Salesforce App Minimal Required Configuration & Setup

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​​​​​Introduction

This document covers the initial installation and minimal configuration for the Absorb LMS Salesforce package. If your organization needs to setup the functionality of the app quickly, configure only the basic features, or you have an extremely customized Salesforce implementation and will not be using the built-in layout and permission set options, we recommend that you follow the steps below. If you require a complete walkthrough of the setup process and the full recommended configuration, please click here

 

​​​​​Contents

 

 

System Connections​​​​

Before Package Install/Salesforce Org Preperation

There are a few checks and configuration changes that are recommended before installing and implementing Absorb functionality into a Salesforce org. 
 

Domain Setup

A custom domain is required for the Absorb Salesforce app. Creating a domain for the org can be completed by clicking on the gear in the upper right and then through Setup > Company Settings > My Domain. 
 
Important Note - setting a custom domain may affect existing integrations or single sign-on with other 3rd party applications, it is strongly recommended that you review all such dependencies before deploying a custom domain
  1. Check for the availability of a domain and register it
    Setup-1.jpg
  2. After the domain has been registered, refresh the page. You will need to log in to the new domain for the org to continue the process. Click on the “log in” button and re-enter your credentials.
    Setup-2.jpg
  3. After logging in, click the “Deploy to Users” button
    Setup-3.png

 

Enable Chatter

Setup of Chatter is required to install the package since there are components, and Visualforce pages in the package, intended for use on the User Profile page in both Lightning and Classic. If you do not wish to have/use Chatter, it can be disabled after the installation of the package has been completed.​
  • In Salesforce Lightning, the path would be Setup > Feature Settings > Chatter > Chatter Settings or you can search for “Chatter Settings” in the setup menu search bar. From there, click “Edit” and check the box for enabling Chatter.
    setup-4.png

  • Once additional configuration options appear, ensure that “Enable Actions in the Publisher” is checked off before clicking “Save” to complete Chatter activation.
  • Chatter feed tracking for standard and custom objects, and fields, can be checked in the Classic version of Salesforce by searching for “Feed Tracking” in the setup search bar:
    setup-6.png

 

Package Installation

 
Package Install in Salesforce

Copy and paste the package install link into your browser’s address bar while you are logged in to the Salesforce instance where you need to install the package and select the appropriate install options.
 
Install for Admins Only” is recommended (see Figure 2). This option allows for controlling access and permissions after the package has been installed. For further information, please refer to Salesforce documentation on Package Installations.
setup-8.png

​Figure 2
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Post-Install Configuration: Layouts

Standard Layouts in Classic and Lightning need to be modified to include any custom tabs, components, buttons, and Visualforce pages that you wish to add. If you require a complete walkthrough of the setup process and the full recommended configuration, please click here. Additional information on customizing the User Interface (UI) for accessing records in Lightning and Classic can be found here:
 
NOTE - Triggering the User/Contact/Opportunity enrollment workflows manually requires adding the 'Enroll in Training' button to the relevant layout(s).
 
NOTE - Triggering the sync for a specific User/Contact manually requires adding the 'Sync With Absorb' checkbox to the relevant layout(s)
 
NOTE - Viewing the Absorb lightning components on lightning records requires modifying the page setup for that record type (e.g. Account/Contact)
 
 

Post-Install Configuration: Permissions

 
Any users who wish to access the Absorb Salesforce app will have to be given permission sets or profiles that allow this. See this article for suggested steps on configuring permission sets. An API user with the customized Absorb API permission set is required in order to create and maintain the connection from Salesforce to Absorb.
 
 

Post-Install Configuration: Environment Linkages & SSO

Enable Salesforce Identity Provider & Salesforce Certificate

To enable Single Sign On (SSO) functionality and link Absorb to Salesforce, Identity Provider functionality must be enabled and modified.
 
