Configure the Advanced Group Synchronization

  • Updated

Who can use this feature?

  • This feature requires the HCM Connect Solution and a connector that synchronizes users into 360Learning. Contact your Account Manager for more information.
  • The administrator of the connector can manage the Advanced Group Synchronization from the connector administrator panel.
  • Accessible only on the Web Application.

HRIS connectors allow you to synchronize users from your HRIS to 360Learning. By default, users are added as learners in a single group in 360Learning.

With the Advanced Group Synchronization feature, you can synchronize users into any 360Learning group based on the value of their fields in your HRIS.

This feature performs the following during an HRIS connector execution:

  • Add users as learners to groups in 360Learning.
  • Remove learners from groups in 360Learning.

This feature does not:

  • Create groups in 360Learning.
  • Delete groups in 360Learning.
  • Change a 360Learning group privacy.
  • Update other user roles in 360Learning.

The Advanced Group Synchronization feature is enabled for the following user provisioning connectors:

You can't activate the Advanced Group Synchronization feature for the following:

You can configure the group assignment configuration from the HRIS connector administrator panel:

Principles of rules for group synchronization

Main principle

The principle of advanced group synchronization is to create rules along the lines of:

  • If a user has value A in field B in the HRIS, then add them as a learner to group C in 360Learning.

or, in other words:

  • If a user [has specific values in specific HRIS fields], then add them as a learner to [a specific group] in 360Learning.

Additional remarks:

  • Each rule targets a single group in 360Learning.
  • Users can only be added with the learner role to the group. If they already had previous roles in that group, they will keep their roles and be added as a learner on top of them.
  • The synchronization mechanism works on top of the existing user base in 360Learning:
    • It will only update users that are part of the synchronization (it will not edit or remove users that are not part of the synchronization).
    • It will only update groups that are involved in at least 1 rule (it will not update groups that are not involved in at least 1 rule).
  • The synchronization mechanism works within the integration scope of the HRIS connector. It will only add and remove users from the following groups:
    • The group where the HRIS connector is deployed
    • The subgroups of the group with the HRIS integration

Cumulative conditions (AND)

You can add up to ten cumulative conditions in a single rule (logical "AND"):

  • If a user has value A in field B and value C in field D and value E in field F in the HRIS, then add them to group G in 360Learning.

In that case, the user must meet all conditions in order to be added to the group.

Alternative conditions (OR)

You can define multiple alternative conditions in a single rule (logical "OR"). In that case, the user will only have to match one of the values to validate the rule.

  • If a user has value A or value B in field C in the HRIS, then add them to group D in 360Learning.

There are two types of alternative conditions:

  • Same field alternative condition: If a user has value A or value B in field C in the HRIS, then add them to group D in 360Learning.
  • Different fields alternative condition: If a user has value A in field C or value D in field E, then add them to group F in 360Learning.

The first situation ("same field alternative condition") can be directly used.

The second situation ("different fields alternative condition") must be divided into several rules. So, the following pseudo-rule

  • If a user has value A in field C or value D in field E, then add them to group F in 360Learning.

cannot be implemented as such with Advanced Group Synchronization, and must be sliced into two unit rules:

  • If a user has value A in field B in the HRIS, then add them to group G in 360Learning.
  • If a user has value C in field D in the HRIS, then add them to group G in 360Learning.

Having two concurrent rules targeting the same destination group acts as a logical "OR".

Negative conditions

All rules are strictly positive. This means that if a user was previously part of a group, but does not meet the conditions defined in your rules, then that user will be removed from the learners of the group at the next synchronization.

  • If the user had other roles in the group, they will keep their other roles.
  • If the user was only a learner in the group, they will be removed from the group.

Examples

A simple example:

  • If the field "location" has the value "France" in the user profile, then add the user to the group "GroupFR" in 360Learning.

A more complex example, using a combination of conditions and values:

  • If the field "location" has the value "France", and field "division" has the value "HQ", and "title" has the value "Country Manager" or "Sales Manager" in the user profile, then add the user to group "GroupFR HQ Managers" in 360Learning.

Set up the Advanced Group Synchronization

Step 1: Create your rules for the Advanced Group Synchronization configuration

Create your rules for the group assignment configuration:

  1. Define the groups where your learners will be assigned and their hierarchy.
    • Groups can be the group where the connector is deployed or its subgroups.
    • We suggest using diagrams, or any visual group hierarchy representation to create the group hierarchy.
  2. Write your rules using the syntax described in Principles of the Advanced Group Synchronization. You can create as many rules as you wish. The general advice is to keep it as simple as possible.

Here’s an example of a visual group hierarchy representation:

mceclip0.png

If you'd like the Professional Services team support to help you determine the best hierarchy that reflects your organization's culture, contact your CSP.

Step 2: Download the configuration file template

To download the configuration file with the group assignment template:

  1. In the left sidebar, click the group where the connector is deployed.
  2. At the top right of the main section, click gear.svg Settings.
  3. In the left sidebar, click Integrations.
  4. Select the HRIS connector tile.
  5. In Advanced group management, click DOWNLOAD TEMPLATE.

