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Traction Rec Integration

Instructions for configuring and importing data from Traction Rec into the Program Event Framework

    Via Traction Rec Integration (ycloudyusa/openy_traction_rec)

    This module provides YMCA Website Services integration with the Traction Rec CRM.

    Installation

    Require this module:

    composer require ycloudyusa/openy_traction_rec

    Then enable the necessary modules and submodules:

    drush en openy_traction_rec openy_traction_rec_import openy_tr_activity_finder

    Usage

    The main module itself provides only API that helps fetch data from TractionRec. More specific functionality is provided in submodules:

    • YMCA Website Services Traction Rec: PEF import provides PEF migrations.
    • YMCA Website Services Traction Rec: Activity Finder extends YMCA Website Services Activity Finder with the new fields and logic.

    See modules/openy_traction_rec_import/README.md for details on how to import content once configuration is complete.

    Configuration

    Create a Connected App in Salesforce

    1. Create a new private key and X509 certificate, customizing the subj options in the command to suit your organization. (See the manual for openssl-req to understand the options here.)
      openssl req -x509 -noenc -sha256 -days 365 \
 -keyout traction_rec.key \
 -out traction_rec.crt \
 -subj "/C=US/ST=Illinois/L=Chicago/O=My YMCA/OU=Org/emailAddress=youremail@example.com"
      • The email address in the certificate does not need to match the email on the Connected App.
      • The certificate must be renewed yearly (or after the set number of --days). We recommend you set a reminder in order to prevent unwanted failures.
    2. In Salesforce > Setup > App Manager, create a New Connected App.
      • Set a Name and Email.
        • The Contact Email is not used for authentication.
      • Check Enable OAuth Settings
        • Set the callback url as the base URL of your site
        • Check Use digital signatures and upload the X509 certificate (.crt) created above.
        • Ensure the app has the following Selected OAuth Scopes
          • Full access (full)
          • Manage user data via APIs (api)
          • Manage user data via Web browsers (web)
          • Perform requests at any time (refresh_token, offline_access)
        • Check these options:
          • Require Proof Key for Code Exchange (PKCE) Extension for Supported Authorization Flows
          • Issue JSON Web Token (JWT)-based access tokens for named users
        • Uncheck all other options in the OAuth section.
      • Save the Connected App
    3. Once the app is saved, you will need to get the Consumer Details:
      • In the “My Connected App” screen that appears once you save (or via Setup > App Manager), click Manage Consumer Details.
      • Save the Consumer Key and Consumer Secret for the next step.
    4. Create a Profile OR Permission Set to assign permissions to your app. We recommend using a Permission Set as those are the option recommended by Salesforce.
      1. Your Traction Rec support team should be able to deploy the Traction Rec Activity Finder Permission Set from their dev1 instance. If this Permission Set is deployed, proceed straight to the User creation step. To create a Permission Set from scratch:
      • Setup > Users > Permission Sets > New
      • Fill in the Label as you wish, and leave License as --None--
      • In the new Permission Set, open Object Settings.
      • In the very long list of Object Settings, do the following for each of the 10 Objects listed below:
        • Find the object and click to open it. In the configuration screen for each Object:
          • Under Object Permissions, mark Read as Enabled.
          • Under Field Permissions, mark Read Access on the header field to provide access to all fields.
        • Save the Object Settings and search for the next one.
      • Finally, review the summary of access permissions and ensure Read access is provided for each of the necessary objects.
      1. Create a Profile:
        • You must do this before creating a user.
        • Setup > Users > Profiles > New
        • When asked what Existing Profile to clone from, select Standard User or Standard Platform User. Be sure to note the User License connected to the target profile.
        • In the very large configuration screen, click Edit, then:
        • Save those changes.
    5. Create a new User with the new Profile or Permission Set:
    • Setup > Users > New User
      • User License - The option under which you created the Profile in the previous step, or Salesforce.
      • Email - A working email that you will use to receive login verifications.
      • Username - This is not your email and must be unique across all Salesforce Organizations. This is the name that will be used in the Drupal connection below. If you enter a preexisting username, you will receive this error:

        Error: Duplicate Username. The username already exists in this or another Salesforce organization. Usernames must be unique across all Salesforce organizations. To resolve, use a different username (it doesn’t need to match the user’s email address).

      • Assign the User to the Profile you created above, or a Permission Set that has the necessary permissions.
        • Under Permission Set Assignments, click Edit Assignments
        • Find the Permission Set you created in the prior step, select it, click Add, then Save.
    1. Confirm your Connected App, Profile, and User are connected:
      • Go to Setup > Apps > Connected Apps > Manage Connected Apps and choose your new app. Assign the Profile or Permission Set that contains your new user if it does not already show under the relevant section.
        • Click Manage Profiles or Manage Permission Sets
        • Search for your Profile or Permission Set and Save.
      • In the Connect App Detail, click Edit Policies:
        • Under OAuth Policies > Permitted Users choose Admin approved users are pre-authorized.
        • Check Issue JSON Web Token (JWT)-based access tokens.
        • Save the Connected App details.

