Tag Archives: jobready

Upskilled brings together CRM, sales automation and Student Management with Salesforce

Challenges

Implement a solution for sales automation and student management, providing a high level of visibility to our pipeline as well as courses, course details, delivery and student attendance.
Deliver a solution that will scale and enable us to grow the business in addition to enhancing our compliance requirements.

Solutions:

  • Salesforce Sales Cloud Enterprise Edition.
  • Integration to JobReady using the Dell Boomi Atomsphere integration platform.
Read more on in the PDF linked below.

Wedid: Salesforce and JobReady Integration

Challenges

When an opportunity is closed, students will be enrolled into different courses. The enrollment data and all the dependent data (Account/Contact) needed to be re-entered manually into JobReady.

Solution:

sf2jobready

Purpose To synchronize student, account and contact information between Salesforce and JobReady
Applications Salesforce
JobReady
Versions Salesforce (Spring 2012)
JobReady
Tool Talend
Information Salesforce Account > JobReady Party (Employer)
Salesforce Contact > JobReady Party (Person)
Salesforce Student > JobReady Student
Data Formats XML/Flat File
Volumes ~5000/week
Process When an account or contact is created or updated in Salesforce, it will be synchronised into JobReady as Employer and Person.
When a student (custom object) is enrolled from a closed won opportunity, the student data will be inserted into JobReady
Schedule ~15 days
Complexity Complex

 

Bringing Together CRM And Student Management System

In the education industry, it’s not always easy to incorporate the applications in used to work for your business model. We have seen many situations where there is a need to bring together both the CRM (Customer Relationship Management) and SMS (Student Management System) applications. The following scenario can be quite common within the industry which includes Registered Training Organisations (RTO):

  • there is one side to the business that allows you to track the sales pipeline on the number of students
  • there is one side to the business that allows you to report on enrolled students and compliance requirements

The solution we have implemented ensures that:

  • the information within both applications are available to one another
  • data flow automation between both applications
  • extensive reporting coverage

If you would like to know more about how you can seamlessly connect your CRM application (i.e. Salesforce) and your student management system (i.e. JobReady), check out our latest case study addition on our website!

JobReady: Introducing New Query Parameters For Enrolment Resource

There are two new query parameters available that will help to retrieve a more precise range of record related to the creation/update of the unit scope within enrolment. The parameters are:

  • unit_updated_since
  • unit_created_since

The parameter unit_updated_since retrieves enrolment records where at least one of the unit scopes is updated since the specified date and time. If no unit scope has been updated since the date time, regardless whether the enrolment has been updated, no records will be retrieved.

Here is an example of the usage. Do note that the highlighted unit scope is updated within the specified date time.

https://example.jobreadyrto.com.au/webservice/enrolments?unit_updated_since=2013-01-30T20:06:30

Result:

<?xml version="1.0" encoding="UTF-8"?>
<enrolment>
<enrolment-identifier>ENPET00234</enrolment-identifier>
<party-identifier>110526566</party-identifier>
<course-number>CSEPET00066</course-number>
...
<created-on>2013-01-28T08:34:27+10:00</created-on>
<updated-on>2013-01-29T11:22:43+10:00</updated-on>
<units>
<unit>
<unit-scope>BSBADM407B</unit-scope>
...
<created-on>2012-06-03T08:34:27+10:00</created-on>
<updated-on>2012-06-07T11:24:48+10:00</updated-on>
</unit>
<unit>
<unit-scope>BSBCMM201A</unit-scope>
...
<created-on>2013-01-03T08:34:27+10:00</created-on>
<updated-on>2013-01-30T20:05:00+10:00</updated-on>
</unit>
</units>
...
</enrolment>

The unit_created_since parameter has the same behavior. The only difference is the date time range is based on unit scope’s creation date.

