Introduction

After you've added a source system, you will need to make some configuration changes. These changes affect how data from the source system flows into HelloID. This article will cover the configuration and management options that are common to all source systems. For information about a specific source system, please see the other articles in this section or use the search feature.

Manage a source system

On the Source Systems Overview, find the source system that you wish to configure and select its wrench icon. This will take you to the configuration screen for that system.

The configuration screen is split up into several tabs, as shown below. You can make changes in any of the tabs to affect how information from the system is imported and handled by HelloID. When finished, select the Save button to confirm your changes.

Common source system tabs

General

The General tab allows you to update the name and description of the source system.

System

Under the System tab, you can modify the details of HelloID's connection to the system. This is the same information that you provided in the Specific tab while adding the system. These details vary between systems. For information about a specific system, please see the other articles in this section or use the search feature.

Person / Contract

The Person tab lets you configure how personnel data from the source system is mapped onto fields within HelloID Person records. Likewise, the Contract tab lets you configure how employment and contract information is mapped onto these same Persons. The two tabs work very similarly.

Each field (1) can contain a Fixed (static) value, a Field value pulled directly from the source data, or a Complex value. Complex values are calculated by JavaScript that is run during the import. Learn more about complex field mappings here. Each field also has a Require this field toggle. This toggle's functionality is described in the Blocked persons section.

Additional fields can be added with the Map additional field tool (2). They are appended to the end of the field list. Learn more about the Map additional field tool here.

Preview the the field mappings by selecting a Person from the preview tool (3).

Export or import a JSON definition of your mappings using the Export and Import buttons, to easily clone them to another source system (4). Learn how to clone mappings here.

Raw data

The Raw data tab lets you see the data that HelloID is importing from the source system for every person, without any modifications, filters, or mappings. Such a view is useful during troubleshooting, as you can see the data in an untouched state. Like with other views, you may search for a Person by any part of their display name.

Import schedule

The Import schedule tab allows you to configure the system for automatic import according to a schedule. Here you may select an hour of the day within which HelloID will run the import. The specific time within the hour is decided by HelloID and not user-configurable. After the source system has been imported, its Person records will be run through evaluation and enforcement for all business rules for the configured target systems.

When you are finished making modifications to the source system, select the Save button to confirm your changes.

Thresholds

The Thresholds tab lets you automatically block imports when the amount of added, removed, or blocked Persons exceeds a specified value. When an import occurs for a source system, the pending activity is compared to the last import for the same source system. If the amount of activity exceeds the threshold, the import is blocked until manually approved. In this way, thresholds function as safety nets. They reduce the likelihood of a major mistake in the provisioning process if a source system contains bad or missing data.

You can set separate thresholds for added, removed, and blocked Persons using the respective Enabled toggles. Thresholds can be specified in absolute (count) or relative (percentage) terms and are triggered on an equal-to-or-greater-than basis. If you set both absolute and relative thresholds, they are evaluated with OR logic.

When a threshold is triggered during an import, warnings are shown on the source systems overview screen. A new snapshot is created with a Blocked import:

To manually override the threshold block, select the yellow Approve import button and select the Yes button on the confirmation dialog box. This approves the Blocked import (without performing a new import).

Note that thresholds are triggered before any Persons are added to an import. For example, if an addition threshold is set to 10 users and the import adds 100 users, zero users will be added to the import (rather than 10 users being added and the remaining 90 being blocked).

Blocked persons

Each mapped field on the Person and Contract tabs has a Require this field toggle. When this toggle is turned on, any Persons for whom the field's mappings produce an empty value will not be imported. Persons blocked in this way are listed on the Blocked persons tab.

Select a Person from the left-hand list to see which fields failed validation:

To see a side-by-side comparison of raw and mapped data, select the report icon button next to Validation results:

To resolve blocked persons, you will either need to fix the raw data in your source system, or fix the field's mapping so that the produced value is no longer empty. After doing so, refresh your Persons by performing a manual import.

Note that when Person(s) are blocked in this way, the rest of the import proceeds normally. Unaffected Persons are still imported. This works in contrast to thresholds which, when triggered, block the entire import. You may, however, create thresholds for blocked Persons if you wish to block the entire import when a certain number (or percentage) of Persons are individually blocked.

Perform a manual import

On the Source Systems Overview, select the Start import button for the relevant source system. This will initiate an import of the source system and create a new vault snapshot, but will not initiate evaluation and enforcement in target systems.

When the import is finished, a new vault snapshot will be added to the Latest imports section.

To schedule a recurring import instead, use the Import schedule tab.

Delete a source system

If you no longer need or want a source system in HelloID, you may remove it. On the Source Systems Overview, find the source system that you wish to delete and select its trashcan button.

Once removed, the Person records that were imported from that system will be orphaned and slated for removal on the next import.

Manage global source system configurations

On the Source Systems Overview, you will find the Configuration pane. This area allows you to configure settings that apply globally across all source systems. To modify a configuration item, click its wrench icon.

Display Name

HelloID supports four different display name patterns for source systems. Each is denoted by one of the following abbreviations.

• B
  Birth name
• P
  Partner name
• BP
  Birth name - Partner name
• PB
  Partner name - Birth name

You may configure the contents of each of these patterns, or use the provided defaults. If you wish to customize a pattern, you can drag fields from the Person Fields section into any of the text boxes in the Format section, or provide static values. Results can be seen in real time in the Preview section after selecting a person record.

When you are finished with your customizations, select the Save button.

Primary Contract

Because employees may work at more than one location at a time, or have more than one contract, it's important that HelloID be able to determine each person's primary contract. Information from this primary contract can be used a number of ways, such as determining which OU an account should be created in, the value of a job title attribute, and so on.

If you need to change the logic, you may drag and drop fields or change their sorting order accordingly. For example, if you want start date to be the highest priority determinant, drag it to the top of the list.

When you are finished with your customizations, select the Save button.

Primary Manager

This area allows you to change how HelloID determines each person's manager. By default, the manager's information is taken directly from the person's contract record. However, you can configure HelloID to be more granular by getting the manager's information from the person's department, or the hierarchy of their departmental structure.

When you are finished with your customizations, select the Save button.

Custom Fields

Learn more about creating and managing custom fields here.

Apply changes by creating a new vault snapshot

After you change source system configurations, changes are not immediately applied to your current vault snapshot, and thus are not immediately visible on the provisioning dashboard. For example, if you alter display name formatting, change primary contract or manager determinants, or alter complex field mappings, you will not immediately see these changes reflected in the Persons list.

To apply and see your changes, you must refresh the vault snapshot.

There are two ways to do so:

• Perform an import, either manual or scheduled
• Select the New snapshot button on the source system configuration screen:

This button refreshes the current vault snapshot and applies all pending changes, without performing a new import or otherwise re-fetching any data from source systems. It offers a faster way to experiment with configurations and formatting. Additionally, it is useful if you wish to alter these settings but specifically avoid importing any new data from your source system(s).