Record.FirstName}.
  8. In Last name choose $Record > LastName or enter {!$Record.LastName}.
  9. In Salesforce User ID choose $Record > User ID or enter {!$Record.Id}.
  10. Select Done to save the changes to the action.
  11. Select Save to save the flow.
  12. In Flow Label, enter a name for your flow, and Save to finish.

When you are ready to use the Flow select Activate.

Step 6. Test the Flow - using the Create in LearnUpon check box

Select a test user in Salesforce, to create a new account for them in LearnUpon.

  1. From the Salesforce home page, select Setup.
  2. Use Search to find and open Users.
  3. Select a test user’s name.
  4. Select Edit.
  5. Find and select the Create in LearnUpon check box.
  6. Select Save.

Step 7. Confirm the user account now exists in LearnUpon

To check if the Flow is creating the Salesforce User as a learner in LearnUpon:

  1. Log into your LearnUpon portal.
  2. From main navigation, go to Users.
  3. Use Search (magnifying glass) to find the test user’s name from Salesforce.

Confirm the Salesforce User now exists in your LearnUpon portal.

Learner data you can send from Salesforce to LearnUpon

As part of the action, aka creating Salesforce User as a new learner in a LearnUpon portal, you can set any of the following fields in LearnUpon, based on Salesforce data:

  • Account expires on yyyy-mm-dd
  • Instructor can create courses
  • Instructor can edit courses they instruct
  • Language, as ISO language code
  • Login enabled: default is True
  • Manager can enroll learners to courses
  • Manager can mark learners complete on enrollments
  • Manager can unenroll learners from courses
  • Membership type: for portals with Association Mode enabled only
  • Must change password on first login
  • Password
  • Salesforce Account ID, for API logging within Salesforce only
  • Salesforce Contact ID
  • User type: default is Learner
  • Username

Salesforce documentation for reference

Refer to Salesforce’s documentation for full guidance. LearnUpon is not responsible for content off this website.

See:

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