Automatic Price List Updates on Over 40 Websites
Client
WSB Merito Universities
Industry
Education
Technologies
DrupalMain benefit
Automated price updates and significant improvements in site performance
What Challenge Did the Client Face?
WSB Merito Universities were facing a complex problem. The nationwide network of schools and universities needed a system that would allow for automatic price list management across 46 websites. Prices had to be downloaded directly from the Salesforce CRM and updated without any manual intervention.
It was crucial for the system to take many variants of price lists into account:
- for candidates, graduates, and foreigners,
- full-time and extramural study modes,
- various payment models (one-time or installment).
There were also space limits, the number of payments, and connections between degree courses that had to be filtered out before being saved in Drupal.
However, the scale and complexity of the data were the biggest challenge, as Salesforce consolidated all financial and recruitment information from multiple locations into one large file. Processing it with each update significantly burdened the server and slowed down the entire website.
Therefore, the site administrators needed a solution that would:
- automate price list updates,
- give them control at critical moments, such as when prices need to be temporarily changed manually,
- not negatively impact website performance or the end-user experience.
How Did We Solve the Problem?
Custom Drupal Module
We created a dedicated solution that automated downloading, organizing, and updating price lists from Salesforce. Instead of processing a single large data file for each query, the system first divides it into smaller sections, each assigned to a specific location, and then filters out outdated codes. This allows Drupal to operate on more organized, lightweight data, reducing server load and allowing for efficient website updates.
Emergency Price List Update Mode
We prepared a special emergency update mechanism that can be launched from the administrator panel. The editors can use it to make urgent changes in price lists. Standard synchronization runs automatically at night when the website traffic is lower.
Data Security
If the system detects an invalid, empty, or too small file from Salesforce CRM, it automatically pauses the import and prevents the correct data from being overwritten on the website. Administrators can also block the migration in case of manual changes, for example, at a critical point in the recruitment process. This prevents the system from overwriting data that is currently up to date.
Speeding Up the Website
Data is properly formatted during import into Drupal. The system saves information such as the lowest price, number of seats or installments, payment options, and connections between degree courses. This eliminates the need for the website to recalculate information each time the price list is displayed to the user.
Benefits for WSB Merito Universities
Thanks to our solution, our client gained a stable price list management system that automatically downloads, organizes, and publishes Salesforce data on the website. Furthermore, the system has security features that prevent price lists from being overwritten if an error or an invalid import file is detected.
Another huge benefit is the increased website performance. Users don't have to wait for the system to calculate all pricing, installment, and study plan options when they enter the site. Price lists load quickly, despite their complex structure.
Expert insight
The most groundbreaking moment of the project was moving away from processing a massive, monolithic JSON file in real time. We split it into smaller fragments per school and ensured full structured data formatting at the Drupal save stage. This allowed us to significantly reduce server memory usage and minimize the price lists' loading time.
When Is It Worth Implementing a Similar Solution?
When website data needs to be regularly synchronized with an external system.
When price lists, offers, or products on your website have many variants depending on extensive filters.
When you need an emergency update option without losing control over data publication.
Want to automate price list updates on your website?