Introduction

Docebo Connect is a Docebo module acting as a connector between your platform and third-party SaaS systems, helping you to integrate your platform with more than 400 third-party external systems, reducing the integration effort.

Docebo Connect offers a large catalog of connectors for the most popular SaaS systems, to manage automated workflows (called recipes) shared among systems in order to exchange and share data on the basis of triggers.

Please note that Docebo Connect takes advantage of the APIs and business logic already existing in the integrating systems and does not create new ones. In addition, Docebo Connect does not manage SSO flows with Identity Providers (such as SAML, OpenID Connect, etc), JavaScript integrations (such as Google Analytics or Google Tag Manager) or iframe integrations (such as Docebo OEM or Salesforce Canvas).

This article describes the process of using Docebo Connect recipes to facilitate the exporting of e-Learning and ILT enrollments from Docebo Learn to ReadyTech Axis.

Activating Docebo Connect

To activate Docebo Connect on your platform, please reach out to your Docebo Account Manager.

Glossary of Terms

ReadyTech Axis uses slightly different terminology to what is commonly used for the Docebo Learn platform. The following table shows the terms and fields used in Docebo Learn and the corresponding phrases and fields used in ReadyTech Axis:

Prerequisites

In order to set up the integration of ReadyTech Axis with Docebo Learn there are some steps that need to be completed on the Docebo Learn platform in order to keep the data synchronized at all times on both platforms. 

Activation of Virtual Lab App

First we need to make sure that the Virtual Lab app is active in the Docebo Learn Platform. To do so, in the Docebo Learn Platform, click on the gear icon to access the admin menu, then click on the Add New Apps button.

Once there you can perform a text search for Virtual Lab and activate the application. Please see Managing Apps and Features for more information.

Creating the Course Widget virtual_lab as Training Material

The course widget Virtual lab needs to be added as a training material. This widget is used to access the ReadyTech from the Docebo Learn course. This is done via the Course Management section of the Platform when creating a new course and navigating to the Training Material tab, then pressing on the Add Course Widget button. Then Select Virtual Lab from the drop down menu and press the Save Changes button.

Adding Course Additional Fields

In Course Management, you will need to create three Additional Fields. To do so click on the gear icon in the top right corner of the platform to access the admin menu. In the admin menu, press Course Management. Then click on the Additional Fields tab and move to the green plus button in the top right corner of the screen. Press the green plus button to reveal a list of action items and press New Additional Field. Then, in the slide-out window, add virtual_lab and make sure you have Text Field selected as the field category. Press the Create button to finish the process. Repeat this step for all the field names listed in the table.

Once you have added your list of additional fields, you will see them in the list.

Next we move into the ILT sessions folder in the Additional Fields tab and repeat the process of adding a field called readytech_id. This field should be categorized as a Text field and Show Field should be set to No.

Lastly, we will add to Enrollment Additional Fields to complete the setup of the platform.

Move to the Enrollment Additional Fields Tab of Course Management and repeat the step for adding additional fields, this time adding the fields readytech_id and readytech_url, both of which are Text Fields.

Docebo Connect Configuration

Within the Docebo Platform, click on the gears icon in the top right corner to access the admin page, locate Docebo Connect and press Manage.

Lookup Table

Once in Docebo Connect, press on the Lookup Table tab, then click on integration-settings.

The following items should be added to the lookup table, this can be accomplished by typing in the blank text boxes provided and then pressing the green checkmark button at the end of the row to add your entries and create a new row. Replace the value for the email address and the names to values of your choice. Please note the +1 in the email and name values, these must be present for the integration to work properly.

Templates

Within ReadyTech Virtual Lab there are templates which define commonly used settings in order to simplify the course (called event in ReadyTech) creation process. When creating an event, you can choose a template to apply the predefined settings to the event. Some of the defaults that can be configured in the template are:

• Choosing the default country and timezone for events created with this template
• Setting the default event duration for events created with this template
• Configuring the default scheduled sessions for events created with this template
• Applying the default on-demand time for events created with this template

Please note that when you create a template, you will need to copy the template ID directly from the address bar of your web browser. Keep this information safe so you can re-use it at a later date and apply your Template when creating an event in Docebo.

Once the template has been created, the template id is used in the course creation process. For this purpose an additional field, template_id, is created on Docebo Learn, which should contain the value of the template id. When creating a new course using this template id, the predefined defaults scheduled in said template will be used and it is not necessary to specify these values.

Events

An Event is the equivalent to the Docebo Platform’s Course. On ReadyTech, in the E-Learning or ILT object the course data, for example but not limited to, course name or instructors (which are called Leaders in ReadyTech) will be stored.  The most important is the field in the ReadyTech interface for this purpose is External ID, this field is the Docebo Platform’s courseId or courseId-sessionId  and represents the link from the two  environments for each record. 

Events can be of two types: Self-Paced (in Docebo: E-Learning) or Instructor-Led (in Docebo: ILT).

Self-Paced Training

Self-Paced Training events are designed, as the name implies, for training at one’s own pace, where there is no instructor and a single student assigned to each event.  Self-Paced events have no scheduled sessions, just on-demand time. If enabled, you can use the Self-Paced Portal and Vouchers with the Self-Paced events.

Self-Paced Training Example

When in the Docebo Platform there are 100 users enrolled into a E-Learning course, the ReadyTech platform will have 100 Self-Paced event rows, each of them with 1 seat created.

Instructor-Led Training

Instructor-led events are designed for virtual or in-person training events with an instructor and student(s).  Instructor-led events must contain at least one instructor and one student and have at least one scheduled session. If enabled, you can use the Instructor-Portal and Virtual Classroom with Instructor-led Training events.

Instructor-Led Example

When in the Docebo Platform there are 100 users enrolled into an ILT session, the ReadyTech platform will have 1 Instructor-Led event row with 100 seats.

Please note, for the Instructor-led event to be successfully created, ReadyTech needs to have at least one Leader and one attendee. The attendee will be created by default in ReadyTech with an empty value however Leader must be populated. This is done via the use of values (firstname, lastname, email) which are derived from the Lookup Table in Connect. While the Docebo platform on its own allows for ILT sessions to be created without an instructor, in order for the event creation on the ReadyTech platform to be successful, it is mandatory to add this information.

Seats

Seats in ReadyTech represent enrollments in the Docebo Platform and are processed in two different ways:

• The E-Learning type will have one event record plus one seat record for each enrollment
• The ILT type will have only one event (you can consider it to be a container of sorts) and a number of seats records equal to the session’s Docebo platform enrollments

Seats Example 

In two records surrounded by a red box, related to two different enrollments in the same e-learning course, you can see that there is one seat for each record, whereas in the record surrounded by the blue box, you see a unique record with 121 seats that are the equivalent of 121 enrollments of an ILT course in the Docebo Platform.

Limits and Defaults

• The maximum number of seats in ReadyTech is 199, this number can not be changed.
• The start date and end date for Instructor-led events, when the session has no events are set as:
  

  Variable	Value
  Start Date	tomorrow
  End Date	today + X days (where X is the value taken from the field "Event Duration Days" Lookup Table in Connect)

• Due to a limitation in the API of the Docebo Platform, it is not possible to update additional field enrollments for a single session to prevent a user enrolled in session X from being enrolled in session Y.
• The timezone must be set as Europe/London.
• For Instructor-led events, when an event is created at least one Leader must be added, a default Attendee will be automatically created by ReadyTech. This attendee will be canceled once the first student is enrolled into the ILT session on the Docebo Platform. This default attendee will still be visible, albeit grayed out with a canceled status, in the ReadyTech Platform:
  
  
• It is impossible to delete all the instructors and all the attendees from an Instructor-led event. At least one of each must be present.
• The maximum permissible length of strings are:
  Events:
  

  String Name	Maximum Length
  description	254 characters
  name	128 characters

  Seats:
  

  String Name	Maximum Length
  description	255 characters

• For Instructor-led events created without a session, the default start-date will be “tomorrow“. As you can only make changes to future-scheduled items in ReadyTech, it would be impossible to add events after the start-date as the event on ReadyTech will already be “in progress”.
• For Instructor-led events, the seat URL in the Virtual Lab widget is not visible to Instructors. The seat URL can be accessed directly from ReadyTech.
• The Virtual Lab widget is not available on the mobile app.