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.
Docebo Connect for Microsoft Outlook 365 provides a way to allow an Outlook 365 calendar account to supply invitations for enrolled VILT sessions to the enrolled users. This is achieved through the usage of a secondary Docebo integration and webhooks and provides the advantage of being able to integrate an Outlook 365 calendar without the use of .ics files with automated synchronization happening in near real-time.
For more information on the definition of terms and concepts used throughout this article, please read Docebo Connect Glossary of Terms.
Activating Docebo Connect
Docebo Connect is a paid product. To activate Docebo Connect on your platform or sandbox, please reach out to your Docebo Account Manager.
Before You Start
All the recipes for this integration can be found in the project's folder. This folder should be considered a “special folder” as all the recipes contained within are subject to automatic updates. As such, any customizations you make to recipes located within the folder can be overwritten by Docebo. In order to prevent such an occurrence, it is strongly advised to create a new project folder for any recipes you wish to use in production and copy or clone the recipes from the project's folder inside.
It is advisable to create a service account on Office 365 for use with the Docebo calendar integration. This can be an account that is in use by a person; however, using a separate account will prevent a personal account from being filled up by system-generated calendar entries. When testing this integration, if you have a staging platform, we suggest using separate Microsoft accounts for production and staging purposes.
Docebo Webhooks are used to send events to a secondary integration that creates the calendar entry. Please see Creating and Managing Webhooks for further information and to familiarize yourself with this feature of the platform.
- A Microsoft Office 365 Enterprise account is required.
- You will need to activate Docebo Connect for your Microsoft Outlook365 calendar to synchronize with Docebo. Please contact Docebo via the communication center to activate this for your Outlook 365 calendar integration. The necessary components will be added to your platform and the integration will be activated.
- Enrollment Invitations via External Calendar must be enabled. Please contact Docebo via the Help Center or through your Account Manager, if your plan includes this option to activate this feature.
In order for the integration to function properly, external calendars must be enabled on your platform. To do so click on the gears icon, then click on Advanced Settings and click on the ILT tab. Find the option Enrollment Invitations via External Calendar and activate the checkbox. Next click Save Changes.
Microsoft Outlook 365
In order to be able to connect to your Microsoft Outlook 365 calendar, you will need to note the name of the calendar you wish to synchronize with Docebo. To do so, first log in to your Outlook 365 account and click on the calendar icon to select your calendar.
The names of your calendars will be visible in the left side-bar of the Outlook 365 calendar view. Make a note of the exact name of the calendar you wish to use with the integration as you will need this information later when configuring Docebo Connect.
Next, log into the Docebo Platform and click on the gears icon in the top right corner of your window. In the following screen find Docebo Connect and click on Manage.
In the Project Tab of Docebo Connect, create a new Outlook connection using your Microsoft account by selecting Connection in the left side-bar and then pressing the Create connection button.
Locate and click on the Outlook connector in the list of available connections.
In the following screen give your connector a name and select the location where you wish to save the connection in your project folders.
Next, press the Show link under advanced settings and select the following scopes to add to the connection:
Then, press the Connect button.
You will then be presented with a window requesting permissions to access your data. Press the Accept button to continue.
You will receive confirmation that your connection has been successfully activated.
Next, select the Lookup Table tab of Docebo Connect and locate the Integration Settings table.
Check to see if the following table entries are present, if not add the corresponding data to the table.
|MSOUTLOOK||CALENDAR NAME||Your calendar's name, using exactly the name of the calendar you noted in Outlook earlier.|
|MSOUTLOOK||DELETE WEBHOOK STORED BY MORE THAN X SECONDS||3600|
|MSOUTLOOK||NOTIFICATION_MAIL_ID||The email address of the user to receive notification if any error occurs in a job.|
ADD_INSTRUCTOR_FLAG, when set to
true, adds the instructor as an attendee in the Outlook event. If you do not wish to add the instructor as an attendee, set this value to
NOTIFICATION_MAIL_ID is the email address of the user (or distribution list, if it has a standard email address and can accept external emails) you wish to receive error messages, should one occur in a job.
If you have other Docebo Connect integrations configured and running, you may find data for those integrations also in this table. You may safely ignore those entries.
