Domo: Scheduling data imports from AdvocateHub to Domo
Note: This article requires you to have the "Save and Schedule" feature enabled within your AdvocateHub's Reports section. If you do not, please contact your CSM for more details.
In this article, we will walk through how to configure Domo's "DataSet via Email" Connector so that it can import data from your AdvocateHub. Please review the prerequisites before proceeding.
1. You must have the appropriate permissions in Domo to add Connectors from the AppStore and to create new Data Sets. You will likely need to work on this project with the administrator of your Domo instance.
2. This article assumes that you have already created a custom report. Follow the article on Custom Reports to create one if you haven't already.
Guide to Importing AdvocateHub data into Domo
We will start at the very beginning by first installing the "DataSet via Email" Connector in Domo. We will then proceed to schedule an email from AdvocateHub containing the report in CSV format. By the end of this, we will be able to see data flowing into Domo. If you are interested in digging deeper into how this process works on the Domo side, take a look at their documentation on the DataSet via Email Connector.
Begin by logging into Domo. Click on the "APPSTORE" tab at the top of your page. Once here, search for "email."
Among the top results will be the "DataSet via Email Connector." Click on this option.
Click on the orange, "Get the Data" button on the top right of the page.
You will then be presented with the configuration page for this Connector. At this point, you'll just want to copy the email address provided. We'll fill out the rest of the fields after we configure the report in AdvocateHub.
In another tab or browser window, go to your AdvocateHub's Report section and create or find the custom report. Each column you add to your custom report will be sent to Domo, so only choose those which are valuable to you and your organization.
After you have configured the report, click on the gear beside the "Run" button. Choose "Save & Schedule" from the menu. If you have already created and saved a report, the menu will have the "Schedule" option instead.
- 7 Give your report a title and description, then save it if you haven't already.
You will see the configuration pane below. Below the image, we will walk through how to fill out these options.
Give your schedule a name. - Provide a unique name for your scheduled report. This will be the Email Subject that Domo requires you to enter. For ease of configuration later on it is best to only use letters and numbers here (i.e. no special characters, parentheses, brackets, periods, etc.).
Where should this data go? - Choose "Email" by clicking on the envelope icon.
Who should it be emailed to? - Paste in the email address provided by Domo in Step 4, above and click "Add." You may also add the email addresses of additional individuals as well.
Format data as - Choose CSV by clicking on the "CSV" icon.
Deliver this schedule - Choose the frequency with which this scheduled report should be sent to Domo.
Stop here, so that we can add the report details into Domo. Do not close this configuration pane or send a test just yet.
Return to the tab or browser window where you have Domo open. We will now use the data from Step 8 to complete the configuration of the DataSet via Email Connector. Below this image, we will walk through the options you are presented with.
File Location - Choose "Email Attachment" since the report from AdvocateHub will be attached as a CSV file.
File Type - Choose "CSV."
From Email Address - Enter email@example.com into this field. Looker is the tool that powers AdvocateHub's reports and handles the email exports.
Email Subject Expression - This is where you tell Domo which emails to look for. It will ignore anything that doesn't match the title you enter here. We will use the schedule name you entered in Step 8. As you can see in the screenshot above, you must enter the name using regular expression format (i.e. you cannot just paste in the schedule name). Follow this format:
- Begin your expression with .*
- Paste your report's schedule name from Step 8 and replace every space with \s
- End your expression with .* hu
Thus, the resulting expression for the schedule name "Student Logins Last 7 Days" is
Email Body Expression - Enter NONE into this field. This would be relevant if we needed to filter further based on the body of the email. However, each scheduled report you create will have a unique Subject, so this is not necessary.
Attachment Name Expression - Enter NONE into this field. This would be relevant if we needed to filter further based on the attachment file name. However, each scheduled report you create will have a unique Subject, so this is not necessary.
Continue to the next step, "Update Mode." You have two options, "Replace" and, "Append." If you want to have the same data set continuously updated and replaced with new information, choose "Replace." If you want to add any new information to the dataset while keeping existing data intact, chose "Append."
Continue to the next step to provide your dataset with a name and description. After finishing the configuration, you will land on an empty dataset page.
Return to your tab or browser window that has your scheduled report configuration pane open. At the bottom of the pane, click the "Send Test" button. Do not close this configuration pane.
After about 2 - 3 minutes, return to your Domo dataset page and click on the "History" tab. You should either see "Data updated successfully" or and error. If you see an error, it will explain the issue. The issues generally stem from mistakes when entering the Email Subject Expression, but be sure to read the error message thoroughly.
You can make changes in the "Settings" tab, then return to the report configuration pane and click "Send Test" again.
Verify your data by clicking on the "Data" tab.
If everything looks correct, return to the tab or window where you have AdvocateHub open and click the "Save All" button.
Congratulations! From this point forward, the report will import into Domo at the frequency you configured. You can repeat this process for other reports you wish to send to Domo.