Summary
When you integrate a LearnUpon portal with Salesforce, you can create up to 30 rules in LearnUpon, specifically for Salesforce Users and Contacts.
These rules let you add Salesforce Users and Contacts to LearnUpon groups, and automate their enrollments, based on their Salesforce profiles.
Prerequisites
To use this feature you need to:
- integrate your portal with Salesforce
- create Groups in LearnUpon for your users. See Create groups, and assign users to groups
Create a rule for Salesforce Users
From the LearnUpon portal:
- Navigate to Settings > Users > Salesforce Rules.
- Select New Salesforce Rule to open the rule window.
- Enter a Rule Name: make it meaningful, related to the users and groups where you apply it.
- From Salesforce Object, select Salesforce Users.
Note: A rule can only target a single Salesforce Object. If you need a rule for both Salesforce Users and for Contacts, create a separate rule for each Object.
- From Rule Applies for, select either Standard & Custom Fields (fields on your Salesforce Users profile) or Role Hierarchy (the User Role in Salesforce).
You can apply either a Field or a Role to the rule: you cannot use one rule to cover both.
Your choice in Rule Applies for makes LearnUpon import either Selected Fields or Selected Roles data from Salesforce.
- Select the fields or roles where you want to apply the rule.
- Enter the If Selected Values operation, match or contain, and the Selected Value.
- Select the Group where the application adds these users. The list of group names comes from your LearnUpon portal.
- Select Create to finish.
The following screenshot shows the New Salesforce Rule dialog with a User example.
Create a Rule for your Salesforce Contacts
From the LearnUpon portal:
- Navigate to Settings > Users > Salesforce Rules.
- Select New Salesforce Rule to open the rule window.
- Enter a Rule Name: make it meaningful, related to the users and groups where you apply it.
- From Salesforce Object, select Contacts.
- From Selected Field, choose a field name. This list of fields comes from your Salesforce environment.
- Enter the If Selected Values operation: match or contain, and the Selected Value.
- Select the Group where the application adds these users. The list of group names comes from your LearnUpon portal.
- Select Create to finish.
The following screenshot shows the New Salesforce Rule dialog with an Contact example.
Applying new Salesforce rules, and synchronizing users
When you create a new rule, the rule applies to only to Users and Contacts you add after creating the rule. The rule does not apply automatically to all Users and Contacts.
After you create a new rule, you can manually apply the rule to all your existing Users and Contacts in LearnUpon using synchronization.
To confirm that you've applied a rule - for example, you've had a series of new learners added, and are uncertain of their status - you can sync an existing rule at any point.
- Navigate to Settings > Users > Salesforce Rules.
- Find the relevant rule and select More (aka 3-dot menu) > Sync.
- In the dialog that opens, select Sync, or Yes.
The following screenshot shows the Sync dialog for a new rule.
The following screenshot shows the Sync dialog when you apply an existing rule to your Users and Contacts in LearnUpon. In this example the rule is named SF Accountant.
A note on Salesforce Community Users
Community Users in Salesforce are Salesforce Contacts that have been converted to Salesforce Users, so they can log in to the Community.
They have a User profile in Salesforce, so they are treated as Salesforce Users for the purpose of assigning these rules.
To add Community Users to a group in LearnUpon, create a rule following Create a rule for Salesforce Users in this article.
See: