Don’t Miss: 2018 Scribe User Conference | Oct 28-30th | Early Bird Pricing Ends Soon | Register Today >

Scribe

Regent University Accelerates Lead Follow-Up with Scribe’s Real-time Integration to Ellucian Recruit

Founded in 1978 in Virginia Beach, Regent University is one of the nation’s leading academic centers for Christian thought and action. Students, faculty and administrators all share a calling—founded on biblical principles—to make a significant difference in the world. Regent offers affordable, high-quality degree programs while also preparing men and women to excel both in mind and spirit. The university enrolls approximately 9,000 students each year, and in 2017 topped the list of Best Online Bachelor’s Programs in Virginia by U.S. News & World Report.

THE CHALLENGE: RESPOND IMMEDIATELY TO PROSPECTIVE STUDENT INQUIRIES

Regent University had a goal to grow the university’s enrollment. That meant that the admissions office and the IT infrastructure had to prepare for an increased marketing effort and plan to interact with a greater number of prospects.

“We knew our admissions staff was going to be responding to more inbound inquiries from prospective students, so we needed to enable our admissions counselors to work more efficiently,” explains John Reddy, Director of Web Development for Regent University. “We are among the fastest growing universities in the country, and we want to keep that momentum going.”

To accelerate their recruiting efforts, the university decided to deploy Ellucian CRM Recruit, which runs on Microsoft Dynamics CRM and is designed especially for higher-ed recruitment. Ellucian would allow admissions counselors to personalize their communication with prospective students and follow up on any leads generated through website inquiries and pay-per-click (PPC) and pay-per-lead (PPL) marketing programs run on third-party websites.

Whether Regent University can convert a prospective student to an applicant is dependent on how fast the admissions counselors can respond to an inquiry. The university strives to reach out by phone within just a few minutes of receiving an inquiry, which means leads need to flow into the Ellucian system as fast as possible.

But Ellucian didn’t offer a fast way to import the leads from the Oracle database, which is where the university aggregated all its leads. Rekeying the information manually would have required extra resources, and running a batch process to move the data once per hour would have hurt their conversion rates.

To ensure fast follow up, Regent therefore needed an integration solution that could connect Ellucian CRM Recruit to the Oracle database and execute data exchanges in real time. “We needed real-time data synchronization because it’s best to contact prospective students right after they submit an inquiry,” Reddy says. “That’s the key moment-in-time when they are most interested in hearing what we have to offer; we can’t let that opportunity slip by.”

THE SOLUTION: SCRIBE PROVIDES THE MISSING LINK

After conducting research of possible integration solutions, Regent University identified three possible candidates to connect the Oracle database to Ellucian CRM Recruit. These included Scribe, Jitterbit and MuvData.

“We reviewed quotes from all three companies, but Scribe set itself apart by demonstrating how Scribe Online is the easiest to implement and the most reliable in executing real-time data exchanges,” says Reddy. “We created a test account and set up the data integration without any training.”

Given that the IT team was in a time-crunch to deploy Ellucian CRM Recruit quickly to help maintain and accelerate recruitment efforts, Scribe’s ease-of-deployment and ease-of-use were critical factors. And since Microsoft Dynamics and the underlying Microsoft SQL database were new to the IT team, using Scribe Online to see the entities and the Microsoft fields proved helpful in picking up the nuances of those technologies.

“The Scribe website offers instructional videos, which walked us through all the different integrations we could build,” Reddy says. “After watching the videos, it was pretty easy for us to know what to do.”

THE RESULTS: BETTER EXPERIENCES FOR PROSPECTS AND INCREASED ENROLLMENT

The new workflow process—with Scribe Online transferring data from the Oracle database into Ellucian CRM Recruit in real time—continues to work effectively. Because the integration was able to match the existing business process, the recruitment staff was able to use the new system without any interruption. And when any data-transfer errors occur, Scribe Online immediately pinpoints the issue so Reddy and his team can resolve it before end-users are impacted.

“Our entire team is very impressed with how well Scribe works,” Reddy says. “It does everything we need in relation to transferring data in real time from the Oracle database into Ellucian CRM Recruit.”

