Configure the Advanced Group Synchronization

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:

• The Universal User Provisioning Connector
• Connectors developed for a specific third-party app that include user provisioning, such as:
  • SAP SuccessFactors
  • ADP
  • Personio

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

• The CSV file import in the platform
• The SCIM user provisioning
• When creating/editing users with the API

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

• Set up the Advanced Group Synchronization
• Update the configuration file
• Delete the configuration file

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.
• If a rule targets a public group, users are added to that public group and its parent groups until they reach and are included in the first private group.
• 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
• Step 2: Download the configuration file template
• Step 3: Edit the configuration file
• Step 4: Upload the configuration file

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.

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 will also add users to its parent groups, until a private group is reached.

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

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  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:

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.

Examples

Simple example

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

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.

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.

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 and a jobTitle equal either to Country Manager or 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  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 platform group 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 subgroup are removed from the integration group. The Auto provision integration group setting can only be disabled if the integration group is private or the platform group.
8. Optional: In Fallback group, click 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 are not added to the platform.
   • You can select any subgroup of the group with the HRIS integration as a fallback group.
   • We recommend that you choose a fallback group specifically created to accommodate users that do not match any rules.
   • You cannot select the group with the HRIS integration as a fallback group.
9. Click 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  Settings.
3. In the left sidebar, click Integrations.
4. Select the HRIS connector tile.
5. In Advanced group management, click Download.
6. Edit the downloaded configuration file. For more information, see Edit the configuration file.
7. Click 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  Settings.
3. In the left sidebar, click Integrations.
4. Select the HRIS connector tile.
5. In Advanced group management, click 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.