We advise you to read and understand the settings before setting up your integration in the integration hub.
When setting up your integration, you have the control to decide what should be updated every time the integration syncs and what should not. This is done by using settings.
Before delving into the settings, it's important to understand the following:
If no data is retrieved from the integration, your user will be assigned the default from your platform.
To set up your integration yourself in the integration hub, we recommend looking through this article:" Integration Hub".
Here, you will get to know how to set up the integration step by step and also become familiar with things to look out for, such as exclude and include lists.
Now, let's explore the settings!
Enable or disable Job Profile - This setting is enabled by default
When the job profile is enabled, we synchronise the data between Learningbank and the external system (most likely, your HR system or AD). This ensures that you automatically have the same data in both Learningbank and the other system.
If the job profile is disabled, we still retrieve the data from the system, but you can manually update it, and the integration won’t update it.
This setting is commonly used if you have specific preferences on how you want to share learning with your users or if your data is not organised well in the system from which we retrieve the data.
Enable or disable Permissions - This setting is disabled by default
Managing permissions within the platform is crucial for controlling user access. By default, this setting is disabled to ensure that the users in the platform retain their assigned permissions without overwriting them from the external system. Enabling this setup allows for the synchronisation of user types, permission types, and similar settings from the external system.
This setup is particularly useful when the external system has its own set of user types/permissions that need to be mirrored in the platform. It is worth noting that enabling this setup and syncing permissions for external users will create permissions with identical names to those in the external system but with basic settings in the platform. These can be adjusted afterwards as needed.
During the synchronisation, it is crucial to put any administrator on the exclude list if they also exist in the external system from the integration under the "Users" tab. This prevents the overwriting of administrator permissions, ensuring that users with administrator privileges are not affected.
Enable or disable departments - This setting is enabled by default
Departments are crucial for the setup of the platform to ensure that users can see and interact with the correct users and departments, following the waterfall structure. This setup is enabled by default, where it overrides the departments assigned to a user in the platform with the departments assigned in the external system. This setup is useful when the external system incorporates the use of departments that need to be consistent with the ones in the platform.
It is important to note that synchronising with an external system does not automatically create the waterfall structure of departments. That must be set manually with the parent department directly under the department tab.
After the waterfall structure has been created manually, it will stay this way and still be updated correctly. If you wish to have your department structure hierarchically by default, we must create a custom department. Reach out to support to initiate this, and be informed that it comes with a cost. For organisations with fewer than 30 departments, you most likely can handle this manually as a one-time setup.
If the setting is disabled, the users from the external system will retain the department assigned to them in the platform. If the user does not exist on the platform, they will be created by the department of the external system.
Enable or disable users - This setting is disabled as default
To facilitate both integration and manual user uploads, it's essential to keep the "Deactivate users" setting disabled. This set up is commonly used for consultants or external personnel requiring training access and is not included in the integrated user management system. In this case, we recommend also setting up user automation to ensure users from the integration are deactivated and that you comply with GDPR.
Enabling this setup guarantees automatic deactivation of users once they are removed from your user management system. This is commonly used when incorporating the user's last day into the integration, allowing for automated deactivation.
If enabled, any users who have been manually created in the platform need to be excluded on the "Users" tab or whole departments on the "Departments" tab. If they are not excluded, they will be considered as not being part of the external system and, therefore, deactivated.
If you have any further questions, please reach our support🚀