Introduction
The integration between Docebo and Salesforce requires a one-time installation procedure and an initial configuration of data synchronization. Synchronization is later carried out as a daily procedure or can be scheduled according to your needs.
This article will guide you through the installation procedure and will provide you with the necessary information on the prerequisites and security requirements for this integration.
Please note that images and videos shown in Docebo knowledge base articles for Salesforce are in the Lightning experience mode.
Pre-installation notes
Here is what you need to know before installing the Salesforce app in Docebo:
- The Salesforce app may not be included in all Docebo plans. Please contact your Docebo Account Manager to verify availability and pricing for your subscription.
- Make sure that the Superadmin running the Salesforce installation in Docebo has a username that is identical to the username of the Salesforce System Administrator they will use to log in to the Salesforce environment. Usernames must match in both systems. Note that a Salesforce org can have multiple System Administrators: you must use the specific System Administrator whose username matches your Docebo Superadmin username. If you cannot use the same username on both systems (in SSO federated scenarios, for example), create a non-federated Superadmin user in Docebo to complete the installation.
- The Admin user profile that set up the integration, both in Salesforce and in Docebo, must never be deleted or demoted. Deleting, demoting, or disabling the user profile that set up the integration in either system will result in the integration no longer working. We suggest you create a user dedicated to the Salesforce installation in both systems. The Docebo user must be an active Superadmin. The Salesforce user must have installation permissions and a profile with minimum security requirements (as described in the Minimum user security requirements chapter of this article)
- When integrating Docebo with Salesforce, nine Salesforce custom objects will be instanced for Docebo. Data stored in these custom objects will be used for user provisioning, synchronization and for Salesforce reports. For more information please read Salesforce V3 data model.
- When Docebo is embedded in Salesforce, two Salesforce tabs will be dedicated to Docebo. One tab is for Superadmins, and one for learners. These tabs have been named after their purpose: Docebo Admin and Docebo LMS.
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Activating the app in Docebo
Activate the Salesforce app as described in the Managing apps and features article of the knowledge base. The app is listed in the Third party integrations tab.
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Activating your Salesforce installation
After activating the Salesforce app, access your Navigation menu, find the Add-ons and integrations (jigsaw icon), and select Salesforce item. On the Salesforce configuration page, insert the URL of your Salesforce org. You must make sure to insert the trailing slash (/) at the end of the Salesforce URL or the configuration will not work as intended. To retrieve the URL of your Salesforce org, connect to your Salesforce developer account, click on the Setup icon in the top right corner, move to the Settings section of the left side menu, select Company settings, and finally the My domain option. If your domain name has already been configured, it is displayed in the Your domain name is field. If you do not have a domain name, then create it from scratch.
It is possible to use the domain name automatically attributed by Salesforce to your org (displayed in your web browser), but we highly suggest you customize it. While it’s rare that you run into problems during your integration (and in the case that you do, Docebo can still identify you easily), customizing your Domain name is a great way to save a few minutes in the troubleshooting process, as it allows Docebo to quickly identify you by the Domain name only. Refer to the Salesforce knowledge base for further information on how to customize your domain (opens in new tab).
Insert the domain name in the dedicated area of the Salesforce configuration page, and copy the Secret key automatically generated by your platform. You will be asked to enter the Secret key later on, during the Salesforce installation activation procedure. As an option, you can select the Sandbox mode option to link your integration to the sandbox org instead of the production org.
Please note:
- If you are using a sandbox, and you do not flag this option, or if the Salesforce URL is not correct, the Salesforce List views will not be loaded during the configuration of the user synchronization.
- To confirm whether your Salesforce environment is a production org or a sandbox, connect to your Salesforce org, click the Setup icon, and navigate to Settings > Company settings > My domain. The domain details shown on this page confirm the environment type. Note that Salesforce sandbox domains can be customized, so the domain name alone may not reliably indicate whether the environment is a sandbox.
Click Activate. You will then be redirected to the Salesforce package installation page.
Tip: The Activate button is active only after inserting your Salesforce platform URL.
Once on Salesforce, select the types of users for which you would like to install the Docebo app (if in doubt, select Install for all users) and check the components that will be installed by clicking View components in the Additional details section. Click on Install to proceed. Please note that the app version name and the app version number may be different from the ones shown in this article.
The installation will continue running, a message will inform you when the installation procedure is over. Click Done to go back to your Salesforce org. Should the installation take longer than expected, you will be informed via email when the installation is complete.