    When the process is complete, you should have the following relationships between the User, Permission Set OR Profile, and Connected App:

    • the API User should be assigned the Permission Set OR Profile.
    • the Connected App should be assigned the same Permission Set OR Profile.

    Review all of these steps carefully. Missing any of them can result in an inability to query the API.

    Salesforce permissions

    The Salesforce integration Permission Set OR Profile should have read access to all fields in the following objects:

    • Course Options
    • Courses
    • Course Session Options
    • Course Sessions
    • Locations
    • Products and Discounts
    • Program Categories
    • Program Category Tags
    • Programs
    • Sessions

    If using a Profile, it should also have the following Systems Permissions:

    • Apex REST Services
    • View Restriction and Scoping Rules
    • Update Consent Preferences Using REST API

    Configure the connection in Drupal

    1. Go to Admin > Configuration > System > Keys (/admin/config/system/keys) and create a new key to store the private key created above.
      • Add key
      • Add a Key name and Description
      • Choose Key Type: “TractionRec JWT Private Key”
      • Choose the Key provider depending on your configuration. See Managing Keys for details.
      • Configure the chosen provider then Save the key.
    2. Go to Admin > YMCA Website Services > Integrations > Traction Rec > Traction Rec auth settings (/admin/openy/integrations/traction-rec/auth) to configure the keys & secrets provided by Traction Rec.
      • Add the Consumer key and Consumer Secret from Manage Consumer Details in Salesforce.
      • Add the User connected to the Connected App.
        • This is the Username of the User, not the Contact email.
      • Enter a Login URL.
        • This will most likely be https://login.salesforce.com
      • Set the Services base URL and REST API Base URL as per their descriptions.
        • Ensure the REST API Base URL responds to curl -I with a 200 response. Replace URLs like *.lightning.force.com with *.my.salesforce.com because the lightning url may result in a redirect, which will cause an authentication error, like ([@"message":"Session expired or invalid","errorCode":"INVALID_SESSION_ID"]).
      • Set the Community URL based on the publicly accessible registration links.
        • This may be something like https://my-ymca.my.site.com
        • The URL can be found in Salesforce under Setup > Digital Experiences > All Sites.
      • Choose the key as configured above.

    Mapping

    The TractionRec importer pulls data from many Traction Rec Objects (see TractionRec.php for the full queries):

    Object Mapping

    The fetcher outputs these files:

    • classes.json - from Courses
      • Maps to both Activities and Classes. Since TREC does not have this distinction, information in the resulting Activities and Classes in Drupal is duplicated.
    • locations.json - from Locations
      • This file is unused, but Locations map to Location via the Session import.
    • program_categories.json - from Program Category Tags
      • Maps to Program.
    • programs.json - from Programs
      • Maps to Program Subcategory.
    • sessions.json - from Course Options
      • Maps to Session.

    Note: Traction Rec’s labels for “Programs” and their child groupings are different:

    • Traction Rec: “Program Category” is the parent of “Program”.
    • Drupal: “Program” is the parent of “Program Subcategory”.

    Mapping to Drupal fields

    Those files are then imported into Drupal content via importers (in config items that start with migrate_plus.). The import goes as follows:

    • Drupal Content Type (bundle)
      • Salesforce/TractionRec source field → Drupal destination field
    • Program - from programs.json / TREC Program Categories
      • Id → id
      • Name → Title
      • Available → Published (status)
    • Program Subcategory - from program_categories.json/ TREC Programs
      • Id → id
      • Name → Title
      • Program → Program (field_category_program) via a lookup to the Programs import
      • Available → Published (status)
    • Activity - from classes.json / TREC Courses
      • Id → id
      • Name → Title
      • Program/Id → Program Subcategory (field_activity_category) via a lookup to the Program Subcategory import
      • Available → Published (status)
    • Class - from classes.json / TREC Courses
      • Id → id
        • The Class Id will also be used to set the Activity (field_class_activity)
      • Name → Title
      • Program/Id → ignored
      • Description/Rich Description → Description (field_class_description)
        • If a Rich Description is set, it will be used, otherwise the Description field will be used.
      • Available → Published (status)
    • Session - from sessions.json / TREC Sessions
      • Course_Option/Name → Title
      • Course_Option/ID → id
        • Also used to generate the Registration link URL using the Community URL set in Traction Rec auth settings (/admin/openy/integrations/traction-rec/auth).
      • Course_Session/Course/Id → Class
      • Course_Session/Course/Name → Course
      • Course_Session/Course/Description & Rich_Description → Description (field_class_description)
        • If a Rich Description is set, it will be used, otherwise the Description field will be used.
      • Course_Option/Start_Date → Session Time > Start date
      • Course_Option/Start_Time → Session Time > Start time
      • Course_Option/End_Date → Session Time > End date
      • Course_Option/End_Time → Session Time > End time
      • Course_Option/Day_of_Week → Session Time > Days
      • Course_Option/Age_Min → Min Age (field_session_min_age) converted to months
      • Course_Option/Age_Max → Max Age (field_session_max_age) converted to months
      • Course_Option/Location/Name → Location (field_session_location)
        • Location Name is used as a backup in case the Location Mapping does not match.
      • Course_Option/Location/Id → Location (field_session_location)
        • Location ID is used to attempt to match a location in the Location mapping in the Traction Rec importer settings (/admin/openy/integrations/traction-rec/importer)
      • Course_Option/Instructor → Instructor (field_session_instructor) trimmed to 255 characters
      • Course_Option/Available_Online → Online registration (field_session_online)
      • Course_Option/Available → Published (status)
      • Course_Option/Register_Online_From_Date → not used
      • Course_Option/Register_Online_To_Date → not used
      • Course_Option/Capacity → Initial Availability (field_availability)
      • Course_Option/Total_Capacity_Available → Initial Availability (field_availability)
      • Course_Option/Unlimited_Capacity → if set, overrides Capacity and sets Initial Availability (field_availability) to 100
      • Course_Option/Unlimited_Waitlist_Capacity → Wait list Unlimited Capacity (waitlist_unlimited_capacity)
      • Course_Option/Waitlist_Total → Wait list capacity (waitlist_capacity)
      • Course_Option/Product/Price_Description → Price description (field_price_description)
      • Course_Session/Id → Class (field_session_class) via a lookup to the Class import