Navigation: Setup > Identity > Identity Provider
  • If Identity Provider has not already been enabled in the org, click “Enable Identity Provider” while on this page
  • Download the certificate for use later
setup-45.png
If you are not given the option of entering in a name, the security certificate that gets generated will need to be modified. Navigate to Setup > Security > Certificate and Key Management
  • Click “Edit” next to the certificate that will be used for Absorb
    setup-46.jpg

  • Change the Label and Unique Name of the Certificate “Absorb SSO” and “Absorb_SSO”, respectively
  • Save the changes
 

Connected App

The managed package comes with a Connected App that needs to be updated after a successful install. 
 
Several values in the packaged connected app need to be updated.
  • Setup Home > Apps > Connected Apps > Managed Connected Apps > Click “Absorb SSO” 
    setup-47.png

  • Click “Edit Policies"
    setup-45-1.png
  • The Subject Type, ACS URL, and IdP certificate need to have certain values.
    setup-49.jpg
  • ​Subject Type: value for this field will be used to identify the logged-in Salesforce user against the logged-in user in Absorb
    • Select any Subject type except Persistent ID
    • Note which subject type is used, because the same subject type needs to be selected in the Absorb Setup App 
  • ACS URL: Replace “LMS-DOMAIN-HERE” with the domain of the Absorb LMS instance you will be connecting to. The ACS URL should look like https://company.myabsorb.com/account/SAML
  • IdP Certificate:  Select the “Absorb SSO” certificate
  • Click “Save"
  • Copy the IdP-Initiated Login URL as this is used to connect your Absorb portal to Salesforce later
 
After those settings are complete, you will need to determine the users who will have access to the Connected App. This can be done either with Permission Sets or by Profile.
setup-60.jpg
  • Add the profile(s) of the users that you want to be able to access syncing and enrolling features of Absorb. To do this click Manage Profiles on the connected app screen
  • Add the necessary permission sets. This means any Salesforce user with those permission sets will have access to Absorb features through the connected app. To do this click Manage Permission Sets on the connected app screen
 

Update Subject Type Field Value for SSO

After the Connected App is configured, the field value for the subject type selected in the Connected App will need to be updated for any user that requires access to Absorb connectivity.

 

Create SSO Setting in Absorb Instance 

After the SSO and Connected App are configured in Salesforce, an SSO setting needs to be created in the Absorb portal you are connecting to.
 
Within the Admin console in Absorb, click on the Account icon in the upper right, followed by “Portal Settings”, and then on “Manage SSO Settings”. 
                
setup-61.jpg

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  • Once on the Manage SSO Settings page, click “Add
  • Complete the below fields:
    • Open the certificate that was downloaded from Salesforce using a text editor program like TextEdit on macOS or Notepad on Windows. You will see a long alphanumeric string starting after 'BEGIN CERTIFICATE'. This is the certificate key. The file may also include a series of dash symbols at the start and end, these should not be copied into Absorb. Copy the remainder of the string and paste it into the Key field (see below).
    • Unique identifier for Salesforce Users and Absorb Users
    • Name: Enter any name, this is for your reference only
    • Method: SAML
    • Key: Paste the certificate key from the certificate that was downloaded earlier
    • Mode: Identity Provider Initiated
    • Id Property: Select the field with the value to be matched against the selected Subject Type in Salesforce
    • Login URL: Enter the Salesforce custom domain URL, e.g. company.salesforce.com
    • Assigned Routes: Select the Route (the domain of the Absorb Instance that your users access, e.g. company.myabsorb.com)
  • Save the SSO Settings
Setup-63.jpg
 

 

Setup the API User 

The API User is the user in Salesforce that handles all the record inserts and updates in Salesforce.
 