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Finalizing your Salesforce installation
When the Docebo app installation is completed, you need to finalize it. If not automatically redirected to the Installed packages section, click on the Setup icon in the top right corner, move to the Platform tools section of the left side menu, select App and, finally, Installed packages. Check that Docebo is listed in the Installed packages section of the page. You can check what is included in the Docebo package you have just installed by clicking on the Docebo link under the Package name and clicking View components and View dependencies.
Configure the visibility of Docebo in Salesforce for your users so that users are not allowed to auto-authorize themselves to connect to Docebo, but they need Admin authorization. Still, in the Platform tools section of the left side menu, select App, then Connected apps and Manage connected apps. Select Docebo from the list of connected apps, then click on Edit policies. Set the Permitted users option value to Admin approved users are pre-authorized. Click Save. On the next page, move to the Profile related list and define the users’ profiles that will be able to access the platform. This last step ensures that you as an admin and other users in Salesforce can use the application.
Go to the Applications page, select Docebo and insert the URL of your Docebo platform, making sure that the URL does not have a trailing slash (/). An example URL would look like this:
https://myplatform.docebosaas.comNext, paste the Secret key automatically generated by your platform. When the installation is completed, the Secret key value will always be accessible in the Salesforce section under the Add-ons and integrations (jigsaw icon) of the Navigation menu. Move to the Docebo tab, Press Activate to complete the installation process.
You will now be logged in the Docebo app in Salesforce, with the Salesforce Admin user, who is also a Docebo Superadmin. You can now start configuring the synchronization between Salesforce and Docebo.
To do so, access your Navigation menu, find the Add-ons and integrations (jigsaw icon), and select Salesforce item. When the Salesforce package installation is over, this settings page displays five tabs, each one managing different aspects of the integration. You can now start synchronizing users, courses and enrollments.
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Configuring the tabs' visibility
If you are planning to use Docebo embedded into Salesforce, you need to configure the tab visibility for users. For more information please see Using Docebo embedded into Salesforce.
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Changing the Salesforce Org URL
While you can change your Salesforce Org URL at any time, please note that in order to do so, you will need to reset your configuration by following the instructions in the Resetting your Salesforce configuration chapter and reinstall Salesforce in Docebo.
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Resetting your Salesforce configuration
Resetting your Salesforce configuration means deleting the integration between Docebo and Salesforce as well as all the synchronized data in Docebo, including the SFDC_ID and SFDC_type additional fields. You will then be able to integrate with a different Salesforce environment or restart the current integration from scratch.
In order to reset your Salesforce configuration, access your Navigation menu, find the Add-ons and integrations (jigsaw icon), and select Salesforce item.
Move to the Settings tab, and click on Reset in the Reset area. Confirm you intend to proceed in the pop-up box, by clicking on the Reset button again.
Please note: If you are using Salesforce Communities, you must deactivate any community pages utilizing Docebo components before proceeeding with the Docebo package uninstall process in Salesforce.
Next, go to the Salesforce platform and click on the Setup icon in the top right corner. Inside the Quick find search box you have to enter "installed packages" in and click on the returned link.
On the Installed packages page, click on Docebo and then on Uninstall. Next, at the bottom of the page, set the radio button titled Do not save a copy of this package's data after uninstall and put a checkmark in the checkbox titled Yes, I want to uninstall this package and permanently delete all associated components.
Tip: An error can occur at this stage due to the package's dependencies. If this is the case, the error page will display a list of dependencies. Click on the first item in the list. Next, in the resulting menu, click Deactivate.
Once deactivated, return to the Installed Packages page and repeat the uninstall process.
After a few minutes, when the uninstall process is completed, the Docebo package will disappear from the Installed Packages section. After refreshing the page, it will appear in the Uninstalled packages section.
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Minimum user security requirements
When the installation of the Salesforce package is completed, the Salesforce user profile of the users performing the installation can be restricted. Connect to Salesforce, move to the Administration section of the left side menu, select Users and Profile. Then, identify the profile and press Edit. Configure now the profile according to this list of the minimum user requirements needed for the users managing the integration between Docebo and Salesforce, as described hereafter:
- Salesforce user profiles must have the Docebo app and any Docebo package components assigned
- In the Connected app section, Docebo must be selected
- In the Administrative permission section, flag the following permissions: Apex REST services, API enabled and View all users
- In the Standard object permissions section, set the Read access to Account and Contacts objects. As an option, it is possible to set Read and View all. If you set Read, the user profile will see only a subset of records due to Sharing rules configured in Salesforce Org. If you set Read and View all, the user profile will have read access to any object records regardless of Sharing rules configured in Salesforce Org.
- In the Custom object permissions section, set the Modify all access to on all SFDC v3 data model custom objects.