PLEASE NOTE: Before beginning to set up your Power Automate integration with Unibuddy, please make sure the following steps have already been taken:

  • Your Main Platform Widget URL has been created and supplied to your Customer Success Manager. This URL should be live and not a test site.

  • At least one (1) prospect or test prospect account has been created.

To successfully integrate your Unibuddy data with Power Automate, follow the instructions below:

Create a Workflow

  1. Login to Power Automate and create a new scenario. Select the Instant Cloud Flow option:

2. Scroll down and select the When an HTTP request is received option, then click on Create.

3. Click on the When a HTTP request is received icon, then click on Use sample payload to generate schema.

4. Copy and paste the JSON file below the screenshot into the blank field, then click Done.

See the JSON file below:

{

"email": "[email protected]",

"first_name": "TestFirstName",

"last_name": "TestLastName",

"active": true,

"deleted": false,

"country": {

"_id": "600d4bf48a5b852a95581b3d",

"name": "UK",

"code": "UK"

},

"domestic_region": {

"_id": "600d4bf48a5b852a95581b3e",

"name": "york",

"country": {

"_id": "600d4bf48a5b852a95581b3d",

"name": "UK",

"code": "UK"

}

},

"id": "600d4bf58a5b852a95581b44",

"sign_up_location": "University Widget",

"signup_source": {"type": "university", "id": "58c0351c31f4ace7e727389d", "created": "2020-10-27T18:12:04"},

"date_of_entry": "January 2020",

"degree_level": "Undergraduate",

"accept_marketing": true,

"blocked_by_university": false,

"live_events": [

"test_live_event"

],

"degrees_interested": [

{

"id": "600d4bf68a5b852a95581b46",

"name": "Maths"

},

{

"id": "600d4bf68a5b852a95581b47",

"name": "Computer Science"

}

],

"<your_custom_field_name>": "<value_entered_by_prospect>"

}

PLEASE NOTE: To determine whether a lead has already been created in your CRM, you will need to query the CRM with the lead id. This lead id is not available to the Unibuddy platform. Unibuddy data payload will contain the unique identifier that is generated within the Unibuddy platform.

We recommend that you store the mapping between the Unibuddy unique identifier for a lead and the lead id within your CRM for the same lead.

For the purpose of this example, this mapping is stored in a Google Sheet containing 2 columns, viz., UnibuddyId and CrmId. UnibuddyId refers to the unique identifier sent in the payload from Unibuddy. CrmId refers to the unique lead id within your CRM.

You can choose to store it in any storage mechanism of your convenience. Should you choose to use a storage mechanism other than Google Sheets, the steps for retrieving the data from the storage mechanism will have to be updated to reflect this.

Check if the Lead Already Exists

  1. Click on the New Step option.

2. In the search field, type in Google Sheet, then select the Get Rows option.

Please note that if you're using a storing mechanism other than Google Sheets, these steps will have to be updated to reflect this.

3. Connect to the Google Sheet where the mapping is stored.

4. Click on New Step option, then search and select the Condition option under Actions.

6. Choose UnibuddyId as the value for the first variable in the condition.

7. Once you've added the first condition variable, Power Automate/Make will automatically add a Apply to each step.

Click on Condition again to continue setting up the workflow.

8. Choose is equal to as the condition. Then click into the second "Choose a value" box and scroll until you see When a HTTP request is received.

9. Choose id as the value for the second variable.

Create/Update the Lead in the Destination CRM

  1. In the If yes path (a matching record was found in the CRM), click Add an action. Then type your CRM name and select it. From there, select the action to update a lead in the CRM.

PLEASE NOTE: Dynamics 365 connector is no longer available for selection so you would need to select the alternative which is Microsoft Dataverse connector.

2. Select the add button next to Add dynamic content. The unique identifier that will identify the lead record in the CRM will be CRMid from the Google Sheet (or the equivalent document wherever you are choosing to store the lead id).

3. Map the fields from the Unibuddy data payload to the appropriate fields in the CRM.

4. For the If no path (no record was found in the CRM for the lead sent from Unibuddy), click on Add an action, then choose the action for creating a record.

5. Map the fields from the Unibuddy data payload to the appropriate fields in the CRM.

6. Click on Add an action.

7. Search for Google Sheets (if you are choosing to store the lead id returned from the CRM in any other storage mechanism, select the appropriate storage).

8. Select the Insert row option, then add the Unibuddy field id to the column UnibuddyID. From there, add the leads id returned from the Create record step to the column CRMid.

Share the URL Endpoint With Unibuddy

  1. Give your new flow a name, such as UnibuddyCRMFlow.

2. Select your flow, then click on the When a HTTP request is received step.

3. Copy the HTTP POST URL and share it with Unibuddy Support. This is the URL that needs to be added to the Unibuddy backend in order for the CRM data to properly sync.

When sending your URL information to Unibuddy Support, please also include your desired date format as these can vary for different regions.

For example, dd-mm-yyyy or mm-dd-yyyy.

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