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.
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
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.
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 green check mark icon to save the row.
Add the following rows if not exist:
|QUALTRICS||COURSE_ADDITIONAL_FIELD||(Name of the course additional field. It must be created in the Docebo Learn platform)|
|QUALTRICS||NOTIFICATION_MAIL_ID||(The email address of the user to receive a notification, if any error occurs in a job)|
(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)|
(Directory ID in which the mailing list and the contacts will get created)
|QUALTRICS||SURVEY_EMAIL_FROM_NAME||(From name to be displayed in the mail when the user receives the survey email)|
(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:
You can now move on to configuring the necessary connections for this integration.
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.
For more information about common recipe actions please see Docebo Connect Usage: Common Recipe Actions.
Synchronisation from Qualtrics to Lookup table
This recipe should be started first and runs daily at the time set in the recipe (by default this is set to 02:00 GMT-8 / Pacific Time US & Canada). The recipe is responsible to communicate to the Qualtrics environment and retrieve the survey details and populate the name and ID of the survey to the Qualtrics Surveys lookup table in Docebo Connect.
Adjusting the run-time of the recipe
To adjust the run-time of the recipe, enter the recipe editor and click on the first item in the recipe, marked Trigger. In the resulting side-panel, scroll down until you locate the Trigger at field. There you can change the value to whichever time you desire.
Once you have entered the desired time, press the Save button located in the top right corner of the recipe to commit your changes.
Adjusting the timezone of the recipe
To adjust the timezone of the recipe, enter the recipe editor and click on the first item in the recipe, marked Trigger. In the resulting side-panel, scroll down and press the + 2 optional fields available button.
In the resulting modal window, select the checkbox next to Timezone and press the Apply changes button.
Returning to the previous sidebar, you can now press the down arrow in the Timezone box and locate the timezone of your choice in the resulting list by scrolling up or down.
Next press the Save button in the top right corner of the recipe editor to commit your changes. Your recipe will now trigger at the specified time in the timezone you have assigned to it.
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.
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.
Synchronisation from Qualtrics Lookup table to Docebo LMS
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.
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.
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.
Get Mailing List
This recipe is responsible for retrieving the mailing list details from Qualtrics.