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Salesforce Flow: create a user from a Salesforce Contact

Elizabeth
  • Updated

Summary

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

In this example, selecting Create in LearnUpon on the Contact Layout page triggers the creation of a new 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 Contact Page Layout

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

The following 2 screenshots show adding Create in LearnUpon to Contact Information.

create_in_learnupon_contact_page_layout.png

salesforce_add_create_in_learnupon_to_contact_info.png

Step 2. Create the Flow

  1. From the Salesforce home page, select Setup.
  2. Use Quick Find to search for and open Flow.
  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 Contact.
  3. In Configure Trigger, choose A record is created or updated.
  4. In Condition Requirements, choose 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, choose Every time a record is updated and meets the condition requirements.
  9. In Optimize the Flow for: choose Actions and Related Records.
  10. Select Done.

Step 4. Add an Update Record element

In this step, Salesforce enters the API name in the required field automatically.

  1. In the Flow line select the plus symbol plus_symbol_add_element.pngto 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, set to Use the contact record that triggered the flow.
  5. In Set Field Values for the Contact 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 new 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 in this same article.

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 Contact 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 Contact in Salesforce, to create a new account for them in LearnUpon.

  1. From the Salesforce home page, select Contacts.
  2. Search for and select a specific Contact.
  3. Select Details.
  4. Find Create in LearnUpon.
  5. Select the pencil next to Create in LearnUpon to edit it.
  6. Select the Create in LearnUpon check box.
  7. Select Save.

Step 7. Confirm the user account now exists in LearnUpon

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

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

Confirm the Salesforce Contact now exists in your LearnUpon portal.

Learner data you can send from Salesforce to LearnUpon

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

Here is a list of the other available options:

  • 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 (only used for API logging within Salesforce)
  • Salesforce User 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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