JobReady: Web Service Authentication

JobReady uses HTTP Basic Authentication for web service authentication. The authentication will utilise the following:

  • api as username
  • API key

The API key can be located at Setup > Configuration > RTO Preferences > RTO (sidebar) > Integration > JobReady Open Integration (as shown in the following screenshot). If a company subscribes to multiple RTOs, the user must select the correct API key of the RTO that needs to be connected to. In addition, this API key is shared organisation wide.

JobReady Tips: Accessing Ad-hoc Fields Via Web Service

In our previous blog, we have shared some tips on how to setup ad-hoc fields (better known as custom fields in other applications) as well as the type and configurations available. Here we would like to share on the details in accessing the ad-hoc fields via web service.

In order to access these fields via web service, we may only need to obtain the name property and these operations can be performed: Query (not as query parameters), Create, Update. Do note that passing in empty field values will not remove previously added fields.

Sample update request schema of the ad-hoc fields:

<party>
<party-identifier>1223</party-identifier>
...
<ad-hoc-fields>
<ad-hoc-field>
<name>External ID</name>
<value>a2323</value>
</ad-hoc-field>
</ad-hoc-fields>
...
</party>

 

JobReady Tips: Using Ad-hoc Fields (Custom Fields)

JobReady application provides the use of ad-hoc fields or better known as custom fields in other applications. Ad-hoc fields can be added within the available Entities via Setup > Layouts > Entities.

From the following diagram, an ad-hoc field named ‘External ID’ has been created within the Party entity.

The types available for ad-hoc fields are:

  •     Checkbox
  •     Combobox
  •     Date
  •     Float
  •     Integer
  •     Radio
  •     String

Users can also configure the fields to be:

  • mandatory
  • blank as not acceptable
  • enabled/disabled

The following diagram shows from the user interface perspective of adhoc-fields created for Party entity:

 

 

 

JobReady Tips: Creating Events

In the JobReady(JR) webservice, the event resource object is exposed so that events can be created under a course or within a system timetable. To fulfill the criteria of a successful event creation, the following fields are mandatory:

  • title
  • event-date
  • start-time
  • end-time

Besides the field criteria, there is also a behavioural criteria to be met if a trainer needs to be associated into the event. For example, the following request schema would produce an error.

Request Profile:

<event>
  <title>Last Event</title>
  <event-type>Class</event-type>
  <description>Sample Description</description>
  <enabled>true</enabled>
  <event-date>2011-06-07</event-date>
  <start-time>12:30:00</start-time>
  <end-time>14:30:00</end-time>
  <trainer>110425188</trainer>
</event>

Error Response:

<error>
<message>Validation failure</message>
<message>Please ensure the event's trainer is also an attendee.</message>
...
</error>

In order to overcome the above error, the sequence of steps to follow are:

  1. create the JR event without the trainer association
  2. create the JR invitee within the event created in #1 for the trainer (uses party-identifier for the party(person))
  3. update the JR event from #1 with the trainer (uses party-identifier for the party(person))

Salesforce and JobReady Integration

JobReady is one of the well-known Student Management System in the cloud to many RTO (Registered Training Organisation). You can manage the student’s contact and employer information as well as the courses the student is enrolled to. In some organization, contacts/accounts are managed in a separate system (i.e. Salesforce) instead.
This may leads to duplicating the Admin’s work to manage the student contacts and employer information in both systems (i.e. in JobReady and Salesforce). To practice a more productive working environment, these systems should be seen as one and the contacts/accounts information can be established with one another in the following flow scenario:-
  • Salesforce Account > JobReady Party (Employer)
  • Salesforce Student Contact > JobReady Party (Person)

To have more automation, it should also synchronize any closed won opportunities to student’s course enrollment information in the target system and as such:-

  • Salesforce Opportunities/Custom Object > JobReady Student
If this is what you are looking for, you may be interested to find out more about our Salesforce and JobReady integration work on our website. Let us know if the example helps or if you have additional requirement which we may be able to help you further?