Higher Logic Communities and RealMagnet

VIDEO TRANSCRIPT | Recorded: 2025-12-19 | Verify against current system state

Abstract¶

This session covers the integration architecture for Higher Logic Communities and RealMagnet email marketing with Aptify. Jeff explains the SOAP web service that powers the Higher Logic integration, the ActivitySync product that syncs data between systems, and how stored procedures and SQL views are customized for AANP's business requirements. The session also covers RealMagnet's integration via a global context table, the nightly sync jobs, and key considerations when migrating these integrations to Salesforce.

Key Procedures¶

Higher Logic Communities¶

• SOAP web service runs on eBusiness website (ASMX file)
• Aptify eBusiness must remain up for integration to work until Salesforce cutover
• Higher Logic polls every 30 minutes for updates; can force manual updates in HL admin
• SAML 2.0 authentication using Aptify eBusiness web user
• ActivitySync product required for both Higher Logic and RealMagnet ($12,000/year combined)
• SQL views and stored procedures prefixed with HL_ - must be created in Aptify Smart Client, NOT SSMS
• Views/procedures customized for AANP (not stock versions)
• IP whitelist configured in code for Higher Logic server access
• Added CF-Connecting-IP header check for Cloudflare proxy compatibility
• Web application password connected to integration - don't change without updating config

RealMagnet¶

• Uses Aptify SQL Server and Web API endpoint
• Nightly job populates global context table (de-normalized data for all contacts)
• Only includes contacts with active email addresses
• Windows service runs on Web01C server
• Views/objects prefixed with RealMagnet_
• Being deprecated for Salesforce Marketing Cloud
• Blanca and marketing team are primary users

Notable Statements¶

• 0:00:22 "Aptify uses a SOAP web service. It's super old. This is what they provided to us... it directly connects to our database, SQL connection, so it's not running through the Aptify layers."
• 0:01:08 "For it to continue to work, Aptify eBusiness has to remain up. So that's an important note."
• 0:02:17 "ActivitySync includes both this Higher Logic community's SOAP web service and also RealMagnet. So even if you get rid of RealMagnet, if you're still using this... you're still going to need to contract with Higher Logic for this sync process."
• 0:03:38 "You can't just log into SSMS and update a view or a stored procedure directly because the next time you go into Aptify... it will overwrite whatever you just did."
• 0:07:00 "Network for Research has over 10,000 members. And trying to fit those into a committee in a committee term was causing Aptify to just completely shut down... So using the topic code is a lot slimmer."
• 0:13:39 "With Aptify, we had a lot of control over how things worked. With Salesforce, Salesforce just takes over. And it's not always a bad thing... It just means you can't get in there and make a little minute change."
• 0:16:00 "In Aptify, what's pushed over is the person ID. With Salesforce, it is pushing over the contact ID, that GUID... It's not the person ID that we know and love."
• 0:20:56 "They require a lot of time to go through this process with you... you need to get in contact with them as soon as possible that you know a go live date. They usually need like three months."
• 0:32:03 "Because I don't trust the Aptify topic codes... I just pull it directly from Higher Logic RealMagnet. And these are definitely the ones that they are getting emails for."

Systems & Configurations¶

Data Synced to Higher Logic¶

Aptify vs Salesforce Integration Comparison¶

Higher Logic Admin Access¶

• Login: community.aanp.org → Admin button
• Switch between: Community tab (Higher Logic) and Marketing tab (RealMagnet)
• Key area: Settings → Integrations → Aptify Management

RealMagnet Sync Jobs¶

Specific Configurations¶

Credentials/Access Mentioned¶

• 1Password: RealMagnet/Higher Logic admin credentials
• IT Support account has admin access
• Web application password for integration (don't change without updating config)
• Direct MagnetMail login available as alternative

Errors & Troubleshooting¶

• Issue: Network for Research crashes Aptify
• Cause: 10,000+ members in committee term overloads memory
• Resolution: Use topic codes instead of committee terms for large groups

• Timestamp: 0:07:00

• Issue: Stored procedure changes lost

• Cause: Editing in SSMS instead of Aptify Smart Client
• Resolution: Always create/edit HL_ and RealMagnet_ objects in Smart Client

• Timestamp: 0:03:38

• Issue: API whitelist fails with Cloudflare

• Cause: Cloudflare proxy masks real IP addresses
• Resolution: Added CF-Connecting-IP header check to code

• Timestamp: 0:09:50

• Issue: Higher Logic communities field out of sync

• Cause: Multi-select picklist not updated with subscriptions
• Resolution: Keep subscriptions and HL Communities picklist in sync; data must be on Contact record

• Timestamp: 0:19:02

• Issue: Aptify topic codes don't match RealMagnet subscriptions

• Cause: Bidirectional sync unreliable
• Resolution: Export subscriber report directly from RealMagnet; don't trust Aptify topic codes
• Timestamp: 0:32:03

Salesforce Migration Considerations¶

Higher Logic¶

• Contact Higher Logic 3 months before go-live date
• HL is demanding on timeframes - be prepared to focus on their requests
• User identity changes from Person ID to Contact GUID
• Contact ID must be looked up via "Show All Data" (not visible by default)
• Data must exist on Contact record, not just Account
• Less customization available in Salesforce (REST API vs SOAP)
• Review Aptify stored procedure logic for business rules to migrate

RealMagnet¶

• Being deprecated for Salesforce Marketing Cloud
• Marketing Cloud journeys work differently than RealMagnet flows
• Journey entry point issues - users can miss being included
• Marketing team likely to continue one-time sends vs journeys
• Auto-renewal reminder flows have been adapted for Marketing Cloud

Cost Considerations¶

• If dropping RealMagnet, ActivitySync may increase (discount for bundle)
• Still need ActivitySync for Higher Logic Communities integration

Key SQL Objects¶

Higher Logic (HL_ prefix)¶

• HL_GetPerson stored procedure (extensively customized)
• HL_GetChangedPerson stored procedure
• HL_AllMembers view (custom __AANP version)
• HL_Students view (custom __AANP version)

RealMagnet (RealMagnet_ prefix)¶

• RealMagnet views for various campaign lists
• Global context table (nightly de-normalized data)

Transcript Gaps & Quality Notes¶

• Recording from live session with Matt Mackowski and McKenna Stout
• Duration: ~34 minutes
• Presenter: Jeff Sikes
• Demonstrated live Salesforce and Higher Logic admin interfaces
• Some repetitive text in transcript due to audio capture
• Audio quality: Good