In addition to utilizing the Scribe integration that connects the Oracle and Ellucian CRM Recruit systems when a prospective student submits a website form, the combined technologies also help conduct outreach for recruitment events. Regent can also use Scribe for on-demand situations, such as running a mass update in Ellucian CRM Recruit.

Ultimately, Scribe Online has enabled the Regent University IT team to achieve the results required by the senior leadership team when choosing to deploy Ellucian CRM Recruit: “In addition to creating better experiences for prospects as they interact with our admissions counselors, we have also enhanced our internal efficiencies in the way we process prospect data,” Reddy says. “Most importantly, we can continue our mission of immediately calling prospects back, which contributes to our overall effort of continuing to increase our enrollments.”

BiyCloud Transforms Interactive Business Intelligence with Bi-Directional Data Integration, Driven by Scribe

Interactive dashboards and analytics have emerged as a preferred way for today’s business professionals to gain the insights they need to effectively meet evolving customer demands and drive revenue. But these same dashboards often fail to provide a means to act on the insights they deliver. Instead, business decision makers and analysts typically need to separately access CRM, marketing automation, ERP or other business systems to act on the analytics insights discovered in their business intelligence (BI) tools – which can delay or even prevent meaningful business improvements.

BiyCloud, a global leader in BI services in the cloud, set a goal to address this gap. They saw an opportunity to transform BI/analytics processes by creating closed-loop, completely interactive analytic systems that could seamlessly trigger workflows and actions in other business systems. BiyCloud selected Scribe Online, Scribe Software’s integration platform as a service (iPaaS), to build its interactive data intelligence integration solution. This solution turns analytics dashboards from leading BI providers such as Qlik, Tableau, and Microsoft Power BI into bi-directional interactive analytics systems, which empower users to initiate actions in other business systems directly from their BI tool of choice. The result is BiyCloud’s LLodi – a cloud-based, connected data intelligence solution, delivering real-time integrations with direct impact to the business.

BUSINESS INTELLIGENCE: INTERACTIVITY LEADS TO COMPETITIVE ADVANTAGE

Over the past decade, business intelligence systems have evolved from static reporting systems to include interactive visualization tools and dashboards for exploration and data discovery. Tableau, Qlik, and Microsoft Power BI became leaders in this field because they reduce the cost and time to create analytics and give business users the ability to explore data freely, without being limited by static views or fixed filtering criteria.

The result: more people than ever have access to business data, and have far more powerful analytic tools at their fingertips. In addition, the companies that have embraced these interactive analytics have become more agile and have more opportunities to gain competitive advantage. They use interactive analytics in areas such as customer segmentation, product innovation, and sales and marketing performance, while competitors that have not embraced interactive analytics can suffer from a lack of customer insight and slower response times.

A GLARING GAP: DATA INTELLIGENCE INTEGRATION

Interactive dashboards, however, are only as powerful as the data they hold, so companies that can easily assimilate data from multiple sources into their dashboards ultimately get the best insights. Even still, a glaring gap still exists for many BI users – data interactivity doesn’t automatically translate to an ability to respond to those insights in real time.

“Business intelligence tools have become more interactive, but far too often they are still leading people down a dead-end road,” said Juan Hortal, CEO of BiyCloud. “We hear all the time from organizations that they want the ability to act on their discoveries directly from the interactive dashboards instead of having to go outside of the business intelligence tool to take action. We saw this as a critical deficiency in BI, but also an opportunity to add great value.”

MAKING INTERACTIVE DASHBOARDS BI-DIRECTIONAL WITH LLODI AND SCRIBE

BiyCloud set out to make interactive dashboards into bi-directional systems, using data integration to not only bring data into the analytics from multiple sources, but also to give users the power to send action requests out to other systems directly from the dashboards.

“We were familiar with the Scribe iPaaS because of its ability to quickly get data flowing in real-time between important business systems such as Salesforce, Microsoft Dynamics CRM, SAP, and Netsuite,” said Nacho Bibian, Head of Operations, BiyCloud. “Scribe’s focus on ease of use and agility was a perfect fit for the expectations of customers using interactive dashboards from Tableau, Qlik, and Microsoft Power BI.”

