AUTOMATIC COURSE CREATION FOR CLOUD COURSES
OVERVIEW
A global cloud career training program faced challenges in launching cloud courses across multiple learner groups quickly and reliably while maintaining data integrity. Instructors had been manually creating courses in Canvas, a process prone to errors and delays. To address these inefficiencies, we implemented an automated solution that streamlined course creation, from Salesforce to Canvas, saving time, reducing errors, and enabling scalability.
THE CHALLENGE
Before automation, instructors were responsible for manually setting up Canvas courses, a process that was prone to human error. This manual workflow led to frequent data entry mistakes, naming inconsistencies, and scheduling errors. Coordinating schedules between program managers and staff added complexity, limiting scalability and overall operational efficiency.
OUR SOLUTION
We introduced an automation system powered by Salesforce that eliminates the need for manual course creation. Once instructors commit to teaching a course, they simply update the course status to "committed" in Salesforce, select the assigned instructor, and save. The backend code automatically processes the course details, validates the instructor's information, and generates the corresponding Canvas course and Vocareum lab.
To efficiently manage multiple learner groups across different regions, each group is labeled using a Country-City-Number format (e.g., "US-SEA-15"), ensuring clear identification of the course and group sequence. A batch job runs every four hours, finalizing course content in just 15 minutes and notifying instructors via automated email once the course is ready.
KEY FEATURES
- • Salesforce-driven automation eliminates the need for manual course setup in Canvas.
• Automatic course and lab provisioning with unique course IDs.
• Group management system tracks multiple groups across different regions and timeframes.
• Backend validation ensures data integrity and consistency.
• Automated email notifications keep instructors and program managers informed.
GLOBAL IMPACT/RESULTS
- • Reduced course setup time from 60 minutes to just 15 minutes, increasing overall efficiency.
• Eliminated human errors in course creation, ensuring consistent data and course setup.
• Streamlined scheduling and course assignment to minimize back-and-forth communication.
• Enabled scalable course deployment, supporting courses across multiple regions and timeframes with minimal additional overhead.
TECHNOLOGIES & SERVICES
Salesforce — course management and API-driven automation.
Canvas — course hosting and management.
Vocareum — lab and assignment hosting.
Batch Jobs — automated processing every 4 hours.
Email notifications — automatic alerts to instructors and directors.
CONCLUSION
By automating the course creation process, the program significantly improved operational efficiency, reduced errors, and accelerated course deployment. This solution has empowered the program to scale its cloud career training initiatives globally, while maintaining high standards of data accuracy and minimizing administrative overhead.