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 using Docebo Connect recipes to facilitate the automatic triggering of a Qualtrics evaluation survey after a course has been completed.
For more information on the definition of terms and concepts used throughout this article, please read Docebo Connect Glossary of Terms.
Activating Docebo Connect
To activate Docebo Connect on your platform or sandbox, please reach out to your Docebo account manager. Please note that depending on the integration requirements, there may be associated costs.
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.
Prior to configuring and using the integration, you need to make clones of all the recipes used in this integration. For more information on how to clone and edit a cloned recipe, please see Docebo Connect usage: Copying recipes. All recipes that call another recipe will require editing, the called recipes can be found in a list inside the recipe description.
The first step to take is to make a copy of all the necessary recipes used by this integration. This allows you to customize the recipes as needed without worrying about updates overwriting your changes. Whenever updates are available for pre-made recipes you will be able to choose whether to update your copy to match the original recipe or continue working with your copy.
To copy your recipes simply click on the ellipsis menu in each recipe and select clone. Then drag and drop the cloned recipe to a new location within Docebo Connect. The list of recipes used by this integration can be found in the Recipes chapter.
Lookup tables
The integration-settings lookup table
Click on the gear icon and locate Docebo Connect, then click on Manage. Next, click on the Lookup Table tab and then click on the integration-settings table.
Please make sure that the table in the platform matches the table presented here, if any of the following rows are missing, please add them by typing the values in the relevant text boxes and then pressing the check mark icon to save the row.
Add the following rows if not exist:
| Integration | Key | Value |
|---|---|---|
QUALTRICS |
SURVEY_URL |
https://<DATA_CENTER_ID>.qualtrics.com/jfe/form/The /jfe/form/ portion of the URL is static and only the actual data center has to be updated. For example:https://docebopartner.qualtrics.com/jfe/form |
QUALTRICS |
COURSE_ADDITIONAL_FIELD |
(Name of the course additional field. It must be created in the Docebo platform) |
QUALTRICS |
NOTIFICATION_MAIL_ID |
(The email address of the user to receive a notification, if any error occurs in a job) |
QUALTRICS |
MAILING_LIST_ID |
(Mailing List ID from Qualtrics updated by the recipe) Note: The value must not be provided manually |
QUALTRICS |
MAILING_LIST_NAME |
(Name in which the mailing list to be created in Qualtrics) |
QUALTRICS |
DIRECTORY_ID |
(Directory ID in which the mailing list and the contacts will get created) The DEFAULT_DIRECTORY_ID can be found in Account settings → Qualtrics IDs |
QUALTRICS |
SURVEY_EMAIL_FROM_NAME |
(From name to be displayed in the mail when the user receives the survey email) |
QUALTRICS |
SURVEY_EMAIL_FROM_ID |
(Mail ID to be visible to he user for the Survey email) Details to use the custom mail address can be found by pressing the following link to the Qualtrics knowledge base. |
The populated table will look as follows:
The Qualtrics Surveys lookup table
Press the Lookup Table tab of Docebo Connect to see a list of lookup tables present in your platform. In order for Docebo Connect for Qualtrics to work, a lookup table named Qualtrics Surveys needs to be found in the Lookup tables page. If this table does not exist in your platform, press the + New table button and create an empty table with the following columns:
| Survey ID - Qualtrics | Name | Imported in the LMS | Dropdown Element ID |
|---|
You can now move on to configuring the necessary connections for this integration.
Connectors
You will need two Connectors for these recipes, Qualtrics and your default Docebo Connect connector.
The default Docebo connector will already be located inside your project folder, described here are the steps necessary to add the Qualtrics connector to Docebo Connect.
The Qualtrics connector can be found by first pressing the down arrow next to the Create recipe button in the Qualtrics folder, then pressing Create connection.
In the following screen, type Qualtrics into the search box and hit enter. Then, click on the Qualtrics connector in the search results:
You will then need to configure the connector by filling in the relevant fields with your Qualtrics information:
Press Connect to finish configuring the Qualtrics connector.
Recipes
Please note: In order for this integration to work properly, the following recipes need to be started first:
- Retrieve course additional field
- Send Qualtrics survey to users on course completion
- Create Mailing List
- Get Mailing List
For more information about starting recipes, please see Docebo Connect usage: Common recipe actions.
Synchronisation from Qualtrics to Lookup table
This recipe should be run manually only when the Qualtrics survey details is to be synchronized with the Qualtrics Surveys lookup table in Docebo Connect. In order to run this recipe, open it in the recipe editor and press the Test recipe button, doing so will run the migration once and ignore the timed run trigger.
This recipe should not be started as doing so will cause the synchronization to run daily at 02:00 Pacific Time Zone and this will overwrite the existing information in the lookup table.
- Trigger
- Run Manually using Test recipe button in the editor
- Calls to other recipes
-
- None
Synchronisation from Qualtrics Lookup table to Docebo LMS
This recipe should be run manually only after manually running the Synchronization from Qualtrics to Lookup table recipe. In order to run this recipe, open it in the recipe editor and press the Test recipe button, doing so will run the migration once and ignore the timed run trigger.
This recipe is responsible for adding, updating and deleting the dropdown elements for the Course Additional Field created using the sub-recipe Retrieve course additional field. It is triggered to run automatically at five minute intervals and as such it should not be started.
When the recipe runs, the values with flag true in the Imported in the LMS column in Qualtrics Surveys lookup table will get added as elements if not present or updated if present to the course additional field in the Docebo Learn platform. Values with a flag other than true in the Imported in the LMS column in the Qualtrics Surveys lookup table will get removed from the elements in the course additional field in the Docebo Learn platform.
- Trigger
- Run manually using the Test recipe button in the recipe editor
- Calls to other recipes
Retrieve course additional field
This is a callable sub-recipe, triggered by being called from other recipes in this integration, responsible for creating a Course Additional Field if it is not present in the Docebo Learn platform and sending the additional field ID as output.
- Trigger
- Triggered via function call
- Calls to other recipes
-
- None
Send Qualtrics survey to users on course completion
This recipe is responsible for sending the survey link via email to the user once the user completes the course. It is triggered via a preconfigured webhook and requires no further configuration to run by default.
The step in the recipe called Create Mailing List Contact in Qualtrics can be edited in order to change the body of the sent email. For more information about editing recipes, please see the Workato Knowledge Base article on the subject.
- Trigger
- Qualtrics-survey-to-users via HTTP Webhook
- Calls to other recipes
Create Mailing List
This recipe is responsible for creating a mailing list in Qualtrics. It is triggered by other recipes and requires no further configuration.
- Trigger
- Triggered via function call
- Calls to other recipes
-
- None
Get Mailing List
This recipe is responsible for retrieving the mailing list details from Qualtrics.
- Trigger
- Triggered via function call
- Calls to other recipes