Scribe’s Request/Reply capability, which is used to develop event-driven integration flows, gave BiyCloud the ability to add controls to Tableau, Qlik, and Power BI dashboards that could initiate actions within the source systems.

“Scribe’s Request/Reply capability is very powerful. With it we give users the ability to act on insights immediately when they make a discovery,” said Nacho Bibian. “Scribe gave us the power to create a host of workflows requested by our users, including workflows that reach out to other business systems to exchange data, create tasks, or spur other actions. Now, with just a single click, users can drive action in multiple systems without ever having to contact IT or even leave the dashboard that fueled their decision. That kind of immediacy is what inspired us to build LLodi.”

LLodi is a SaaS-based solution that can be added on to any BI application, requiring no modifications to the BI application itself. It consists of a widget to handle communication between the application and other systems of interest, as well as a platform to manage, control, edit and monitor the business processes that the widget initiates. The Scribe iPaaS actually manages the bi-directional data flow between the BI application and other systems and orchestrates the workflows requested by the user. The combination of LLodi and an interactive visualization or dashboard allows business users to discover new insights and quickly act on those insights to improve data quality or business performance.

TWO EXAMPLES OF LLODI IN ACTION INCLUDE:

1. A sales manager uses a Qlik dashboard to analyze aggregated sales performance data. Based on the data, he decides to boost sales in one region by running a new promotion. Using the LLodi widget on the dashboard, he enters the Product Category, Region, Discount Level, and Promotion Duration in days. When he pushes the Submit button, LLodi creates a campaign in Salesforce, and within the campaign it creates a task for each sales representative in the region and an opportunity for each account in the region. LLodi also inserts details taken from the BI application, such as the probability of success and the expected revenue. Previously, to achieve the same outcome, the sales manager would have signed into Salesforce and manually setup the campaign and each task and opportunity.

2. A marketer uses Tableau to analyze sales data and segment accounts based on a recency, frequency, and monetary (RFM) analysis. Once the marketer determines the rating for a specific account, she clicks on the LLodi widget, enters the rating for the account and hits Submit. LLodi sends the request to Microsoft Dynamics CRM to update the Rating Group of the account with the correct value. It is a seamless workflow that allows the marketer to enhance the data in the source system without having to leave the dashboard or her analysis process.

INTEGRATION IS A CRITICAL SUCCESS FACTOR: SCRIBE SOFTWARE

The driving force of LLodi is its ability to integrate among leading business intelligence systems and business and marketing operations systems. Scribe’s Web API also allows LLodi to get data from on-premises and cloud systems into and out of business intelligence tools in near real-time.

LLodi comes with a library of pre-configured workflow elements for Tableau, Qlik, and Power BI partners who want to add LLodi’s actionable components to the dashboards they create for clients. It is also available to Integration Partners that want to develop custom workflows or unique industry solutions. In either case, the combined BiyCloud and Scribe solution is intuitive enough to empower non-technical users to configure and analyze data without being programming experts.

LLODI’S BENEFITS

For customers:
User Independence: Empowers business users to initiate actions in other systems, such as fixing incorrect data or creating tasks for sales representatives, without IT support.
Improved Agility: Transmits real-time decisions to marketing, sales, operations, and other systems for immediate action.
Easy Setup: Ability to add actionable controls to any existing interactive dashboard from Tableau, Qlik, and Power BI. Requires virtually no modifications to existing dashboards.

For partners:
A Powerful Ecosystem: LLodi can initiate workflows in dozens of leading applications, so business intelligence partners have unending opportunities to create custom solutions.
A Customizable Widget: The heavy lifting is already done. Business intelligence partners simply customize aesthetic elements (labels, folders, etc.) and make the widget available to customers.
Extended Integration: Leveraging BiyCloud’s template, integration partners can create their own maps and extend the solution into other applications to meet a more varied set of needs for their clients.
A Value Add: For all partners, LLodi provides the opportunity to create new revenue streams quickly and easily.

ABOUT BIYCLOUD

BiyCloud is a global leader in business intelligence services in the cloud that combines technology and business knowledge to improve and optimize decision making. Based in Spain and Portugal, BiyCloud’s LLodi product officially launched in January 2017 and currently has 20+ clients. LLodi is powered by Scribe Software’s Scribe Online iPaaS. Key business intelligence partners include: Qlik, Tableau, Microsoft Power BI and IBM SPSS.

