aXcelerate Integration Setup

This integration allows you to access the functionality and reporting of Digital Robot directly from your aXcelerate system when you enrol a candidate into a course.

Enrolling a candidate in a course within aXcelerate and selecting the Digital Profiler Required checkbox will create the candidate in Digital Robot and send them an email asking them to complete the Digital Questionnaire you have selected for them.

Once they complete the questionnaire, Digital Robot will upload the results as a pdf to the candidate’s portfolio in aXcelerate, and if the course exists in both systems, generate a Comparison Report pdf and attach it to the candidate record (in their aXcelerate portfolio) as well.

The systems will sync every hour by default.

Please note: 

1. Users must enable the API in Digital Robot to activate the integration - go to Settings> Integrations, then toggle On the 'Enable API' option (circled below).
2. Ensure that there are no custom fields added to the Invitation Form in Digital Robot which are marked as required. This can be checked in Settings> Invitation Form.

aXcelerate Setup

Contact Record – Custom Fields

Two custom fields are required to be created in aXcelerate. You can access this function via Settings – Custom Fields in aXcelerate.

Select "+ Add New Custom Field" to create each new custom field.

The fields must be set up as shown below, other than the Field Label below which can be customised. Note that the fields are displayed alphabetically on the screen, so we have used numbers at the start of the labels to control that ordering. If also using LLN Robot via the integration, we suggest numbering these field labels with 4 and 5, so that they appear below the 3 fields for LLN Robot

First Custom Field:

Second Custom Field:

The values for questionnaire level must be dp (Digital Profiler) and dlrq (Course Ready) – however you only need to include the options that your organisation requires. For example, if it’s never a requirement for your candidate to complete a dlrq assessment you could leave that option out.

Once these fields have been defined, they will be visible on the contact records in the Custom Fields section as shown.

NOTE: Image above shows the numbering that would be used if both LLN Robot and Digital Robot have been integrated with an aXcelerate system.

Portfolio Type

When documents are transferred to aXcelerate (e.g. questionnaire results) a Portfolio Type is required. If you want the Digital Skills Profile Report, relevant to the Digital Profiler questionnaire, a Portfolio Type for this report is required.

This action is completed by navigating to Settings, then Contact Portfolio Types and selecting "+ Add New Portfolio Type".

Set up the new portfolio type as shown below.

If this Portfolio Type does not exist, the Digital Skills Profile Report will not be transferred to aXcelerate after the candidate completes the questionnaire.

Digital Robot Configuration

Integration Settings

To enable aXcelerate integration, access the Digital Robot system and go to the Integrations menu item in Settings.

Toggle the Enable aXcelerate Integration option to turn the integration on/off.

Web Service Token and API Token can be found in your aXcelerate deployment under Settings – System Settings and then the Web & Other Integrations tab

Scroll down to the Web Service API Token section and click 'Show' on the two tokens (API Token and Web Service Token) to see their values. If you have multiple tokens, ensure that you choose the API Token which has a green tick.

Copy these values into the applicable fields in the Digital Robot System and complete the other two fields:

• aXcelerate URL - this is the base URL you use to access your aXcelerate deployment.
• Frequency - how often the sync process will run (the minimum/shortest interval is 1 hour).

Synchronisation Process

Candidates in aXcelerate will be transferred to Digital Robot once the Digital Profiler Required checkbox has been selected, as well as the required questionnaire type (Digital Profiler or Course Ready).

NOTE: each candidate will only ever be created in Digital Robot once.

Once the candidate has completed their questionnaire in Digital Robot, their Profile Report will be generated and attached to their student record in the "Other" section of their Portfolio. The PDF file can be downloaded / viewed from the portfolio item screen.

Please note:

Invitations and results do not sync instantly between the two systems. The sync process runs on an interval, as set in the "Frequency" field in the Digital Robot settings. For example: RTO Learn has their sync frequency set at 1 hour. They add a contact (a learner) to their aXcelerate system at 10:52 am, but their last sync ran at 10:35am. This means the new contact's details will not be sent to the Digital Robot system until the next sync time, which would be 11:35am (1 hour after the last sync). At this time the contact will be added to Digital Robot and be issued with the email invitation for the relevant questionnaire. Similarly, if they complete the questionnaire at 12:13pm, their results would be sent to the aXcelerate system at the next sync time (not instantly).