Problem
Our client needed a reliable way to manage and synchronize their customer subscription data from the UScreen portal to Salesforce. This included updating subscription statuses, handling cancellations, and ensuring that all customer interactions were accurately reflected in their Salesforce records. The primary challenge was to maintain data consistency and accuracy across platforms with minimal manual intervention when integrating Uscreen with Salesforce.
Solution
To address this challenge, we implemented a comprehensive solution involving both scheduled synchronization and real-time webhook updates. Here’s a breakdown of our approach:
- Monthly Sync Up: We utilized the UScreen Publisher API to pull customer details and update corresponding contact records in Salesforce. If the system could not find a matching contact based on the UScreen ID or email, it created a new contact record.
- Webhook Sync Up: For real-time updates, we implemented webhooks to handle various events such as user creation, subscription assignments, user sign-ins, favorites additions, overdue invoices, and subscription cancellations. The webhooks immediately reflect any changes in the UScreen portal in Salesforce.
- Data Handling and Duplication Checks: We incorporated mechanisms to handle duplicate records and eliminate unnecessary fields and flows. By doing this, we synchronized only relevant data, improving the system’s overall efficiency.
- Scheduled Jobs: We set up scheduled jobs to run on the first day of each month, fetching records from the previous month to synchronize missing data with Salesforce. This included handling large datasets through queueable jobs to maintain system performance.
Impact
The implementation of integrating UScreen with Salesforce has significantly improved our client’s subscription management process. By ensuring that Salesforce is always up-to-date with the latest subscription data from the UScreen portal, our client can now:
- Accurately track subscription statuses, start dates, and cancellations.
- Maintain a comprehensive view of customer interactions and subscription histories.
- Reduce manual data entry and associated errors, leading to more efficient operations.
Hands-on Demonstration
1. Monthly Synchronization Process
When the monthly sync job runs, it pulls all customer details from the UScreen portal using the Publisher API. These scheduled jobs then match the data with existing Salesforce records based on the UScreen ID or email. They create a new contact if they don’t find a matching record. This process ensures that all customer data in Salesforce is up-to-date and accurate.
2. Real-Time Webhook Updates
Various customer actions trigger real-time updates in Salesforce:
- User Creation: When a new user is created in the UScreen portal, a webhook event is sent to Salesforce, creating or updating the corresponding contact record.
- Subscription Assignment: When a subscription is assigned to a user, the corresponding Salesforce record is updated with the subscription details.
- Subscription Cancellation: When a subscription is canceled, the “Subscription Cancel Date” field in Salesforce is updated accordingly.
3. Data Handling and Optimization
We implemented checks to prevent duplicate records and removed unused fields and flows. This optimization synchronizes only relevant data, enhancing system performance and data integrity.
4. Scheduled Jobs for Large Datasets
To handle large datasets, we utilized queueable jobs that fetch records in chunks, ensuring that the system remains responsive and efficient. This approach allows for seamless synchronization of extensive data without impacting system performance.
Conclusion
Our subscription management and synchronization solution has transformed the way our clients handle subscription data, providing them with accurate, real-time insights and reducing manual effort. At Growbiz Solutions, we specialize in creating tailored solutions that address our clients’ unique needs. If you want to enhance your subscription management processes, contact us today to learn how we can help you achieve your goals.