  • Assign the Permission set to the user that is to be the API user in the org by navigating back to the Permission sets page, and clicking on “Manage Assignments” for the Absorb LMS API Complete permission set
    • Select the API User for your org
    • Save the selection
      setup-64.png
  • After assigning the permission set to the API User, update the value for the field selected in Subject Type for the Connected App to match the value of the field selected for Id Property selected in Absorb’s Manage SSO settings page
    • For example, if the Subject Type selected in Salesforce Connected app is “Federation ID” and the Id Property in Absorb is “Username”, then the Username of the system user in Absorb needs to be copied into the Federation ID field for the user in Salesforce. The below screenshots illustrate two common configurations for the Subject Type and Id Property, other configurations are possible

 

Example - Federation ID in Salesforce matched up with Username in Absorb

Setup-64b.png

Example - Username in Salesforce matched up with Username in Absorb

Setup-64a.png

 

 

Navigation: Setup > Users > User > Click “Edit” > scroll down > enter matching value from Absorb
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 Setup-64a.jpg
 

Remote Site Setting

The Absorb domain needs to be authorized in your Salesforce org. This can be done via the creation of a Remote Site Setting.
 
Navigation: Setup > Security > Remote Site Settings > Click “New Remote Site
  • Remote Site Name: Enter a name
  • Remote Site URL: Enter in your Absorb domain (note that this must exactly match the url in Assigned Routes in the Absorb SSO connection)
  • Click Save
Setup-66.png
 

Absorb Setup App

Included with the package is an Absorb specific setup app. A Salesforce System Administrator can use this app to configure the links between Salesforce and Absorb. Anyone with the correct permissions can also map how records and fields are synced between the two systems. This app can be selected via either the Lightning App launcher (see Figure 3) or the app selector in Classic (see Figure 4).
 
Note - A user must be granted the System Admin role in Absorb to be able to use the Absorb Setup App in Salesforce.
 
 
Setup-67.png

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​Figure 3 ​Figure 4
The Data Feeds toggle is disabled until each section (System Connections, Learner Data, Course Data) has been completed and saved.
 

System Connections

This section is used to setup the link between Salesforce and Absorb is established and where configure email addresses to receive sync error messages.
 
Note: The System Connections Portion of the app should be completed by the API User, since this user will serve as the handler for syncing between Absorb and Salesforce.
Setup-69.jpg
  • Absorb Route: input Absorb Domain with https:// (e.g. https://company.myabsorb.com)
  • Identity Provider URL: Copy-Paste the IdP URL from the Connected App
  • Selected Subject Type (SSO): match the field that was selected in the Connected App
  • Click "Connect" to create the connection from Salesforce to Absorb
  • Select the Absorb to Salesforce tab
    setup-70.png
  • Click the button on the lower right to bring up a modal
  • Authorize Absorb into Salesforce
  • Select the General Settings Tab
  • List up to 5 email addresses that should receive sync error logs. If there are multiple emails, separate with a comma
    Setup-71.jpg
 

Learner Data

This tab of the setup app is where the mapping between users in Absorb and Contacts/Users in Salesforce are determined. The learners' departments and roles are also determined here. Refer to the Post-System Connections Setup Flow for more details.
 
Complete the field mapping for both Contacts and Users. Refer to tooltips for additional information.
 

Course Data

The administrator also has control over which courses and curricula get synced into Absorb from the Course Data page. No options are selected by default.
 
Either sync all courses into the org (could take a long time depending on the volume of data involved) or select courses to include/exclude based on their tags.
 
 

Initial Data Sync

Once the app is configured as needed, click the Data Feeds toggle to enable the app. Once this is done, the app will review all of the data in your Absorb portal that can be synced and determine what should be moved to Salesforce and from Salesforce to Absorb. Until this process is complete, no data from Absorb will be visible in Salesforce and vice versa. Depending on the volume of data to be reviewed, the initial sync process may take several hours or more. 

Once a course and learner are synced between Salesforce and Absorb, the app is ready to use for that learner, and you can enroll them instantly in any synced course. 

To check if a course is synced:

  1. Go to the Courses object in Salesforce
  2. Choose the All view instead of Recently Viewed
  3. Check for the course you wish to use. If the course is listed, it has been synced from Absorb

To check if a user is synced:

  1. Login to Absorb as an administrator
  2. Go to Users > Users
  3. Look up the user you wish to use
  4. Select the user and click Edit User
  5. If the user is listed with a message at the top similar to the below, that user has been synced from Salesforce

Setup-Synced.jpg

 
 
 

 

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