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Salesforce Flow: create a group membership in LearnUpon

Elizabeth
  • Updated

Summary

Use a Salesforce Flow to add Salesforce Contacts to a LearnUpon group automatically in a LearnUpon portal. In LearnUpon, this process is also called creating a group membership (for a learner).

In this example: when the Salesforce Contact has a LearnUpon User ID and their Department field has a value of Finance, the flow adds the Contact to a group called Accounts in a LearnUpon portal.

The Salesforce Contact must already exist in your LearnUpon portal with the same email address as they have in Salesforce. This Flow doesn’t create a new learner in the portal.

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. Find the group ID in LearnUpon

  1. See Find help: find and copy identifiers from your portal > Find a group ID.
  2. Copy the group ID from the URL to a safe place for reference.

The following screenshot shows an example group called Accounts with a group ID of 22674.

sample_group_and_group_id.png

Step 2. Create the Flow

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

Step 3. Select a Trigger

This example flow uses a trigger of creating or updating a record that has a LearnUpon User ID, and includes a Department object with a value of Finance.

Use the trigger conditions that work best for your organization’s flows.

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, select A record is created or updated.
  4. In Condition Requirements, select All Conditions Are Met (AND).
  5. In Field, find and select the Department object.
  6. Set Operator to Equals.
  7. In Value enter Finance.
  8. Select Add Condition to add the second criteria.
  9. In the second Field find and select LU User ID (LearnUponP__LU_User_ID__c).
  10. Set Operator to Is Null.
  11. In Value, enter False.
  12. In When to Run the Flow for Updated Records, select Every time a record is updated and meets the condition requirements.
  13. In Optimize the Flow for: select Actions and Related Records.
  14. Select Done to save.

Step 4. Create the Action

This action - adding an existing learner to a group, by referring to the LearnUpon Group ID - is the response to the trigger in the flow.

Using the LearnUponP__LU_User_ID__c object confirms that this user already exists in the LearnUpon portal. This flow won’t create a new user in LearnUpon, if the user doesn’t already exist.

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. In the Flow line select the plus symbol plus_symbol_add_element.png.
  2. Select Action.
  3. In Action, search for Create Group Membership in LearnUpon.
  4. In Label, enter a name for this Action.
  5. In Group ID enter the LearnUpon Group ID copied from the portal’s URL as seen in the previous screenshot. This example group ID is 22674.
  6. In LearnUpon portal (subdomain) to create user in, enter the subdomain as required.
  7. In LearnUpon User ID (LearnUponP__LU_User_ID__c) select $Record > Contact > LU User ID or enter {!$Record.LearnUponP__LU_User_ID__c}.
  8. In Process enrollments, select True or enter {!$GlobalConstant.True}.
  9. Select Done to save the changes to the action.
  10. Select Save to save the flow.
  11. In Flow Label field, enter a name for your flow, and Save to finish.

When you are ready to use the Flow select Activate.

Step 5. Test the Flow - create a group membership in LearnUpon

Select a test contact, set their details so they meet the conditions of the flow, and see if the flow adds them to a group in LearnUpon.

  1. From the Salesforce home page, select Contacts.
  2. Search for and select a specific Contact.
  3. Select Details.
  4. In Department, select Edit (the pencil icon).
  5. Enter Finance.
  6. Select Save to finish the change.

Step 6. Confirm the new Group Membership exists in LearnUpon

To check if the process added the Contact to the LearnUpon group:

  1. From your portal's main navigation, go to Users.
  2. Use Search (magnifying glass) to find and select the Contact whose details you edited.
  3. From their profile, select Groups.

Confirm you see the group listed.

Group data you can send from Salesforce to LearnUpon

As part of creating the action, you can set any of the following fields about groups in LearnUpon, based on Salesforce data:

  • Salesforce Account ID: for API logging within Salesforce only
  • Salesforce Contact ID: for API logging within Salesforce only
  • Salesforce User ID: for API logging within Salesforce only

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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