Docebo Connect for ReadyTech Axis

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

For more information on the definition of terms and concepts used throughout this article, please read Docebo Connect Glossary of Terms.

Terminology

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

Prerequisites

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

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 plus button in the top right corner of the screen. Press the 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, 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.

Activation of the Virtual Lab app

First we need to make sure that the Virtual Lab app is active in the Docebo platform. To do so, in Docebo, 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 (opens in a new tab) 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 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.

Webhooks configuration

In order for the integration to be able to successfully synchronize with ReadyTech Axis, five webhooks must be configured between Docebo and Workato.

ReadyTech Instructor-Led Event

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 Readytech Axis recipes and click on the recipe called ReadyTech Instructor-Led Event. This recipe may reside in a sub-folder called Instructor-Led if you duplicated the layout of the supplied recipes when you cloned them.

Next, single-click on the first item in the recipe to reveal the slide-out configuration containing the URL of the webhook.

Press the Copy button to copy the URL to your clipboard.

Next, press the gears button in the top right corner of the screen and in the resulting administrative menu, locate Webhooks and press Manage, then press the plus button to add a new webhook.

In the resulting screen, in the Name field, choose a name for your new webhook, this name should be something you can use to easily identify the webhook, it does not affect the functionality of the webhook. Next, paste the URL you copied from the Docebo Connect recipe earlier into the Payload URL field, then, in the Events section, press Select Events. In the resulting slide-out screen, choose the following events:

• Course deleted

• ILT session changed

• ILT session deleted

• New ILT session created

Next, press Confirm. Then press the Save Changes button at the bottom of the screen to save your webhook.

Once your webhook has been created and saved, make sure you enable it in the list of webhooks by pressing the circle in the status column. Once the circle is green with a check mark, the webhook is enabled.

ReadyTech SelfPaced Course Enrollment Created Deleted - Elearning

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 Readytech Axis recipes and click on the recipe called ReadyTech SelfPaced Course Enrollment Created Deleted - Elearning. This recipe may reside in a sub-folder called Self-Paced if you duplicated the layout of the supplied recipes when you cloned them.

Next, single-click on the first item in the recipe to reveal the slide-out configuration containing the URL of the webhook.

Press the Copy button to copy the URL to your clipboard.

Next, press the gears button in the top right corner of the screen and in the resulting administrative menu, locate Webhooks and press Manage, then press the plus button to add a new webhook.

In the resulting screen, in the Name field, choose a name for your new webhook, this name should be something you can use to easily identify the webhook, it does not affect the functionality of the webhook. Next, paste the URL you copied from the Docebo Connect recipe earlier into the Payload URL field, then, in the Events section, press Select Events. In the resulting slide-out screen, choose the following events:

• Enrollment has been updated

• Learner completed course

• User enrolled in a course

• User unenrolled from course

Next, press Confirm, then press the Save Changes button at the bottom of the screen to save your webhook.

Once your webhook has been created and saved, make sure you enable it in the list of webhooks by pressing the circle in the status column. Once the circle is green with a check mark, the webhook is enabled.

ReadyTech SelfPaced Course Update Deletion - Elearning

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 Readytech Axis recipes and click on the recipe called ReadyTech SelfPaced Course Update Deletion - Elearning. This recipe may reside in a sub-folder called Self-Paced if you duplicated the layout of the supplied recipes when you cloned them.

Next, single-click on the first item in the recipe to reveal the slide-out configuration containing the URL of the webhook.

Press the Copy button to copy the URL to your clipboard.

Next, press the gears button in the top right corner of the screen and in the resulting administrative menu, locate Webhooks and press Manage, then press the plus button to add a new webhook.

In the resulting screen, in the Name field, choose a name for your new webhook, this name should be something you can use to easily identify the webhook, it does not affect the functionality of the webhook. Next, paste the URL you copied from the Docebo Connect recipe earlier into the Payload URL field, then, in the Events section, press Select Events. In the resulting slide-out screen, choose the following events:

• Course deleted

• Course properties have been changed

Next, press Confirm then press the Save Changes button at the bottom of the screen to save your webhook.