Step 3: Edit the configuration file

The configuration file is a CSV file that uses:

  • CSV delimiters to separate each field of data. The default CSV delimiter in the template file is a comma ,
  • OR delimiters to differentiate values inside one field of data with alternative conditions (logical "OR"). The default OR delimiter in the template file is a semicolon ;

You may change the CSV and OR delimiters of your configuration file to make sure that the import or export operation works the way that you want it to. For example, if you have a value that might have a comma, such as an address, you can change the CSV delimiter to another character.

If you use a spreadsheet app to edit your configuration file, the CSV delimiters of your app depend on your computer's regional settings.

The configuration file template contains the following columns:

Column Required Description
groupId Yes The ID of the target group in 360Learning.
groupName No The name of the target group in 360Learning. The "groupName" is not used by the system but serves as a way to identify the group when you read the file.
key1 Yes The name of the first field in your HRIS involved in your rule.
value1 Yes The values that the "key1" field has to match for the user to be assigned to the group.
key2 No The name of the second field in your HRIS involved in your rule.
value2 No The values that the "key2" field has to match for the user to be assigned to the group.
key3 No The name of the third field in your HRIS involved in your rule.
value3 No The values that the "key3" field has to match for the user to be assigned to the group.

To edit the configuration file:

  1. Open the configuration file in either of the following:
    • A spreadsheet app such as Excel or Google Sheets.
    • A text editor. Make sure your editor creates plain text files. Rich text format has formatting that may cause import errors.
  2. In column "groupId", enter the ID of the target group in 360Learning (see Find the ID of a group).
  3. Optional: In column "groupName", enter the name of the 360Learning group.
  4. In column "key1", enter the name of the first field in your HRIS involved in your rule.
    • This column is case-sensitive. Make sure the key corresponds exactly to the name displayed in the HRIS connector. For example, spreadsheet apps can trim numeric values with leading 0s.
  5. In column "value1", enter the values that the "key1" field has to match for the user to be assigned to the group.
    • You can add several values, divided by the OR delimiter. Make sure you don't add extra spacing between the values.
    • This column is case-sensitive. Make sure the values correspond exactly to the values displayed in the HRIS connector. For example, spreadsheet apps can trim numeric values with leading 0s.
  6. If you have multiple conditions that must be satisfied for the user to be assigned to a group (logical "AND"), add as many key/value pair columns as necessary. You can include up to 10 key/value pairs in your configuration file.
  7. Insert one row per rule that targets one 360Learning group.
  8. Repeat steps 2 to 6 for each row.

If the target group is public, duplicate rules for parent groups

Because of the way group hierarchy works in 360Learning (in short: members of a public group are also added to its parent groups), any rule targeting a public group should also target its parent groups until a private group is reached.

  1. For each row where groupId/groupName corresponds to a public group, duplicate the row and change the groupId/groupName to its parent group.
  2. Repeat, until groupId/groupName corresponds to a private group, or is the platform group.

Examples

Simple example

The following record assigns all users with the field jobTitle equal to HR to the Corporate group with the id 624c5526204fc7207e603ea6.

groupId
groupName
key1
value1
624c5526204fc7207e603ea6
Corporate
jobTitle
HR
Example with cumulative conditions (AND)

The following record has cumulative conditions (logical "AND"). To be assigned to the group New York Office, a user must have a jobTitle equal to HR and be located in New York.

groupId groupName key1 value1 key2 value2
624c5526204fc7207e603ea5 New York Office jobTitle HR location New York

Example with alternative conditions (OR)

The following record has alternative conditions (logical "OR"). The OR delimiter is a semicolon ;. To be assigned to the group Corporate, a user must have a jobTitle equal either toHR or Finance.

groupId
groupName
key1
value1
624c5526204fc7207e603ea6
Corporate
jobTitle
HR;Finance

Example with cumulative (AND) and alternative (OR) conditions

The following record combines both cumulative (logical "AND") and alternative conditions (logical "OR"). The OR delimiter is a semicolon ;. To be assigned to the group GroupFR Managers, a user must have a location equal to France andjobTitle equal either to Country Manager or Sales Manager.

groupId groupName key1 value1 key2 value2
624c5526204fc7207e603ea5 GroupFR Managers location France jobTitle Country Manager;Sales Manager

Configuration file conditions

The configuration file must fulfill the following conditions:

  • The file is a CSV file.
  • The file is UTF-8 encoded.
  • The file size is under 10 megabytes.
  • The file has the mandatory headers.
  • Each row targets a single group in 360Learning.
  • The cells in the configuration file don't contain characters, tabs, or spaces other than the OR delimiters. The platform may read them as a new column and shift the information you filled in.
  • The CSV and OR delimiters of your configuration file match the delimiters configured in the HRIS connector administrator panel during Step 4: Upload the configuration file.

