Using Salesforce's Process Builder with LearnUpon lets Salesforce admins create automated processes, for creating contacts and users in Salesforce and LearnUpon at the same time.
The Salesforce integration is available depending on your LearnUpon plan.
The Process Builder both automates the creation steps, and reduces the work of manually re-creating users' accounts and details in 2 systems.
Salesforce Process Builder: overview
In Process Builder every process consists of a trigger, at least one criteria node, and at least one action. You can configure immediate actions or schedule actions to execute at a specific time.
The Process Builder supports 3 types of processes you can automate. The process type determines what triggers the process:
- a record change process starts when a record is created or updated in Salesforce
- an event process starts when a platform event message is received
- an in-vocable process starts when something else, like another process, invokes it
Each process consists of:
- criteria that determine when to execute an action group
- action groups, which consist of immediate or scheduled actions.
Only record change processes support scheduled actions.
The trigger identifies when the process needs to run. For record change processes, the trigger determines which object and which of the following changes the process needs to notice:
- Only when a record is created
- Any time a record is created or edited
While a process gets a single trigger, you can add as many criteria nodes as you need. Each criteria node controls whether or not the process executes the associated actions. If the record doesn’t meet the criteria, the process skips those actions and moves on to the next criteria node in the process.
You can require that a process meet several criteria using AND condition, or one of a range of criteria using OR condition.
Assign the LearnUpon API Setup Admin permission set
To assign the new permission set LearnUpon API Setup Admin in Salesforce:
- Navigate to Setup > Manage Users > Permission Sets.
- Select Permission Set LearnUpon API Setup Admin.
- On the Permission Set page select Manage Assignments.
- Select Add Assignments, select the admins who you are assigning permission.
- After adding all the admins required, select Assign.
Warning: to protect your LearnUpon API keys, assign this permission set only to admins who need to add API connections to your Salesforce environment.
Add a New API Connection
In your Salesforce environment, navigate to the LearnUpon API Setup page. You need your LearnUpon API keys for this process. See Use the LearnUpon API for the how-to steps.
- On the LearnUpon API Setup page select Add New API Connection.
- In the LearnUpon API Setup popup box, enter a portal url, username and password. The username and password in this instance are your API keys generated in LearnUpon.
- Save to finish.
Warning: Generating a new set of API keys will render any existing API keys invalid, and will break any current integrations. Generate new keys only if you're certain you need them.
Track API calls from Salesforce to LearnUpon
When the Salesforce Process Builder sends callouts to LearnUpon, Salesforce logs the outcome of the call in object LearnUpon API Call Logs.
The tab LearnUpon API Call Logs shows:
- What API calls Salesforce made to LearnUpon
- The status of those calls
- Any issues with API calls
You can also link processes to records created in this object. For example, you can track failed calls: create a workflow rule to send an email whenever the status code is not equal to HTTP 200 (a successful call).
Create a process using sample templates
The latest LearnUpon package includes 2 template processes:
- Creating a contact in LearnUpon
- Creating a user in LearnUpon
These templates demonstrate the general format for providing the data in Salesforce, to send to LearnUpon.
By default, these templates are inactive. You can't delete them, but you can edit them to make them your own.
See the screenshot of the contact creation process template which follows.
The template has a trigger related to the Salesforce Contact record, and a checkbox on the contact record called Create in LearnUpon. When set to True, it triggers the process.
The process reviews the rest of the criteria. In this template:
- is the checkbox set to true
- is the email not blank
When the data meets both criteria, the process then runs 2 immediate actions:
- Send a request to LearnUpon to Create the user.
- Set the checkbox Create in LearnUpon back to false.
Step 2 is important: it shows the administrator in Salesforce that the process is complete.
The Salesforce Process Builder can send key user details to your LearnUpon portal when creating a user/contact, such as the user's first name and last name, and the user's Salesforce Contact ID. Providing a Contact ID lets Salesforce and LearnUpon synchronize enrollment records.
Available field data when creating users or contacts:
- LearnUpon portal (required, example: the myportal part of myportal.learnupon.com)
- Email (required)
- First name
- Last name
- Salesforce Contact ID
- Salesforce Account ID
- Must change password on login
- Login Enabled
- Profile language (ISO language code)
- Account expiry date (yyyy-mm-dd)
- User type
- Managers can enroll users on courses
- Managers can uneroll users from courses
- Instructor can create courses
- Instuctor can edit courses they instruct
- Membership type
Note: When entering portal details, ensure that the designated LearnUpon portal is connected, otherwise the creation will fail.
What else is possible?
In addition to being able to create a contact or user in LearnUpon, the Process Builder can also provide the following actions from Salesforce:
- Create a Portal Invite to LearnUpon (works for both Salesforce contacts and users)
- Create a Group in LearnUpon
- Create a Group Membership in LearnUpon
- Create a Course Enrollment in LearnUpon
- Create a Learning Path Enrollment in LearnUpon