Once your webhook has been created and saved, make sure you enable it in the list of webhooks by pressing the circle in the status column. Once the circle is green with a check mark, the webhook is enabled.

ReadyTech Instructor-Led Event Enrollments

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 Readytech Axis recipes and click on the recipe called ReadyTech Instructor-Led Event Enrollments. This recipe may reside in a sub-folder called Instructor-Led if you duplicated the layout of the supplied recipes when you cloned them.

Next, single-click on the first item in the recipe to reveal the slide-out configuration containing the URL of the webhook.

Press the Copy button to copy the URL to your clipboard.

Next, press the gears button in the top right corner of the screen and in the resulting administrative menu, locate Webhooks and press Manage, then press the plus button to add a new webhook.

In the resulting screen, in the Name field, choose a name for your new webhook, this name should be something you can use to easily identify the webhook, it does not affect the functionality of the webhook. Next, paste the URL you copied from the Docebo Connect recipe earlier into the Payload URL field, then, in the Events section, press Select Events. In the resulting slide-out screen, choose the following events:

• ILT session enrollment updated

• User enrolled in ILT session

• User unenrolled from ILT session

• ILT session attendance has been updated

• ILT session changed

Next, press Confirm, then press the Save Changes button at the bottom of the screen to save your webhook.

Once your webhook has been created and saved, make sure you enable it in the list of webhooks by pressing the circle in the status column. Once the circle is green with a check mark, the webhook is enabled.

ReadyTech Update User Data

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 Readytech Axis recipes and click on the recipe called ReadyTech Update User Data.

Next, single-click on the first item in the recipe to reveal the slide-out configuration containing the URL of the webhook.

Press the Copy button to copy the URL to your clipboard.

Next, press the gears button in the top right corner of the screen and in the resulting administrative menu, locate Webhooks and press Manage, then press the plus button to add a new webhook.

In the resulting screen, in the Name field, choose a name for your new webhook, this name should be something you can use to easily identify the webhook, it does not affect the functionality of the webhook. Next, paste the URL you copied from the Docebo Connect recipe earlier into the Payload URL field, then, in the Events section, press Select Events. In the resulting slide-out screen, choose User has been modified and press Confirm.

Then press the Save Changes button at the bottom of the screen to save your webhook.

Once your webhook has been created and saved, make sure you enable it in the list of webhooks by pressing the circle in the status column. Once the circle is green with a check mark, the webhook is enabled.

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 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:

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 (opens in a new tab). For this purpose an additional field, template_id, is created in Docebo, which should contain the value of the template ID. When creating a new course (opens in a new tab) 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 Docebo Connect for ADP Workforce Now

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.

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

Important notes:

• In order to create an instructor-led event, the instructor user must exist both in Docebo and ReadyTech and must be identically named. The instructor user account must also be set to Active status in ReadyTech.

• 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.

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.

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.

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

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 of an ILT session represent the earliest and latest events associated with that session. The earliest event cannot be set to before the original startDate of the ReadyTech event, which is always today+1. The latest event cannot be set to end before the original end date of the ReadyTech event, which uses a lookup table value.

• 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 (opens in a new tab).

Recipes

Please note:

In order for this integration to work properly, the following recipes need to be started first:

• ReadyTech Update User Data

• [ASYNC] ReadyTech Update User Data

• Avoid Duplicate Webhook Running

• Check If Is A Virtual Lab Course

• Delete Led-Instructor Event

• Delete Webhooks Record from LookupTable

• Get Template Uuid

• ReadyTech Instructor-Led Event

• ReadyTech Instructor-Led Event Enrollments

• ReadyTech Instructor-Led Event Enrollments - Leaders

• [ASYNC] ReadyTech Instructor-Led Event Enrollments

• [ASYNC] ReadyTech Instructor-Led Event

• ReadyTech SelfPaced Course Enrollment Created Deleted - Elearning

• ReadyTech SelfPaced Course Update Deletion - Elearning

• [ASYNC] ReadyTech SelfPaced Course Enrollment Created Deleted - Elearning

• ReadyTech SelfPaced Course Update Deletion - Elearning

For more information about starting recipes, please see Docebo Connect usage: Working with recipes.