ON24 – Online Marketing Company Solves SaaS Integration Challenges with Scribe

ON24 is the leading webinar marketing platform for demand generation, lead qualification and customer engagement. Its award winning, patented, cloud based platform enables companies of all sizes to deliver engaging live and on demand webinars. Providing industry-leading analytics can be integrated with all leading marketing automation and CRM platforms, ON24 enables marketers.

THE DEMAND FOR INTEGRATION

ON24 develops webcasting, virtual training and online presentation solutions. More than 1,200 customers use its SaaS products to host webinars, training sessions and tall hall events. These customers wanted quick access to event-related data- registration details, interactions and other information- so that sales teams could quickly and effectively engage with prospects.

Previous attempts at solving the problem- providing manual data exports and offering raw feeds via an application programming interface (API)- were not enough. Customers found exports were too slow or difficult to manage, and they did not want to adapt their systems to integrate the feed. They wanted a simple, foolproof and automated solution that linked ON24 services with their CRM and marketing automation systems.

For ON24, meeting this demand was not a nice-to have. Easy integration would be a selling point for its solutions and enable the company to capture additional market share if it could make initial and future integration fast, maintainable and cost-effective.

CUSTOM CODING ENDING UP BEING TOO RISKY

For ON24, this demand was not a nice-to-have. Easy integration would be a selling point for its solutions and enable the company to capture additional market share if it could make initial and future integration fast, maintainable and cost effective.

Like many companies, ON24 initially thought that a solution could be managed in house with its existing development team. It had three criteria for success:

  • immediate connectivity for 10 CRM or marketing automation applications
  • fast customer deployments
  • profitable integrations

The plan was to write code that would connect ON24 services with the APIs of the most popular CRM and marketing automation platforms. To test the approach, developers created a custom integration to a single, relatively simple product. The cost and time for this activity exceeded initial estimates. A second integration, involving only two fields, produced similar results.

The prospect of developing — and maintaining — dozens of integrations quickly and for a reasonable cost was daunting. Hurdles included:

  •  learning the various APIs and data stores used by various applications
  •  finding the developer staff with the proper skills
  •  supporting integrations as vendors updated their APIs

Together, these issues made an internal solution too risky in terms of delivering a quality experience and retaining profitability.

SCRIBE DELIVERED IMMEDIATE, PROFITABLE INTEGRATIONS

Given the apparent costs, resource requirements and issues associated with custom coding its integrations, ON24 turned to Scribe Software.

Scribe offers a cloud-based integration platform that makes it easy and cost-effective to connect to many SaaS services. Besides directly maintaining connections to the most popular CRM and MA products, the Scribe ecosystem makes hundreds of partner-created connectors available including: Eloqua, Salesforce Marketing Cloud, Hubspot, SugarCRM, Microsoft CRM, NetSuite, Salesforce.com, Marketo and Silverpop.

Using information learned from trying its custom code approach, ON24 quickly realized that leveraging Scribe would enable it to profitably exceed its customer needs. By connecting once to Scribe, ON24 immediately could leverage the existing Scribe connectors for the most important CRM and MA offerings. And, by relying on Scribe, ON24 would not have to worry about connector maintenance, such as updating code as APIs changed.From a business standpoint, ON24 could now tout its connectivity as a major product feature and competitive differentiator. Every existing and new customer suddenly had instant access to analytics from virtual events in their own CRM and marketing automation systems. And beyond increasing customer satisfaction and converting more prospects, ON24 estimates it will save $4MM in integration costs for clients over 5 years.

ON24 was recently named the leading Webcasting platform for marketing by Forrester Research, which cited the depth and breadth of their integration as an important factor.

Voice & Data – Microsoft Dynamics CRM and Dynamics GP

As the premier telecommunications company in its region, Voice & Data Networks has built a large and growing family of customers across the Midwest.