    Data Model

    This module assumes a Traction Rec “standard” data model in its queries. Any deviations from this model will require overriding the queries in src/TractionRec.php.

    This model contains a subset of the fields in Traction Rec that are relevant to our usage. All entities have more fields than listed.

    Field types are taken from Salesforce’s Setup > Object Manager > {Entity} > Fields & Relationships.

    • Number field options are: number(length_decimal places)
    erDiagram
  Program_Category__c {
    id Id
    text(80) Name
  }
  Program__c {
    id Id
    text(80) Name
    checkbox Available__c
    textArea(255) Description__c
  }
  Program_Category_Tag__c {
    id Id
    autoNumber Name
    lookup(Program) Program__c
    lookup(Program_Category) Program_Category_c
  }
  Course__c {
    id Id
    text(80) Name
    checkbox Available__c
    text(128) Code__c
    longTextArea(640) Description__c
    lookup(Program) Program__c
    richTextArea Rich_Description__c
  }
  Course_Session__c {
    id Id
    text(80) Name
    checkbox Available__C
    text(128) Code__c
    lookup(Course) Course__c
    longTextArea(640) Description__c
    number(18_0) Num_Option_Entitlements__c
    lookup(ProductAndDiscount) Product__C
    richTextArea Rich_Description__c
    sum Total_Option_Capacity__c
    formula(number) Total_Option_Capacity_Remaining__C
    sum Total_Option_Registrants__c
    count Total_Options_Available__c
  }
  Course_Option__c {
    id Id
    text(80) Name
    number(3_1) Age_Max__c
    number(3_1) Age_Min__c
    checkbox Available__c
    number(18_0) Capacity__c
    picklist(multiSelect) Day_of_Week__c
    date End_Date__c
    text(8) End_Time__c
    text(128) Instructor__c
    lookup(ProductAndDiscount) Product__c
    number(18_0) Registration_Total_c
    longTextArea(3500) Setup_Notes__c
    number(3_0) Setup_Time_Required___c
    date Start_Date__c
    text(8) Start_Time__c
    longTextArea(3500) Tear_Down_Notes__c
    number(3_0) Tear_Down_Time_Required__C
  }
  Course_Session_Option__c {
    id Id
    autoNumber Name
    lookup(CourseOption) Course_Option__c
    masterDetail(CourseSession) Course_Session__c
    checkbox Option_Available__c
    number(18_0) Option_Capacity__c
    number(18_0) Option_Registration_Total__c
  }
  Program_Category__c ||--|{ Program_Category_Tag__c : ""
  Program__c ||--|{ Program_Category_Tag__c : ""
  Program__c ||--|{ Course__c : ""
  Course__c ||--|{ Course_Session__c : ""
  Course_Session__c ||--|{ Course_Session_Option__c : ""
  Course_Option__c ||--|{ Course_Session_Option__c : ""

    Import

    The module allows you to synchronize classes and programs from the Traction Rec CRM to the YMCA Website Services Program Event Framework (PEF).

    It uses Migrate API to import data fetched from Traction Rec and provides Drush commands and a configuration UI.

    The import process consists of 2 drush commands:

    1. openy-tr:fetch-all this command fetches required data from Traction Rec and saves it to JSON files.

      • Alias: tr:fetch

    2. openy-tr:import the command migrates fetched JSON files to YMCA Website Services and creates sessions, classes, activities, categories and programs.

      • Alias: tr:import

    You can run the commands manually for one-time import or add both to cron jobs.

    Other available drush commands:

    • openy-tr:rollback - Rolls back all imported nodes.

      • Alias: tr:rollback

    • openy-tr:reset-lock - Resets import lock.

      • Alias: tr:reset-lock

    • openy-tr:clean-up - Removes imported JSON files from the filesystem.

      • Alias: tr:clean-up