Next, if it does not already exist, create a new lookup table called "integration-webhooks". The integration-webhooks lookup table is used by the following recipes: Delete Webhook Record from LookupTable and Avoid Duplicate Webhook Running to monitor and avoid duplication of Webhooks events.
Add the following columns to the table (you do not need to add any values to the columns):
In order for the integration to be able to successfully synchronize with the remote calendar, a webhook must be configured between Docebo and Workato.
Click on the gear icon to access the administrative options, then locate Docebo Connect and press Manage. In the Project tab of Docebo Connect, locate the folder where you have stored your Outlook365 recipes and click on the recipe called Docebo Learn events dispatcher - Webhook.
Inside the recipe click on the first item in the recipe to reveal a slide-out window where you can find a URL that is needed to configure Docebo Webhooks. Press the Copy button by the Workato Webhook Address URL to copy the link to the clipboard.
Next, click on the gear icon and in the following window locate Webhooks and press Manage. Then press the green plus button in the top right corner of the window to add a new webhook.
Give the new webhook a meaningful name and then paste the URL you copied in from the Docebo Learn events dispatcher - Webhook recipe into the Payload URL field. Next, press the Events button to select the events that will trigger the webhook. In the slide-out window select the following events:
- Course properties have been changed
- Ext Calendar ILT event changed
- Ext Calendar ILT session changed
Press the Confirm button to add the events to the new webhook, then press Save Changes.
You will then be returned to the list of available webhooks where you can find your new item:
Press the grey circle to activate the webhook. The circle will then turn green with a white checkmark inside it.
Next, return to Docebo Connect by clicking on the gears icon. Then locate Docebo Connect and click on Manage. In the Project tab, locate the folder containing the recipes for Microsoft Outlook 365 and one by one activate them by clicking on the ellipsis button at the end of each recipe and in the resulting pull-down menu selecting Start.
Connector Errors When Starting Recipes
In the event that you receive an error message when starting the recipes, click on the recipe and move to the Connection tab. There you can select the appropriate connector to use with the recipe by pressing the right arrow next to the connection and then selecting your pre-configured connection in the Existing connections area.
Once your recipes have all been started your integration will be ready for use.
Steps to take when creating an ILT Event
When creating a new course in Courses Management, click the Properties tab. Under Enrollment Options find Enrollment Invitations via External Calendar and activate the checkbox next to Enable external calendars' RSVP feature for all of the sessions of this course in order to enable this course to send invitations to external calendars, such as Microsoft Outlook 365.
If you prefer, you can also define this action on a session by session basis by clicking on the Sessions tab and then clicking on the session you wish to turn this feature on or off for. In the Properties tab of the session, in the General section you will find Enrollment Invitations via External Calendar. By checking the box in this section, you are able to customize this feature. If you have previously checked the box in the Course Management / Properties section, you will find the radio button next to Enable the external calendars' RSVP option for this session selected, with the option being marked as default. Otherwise, if you did not previously turn on Enable external calendars' RSVP feature for all of the sessions of this course then the radio button next to the option Disable the external calendars' RSVP option for this session will be selected and that option will be marked as default. Simply activating the unselected radio button will override the default course setting for this particular session.
Docebo Learn events dispatcher - Webhook
This recipe handles all the operations that synchronize Docebo Learn events with Outlook calendar events. More specifically, the recipe is listening for all the webhooks to which the recipe is subscribed (they must be configured according to the Webhooks section of the Configuration chapter of this guide)
Delete Outlook Sessions
This recipe deletes all the VILT session events from the Outlook calendar if the session has been deleted or unmarked as an RSVP session.
Update Outlook Session Attendances
This recipe updates all the VILT session events in the Outlook calendar when the corresponding Docebo Learn event is updated.
Create Update or Delete Outlook Calendar Event
This recipe creates, updates or deletes Outlook calendar entries based on changes in the event status within Docebo Learn. For example, a created event in Docebo Learn will create an event in the Outlook calendar whereas a change to an event in Docebo Learn will update the calendar entry accordingly.
Create Outlook Events when Session Sync Enabled
The recipe creates all the events in the Outlook calendar when an existing VILT session becomes marked as RSVP.
Enable External Calendar's RSVP Option
This recipe is called when a course is updated. It updates all the future events of the course session in the Outlook calendar.