Step 4: Upload the configuration file

Once your configuration file is ready, upload the CSV file to assign groups to users synchronized during the HRIS connector execution:

  1. In the left sidebar, click the group where the connector is deployed.
  2. At the top right of the main section, click gear.svg Settings.
  3. In the left sidebar, click Integrations.
  4. Select the HRIS connector tile.
  5. In Advanced group management, select the CSV delimiter. This is the delimiter used to differentiate fields in the configuration file. The CSV delimiter in the administrator panel must match the CSV delimiter in the configuration file. You can select any of the following options:
    • Comma , (selected by default)
    • Semicolon ;
    • Tabulation
    • Space
  6. Select the OR delimiter. This is the delimiter used to differentiate values inside one field that should be linked with a logical "OR". The OR delimiter in the administrator panel must match the OR delimiter in the configuration file. You can select any of the following options:
    • Comma ,
    • Semicolon ;(selected by default)
    • Vertical bar |
    • Hyphen -
    • Underscore _
  7. Optional: Enable or disable the Auto provision integration group.
    • When Auto provision integration group is enabled, all users that match a rule in the configuration file are also added to the group where the integration is set up. If the integration group is not the root one or a private one, Auto provision integration group is enabled by default and the connector administrator cannot disable it.
    • When Auto provision integration group is disabled, users not part of an integration child group are removed from the integration group. The Auto provision integration group setting can only be disabled if the integration group is private or root.
  8. Optional: In Fallback group, click plus.svg Add Group to select the group where the users matching no rules are provisioned. If you don't select a fallback group, users matching no rules aren't added to the platform. The following can be selected as fallback groups:
    • The group with the HRIS integration
    • The subgroups of the group with the HRIS integration
  9. Click upload.svg UPLOAD CONFIGURATION FILE.
  10. Drag & drop the configuration file into the window, or click CHOOSE FILE and select the file from your computer.
  11. Click IMPORT.

If the uploaded file has the correct formatting and valid values:

  • A notification displays that the file is successfully uploaded.
  • The Advanced Group Synchronization configuration is updated for the HRIS connector.
  • The HRIS connector administrator panel displays the date when the configuration file was successfully updated.
  • The HRIS connector assigns users to groups according to the configuration file during the following synchronization.

If the configuration file has errors such as incorrect values or wrong file format, the HRIS connector administrator panel displays the errors and warnings. For more information about configuration errors, see Errors and warnings.

Update the configuration file

Update the configuration linked to the connector by downloading the existing CSV configuration file, editing it, and uploading the new configuration.

  1. In the left sidebar, click the group where the connector is deployed.
  2. At the top right of the main section, click gear.svg Settings.
  3. In the left sidebar, click Integrations.
  4. Select the HRIS connector tile.
  5. In Advanced group management, click download.svg Download.
  6. Edit the downloaded configuration file. For more information, see Edit the configuration file.
  7. Click upload.svg Upload.
  8. Drag & drop the configuration file into the window, or click CHOOSE FILE and select the file from your computer.
  9. Click IMPORT.

If the configuration file is successfully updated, the HRIS connector panel displays the last date when the configuration file was uploaded.

If the configuration file has errors such as incorrect values or wrong file format, the HRIS connector administrator panel displays the errors and warnings. For more information about configuration errors, see Errors and warnings.

Delete the configuration file

Delete the CSV file to disable the current group assignment configuration.

  1. In the left sidebar, click the group where the connector is deployed.
  2. At the top right of the main section, click gear.svg Settings.
  3. In the left sidebar, click Integrations.
  4. Select the HRIS connector tile.
  5. In Advanced group management, click bin.svg Delete.
  6. In the dialog box, click DELETE.

When you delete the configuration file, the Advanced Group Synchronization configuration rules are removed from the following connector synchronization.

Errors and warnings

The HRIS connector administrator panel displays the errors and warnings from the configuration file in the Advanced Group management section, with one line per error and warning.

Below is a list of possible errors in the configuration file and their description.

Error message example

Description

Incorrect file type

The file cannot be uploaded. The file must be:

  • a CSV file
  • UTF-8 encoded

The rule line 123 has invalid values. Please fix them before re-uploading this file

The file cannot be uploaded because mandatory fields have empty or incorrect values.

The group id "001" is not a valid ObjectId

The "groupId" doesn't match an existing target group in 360Learning. The Advanced Group Synchronization doesn't create groups in 360Learning.

The configuration file is uploaded with some errors and related rules will be ignored during the HRIS connector synchronization.

No value for the field "key1"

The "value1" is missing for the corresponding "key1".

The configuration file is uploaded with some errors and related rules will be ignored during the HRIS connector synchronization.

The group id "001" is not in the integration scope

The target group in 360Learning is not the group where the HRIS connector is deployed or a subgroup.

The configuration file is uploaded with some errors and related rules will be ignored during the HRIS connector synchronization.

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