To provide detailed, real-time information to sales and service staff, Voice & Data Networks needed to integrate its Microsoft Dynamics CRM solution with Dynamics GP. Finding the integration tools available from Microsoft unable to meet the full extent of the company’s requirements, Voice & Data Networks turned to its software consulting and implementation partner, InterDyn Business Microvar, which recommended Scribe Insight.

“Integrating our CRM and accounting systems was critical so that our sales and service staff have complete account and product information at their fingertips,” says Bob Prayfrock, Director of IT/Operations at Voice & Data Networks. “By integrating Dynamics CRM and Dynamics GP with Scribe Insight, the effectiveness of our sales staff has gone up significantly, and we can process orders 80 percent faster than the old manual approach. In addition,  our accounting staff can handle the workload more efficiently—allowing increased order volume without increased overhead. So we can keep our customers happy while driving higher revenues and profits.”

By providing real-time, bidirectional integration between Dynamics CRM and Dynamics GP, Scribe Insight enables the staff at Voice & Data Networks to immediately determine if the desired product and quantity is available, locate the point of origination—whether in stock or through a partner—and even see the customer’s credit information, all in a single interface.

“One of the major challenges we faced was having multiple warehouses that we set up in Dynamics GP,” explains Prayfrock. “Support for more than one warehouse is not a standard feature in Dynamics CRM. But by using Scribe Insight, we were able to provide our sales people with a view into all our warehouses. The sales person can just type in a key word or two to get an exact count by location in seconds. It’s amazing.”

SIMPLIFYING A COMPLEX MIGRATION

For the integration between Dynamics CRM and Dynamics GP to be successful, Voice & Data Networks had to first migrate information from its previous contact manager, Siebel Front Office, to Dynamics CRM and then reconcile any duplicate or inconsistent records. With 25,000 contacts and 18,000 accounts, this was no small task, yet Scribe Insight enabled Voice & Data to complete the migration quickly and easily.

We thought the migration was going to be a huge hurdle,” recalls Prayfrock. “As it turned out, with Scribe Insight, the entire migration went incredibly smoothly. Even chronological activities and notes—things we were told for years would be impossible to get— came over. Because Scribe Insight provides a template for Siebel Front Office, most of the work was already done for us. We were able to get all the data from Siebel into the right place in Dynamics CRM without a problem. And that meant we could move ahead with the integration without delay.”

SERVING CUSTOMERS MORE EFFECTIVELY WITH INTEGRATED INFORMATION

As with the migration, Voice & Data Networks completed the integration between Dynamics CRM and Dynamics GP smoothly, thanks to the Scribe Adapter for Microsoft Dynamics GP. While partner InterDyn Business Microvar took on the lion’s share of the integration work, Prayfrock and his team also used Scribe Insight to address the nuances required to meet the company’s unique integration requirements.

“Scribe Insight had most of the integration capabilities we needed built in,” says Prayfrock. “But it also had the flexibility so we could make a few modifications without causing any problems.

What’s great about Scribe Insight is we didn’t need anyone to come in and write source code to handle special requirements. We could do everything right from within the tool, which saved us a lot of time and money, and dramatically reduced the risk we would have faced with a customized integration.”

It’s natural that throughout the integration, Voice & Data would face some unforeseen issues. But at each turn, Scribe Insight continued to stand up to the challenges.

“At no time did I ever doubt our success using Scribe Insight,” affirms Prayfrock. “We considered other tools on the market, like BizTalk, but none of the vendors expressed any certainty in their abilities to do this integration. Only Scribe Software came in with genuine confidence that they could do it—there was no question at all. And they lived up to their promises. The integration operates perfectly, so our sales and service staff have the customer information they need right at their fingertips. That’s why we did the integration in the first place, because this information is essential for serving the needs of our customers and providing them with a great experience every time they contact us.”

ENVIRONMENT

  • Microsoft Dynamics CRM
  • Microsoft Dynamics GP

CHALLENGE

  • Providing salespeople with real-time access to data – from inventory to credit history

SOLUTION

  • Scribe Insight
  • Scribe Adapter for Dynamics GP
  • Scribe Adapter for Dynamics CRM

BENEFITS

  • Everybody serving customers better
  • Everybody having the information they need right at their fingertips
  • Everybody processing orders faster
  • Everybody working as one