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Salesforce Flow: create an enrollment from a Salesforce Contact

Elizabeth
  • Updated

Summary

Use a Salesforce Flow to automatically create a course enrollment in LearnUpon, whenever you create or edit a Contact record in Salesforce. In LearnUpon terms, this process is also called enrolling a learner on a course.

In this example: when the Salesforce Contact has a LearnUpon User ID and their Department field has a value of Finance, the flow enrolls the Contact onto a course 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 course ID in LearnUpon

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

The following screenshot shows an example course with a course ID of 1475771.

sample_course_id_in_url.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 field, 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 - enrolling an existing learner to a course, by referring to the LearnUpon course ID - is the response to the trigger in the flow.

Using to 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 they don’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. Search for Action and select it
  3. Search for the Create Enrollment in LearnUpon action
  4. Select the Create Enrollment in LearnUpon action
  5. In Label, enter a name for this Action.
  6. In Email choose $Record > Contact > Email or enter {!$Record.Email}.
  7. In LearnUpon portal (subdomain) to create user in, enter the subdomain as required.
  8. In Course ID (either Course ID or Course Name must be specified), enter the Course ID (1475771).
  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 Contact Enrollment in LearnUpon

Select a test contact and set their details so they meet the criteria of the flow, to confirm they are enrolled on a course in the portal.

  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 Contact enrollment exists in LearnUpon

To check if the process is creating the enrollment:

  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 Enrollments.

Confirm you see the correct enrollment listed.

User data you can send from Salesforce to LearnUpon

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

  • Course Name: the action requires one of Course Name or Course ID
  • Re-enroll if already completed
  • 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
  • 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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