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Salesforce Flow: add a learner to a learning path

Elizabeth
  • Updated

Summary

Assign new or changed Salesforce users to a LearnUpon learning path automatically, whenever a Salesforce user record contains a specific value. In LearnUpon terms, this process is also called creating a learning path assignment.

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 learning path ID in LearnUpon

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

The following screenshot shows a sample learning path, with the ID highlighted.

learning_path_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 Human Resources.

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 Department object.
  6. Set Operator to Equals.
  7. In Value enter Human Resources.
  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 learning path, by referring to the learning path ID or learning path name - is the response to the trigger in the flow.

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 Learning Path Enrollment in LearnUpon.
  4. In Label, enter a name for this Action.
  5. In LearnUpon portal (subdomain) to create user in, enter the subdomain as required.
  6. In Email choose $Record > User > Email or enter {!$Record.Email}.
  7. In Learning Path ID, enter the learning path ID copied from the portal’s URL as seen in the previous screenshot. This example ID is 21735.
  8. Select Done to save the changes to the Action.
  9. Select Save to save the flow.
  10. 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 - Creating a Salesforce User Learning Path Assignment in LearnUpon

Select a test user, and set their details so they meet the criteria of the flow, to add them to a learning path in the portal.

  1. From the Salesforce home page, select Setup.
  2. In Quick Find, search for and select Users.
  3. In the user list, select the user’s Full Name.
  4. Select Edit (the pencil icon)
  5. In Department enter Human Resources.
  6. Select Save to finish the change.

Step 6. Confirm the flow assigns the Salesforce User to a learning path

To check if the process created the learning path assignment:

  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. Select Enrollments.
  4. Select Learning Paths.

Confirm the user is assigned to the learning path you specified in the Salesforce flow.

Learning path and user data you can send from Salesforce to LearnUpon

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

  • Learning Path Name: the action required one of the Learning Path Name or Learning Path ID
  • LearnUpon User ID (LearnUponP__LU_User_ID__c)
  • 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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