Namely - Configuration and Setup

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Introduction

Absorb is now offering an integration with Namely to automate creating/updating your employee profiles in the LMS. To enable the Namely integration you must submit a ticket to our Support Desk and request access.

Once the Namely integration has been enabled for your Absorb portal, you will need to establish a connection between your Namely portal and Absorb LMS, and determine what employees and employee profile information you want to sync between the two systems. This is done through the ‘Manage Namely Integration’ button located on the right-hand menu of portal settings and requires an the Namely user to have 'Administrator' level of access.

Note: portal settings are only available for LMS system admins.

Contents

Integration Connections

The first step of establishing the connection between Namely and Absorb LMS is to enter your Namely subdomain (e.g. [yoursubdomain].namely.com) and select the authenticate button.

You will then be automatically redirected to the Namely site where you must enter your Namely login credentials. Once you login, or if you are already logged in, you will be automatically directed to authorize Absorb to access your employees' profile information in Namely. 

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Upon authorizing Absorb, you will be immediately directed back to Absorb once the connection is established.  You will be notified that the connection was established successfully, or if there was an issue with your Namely route or user credentials.

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Note: you should be logging in as a Namely user with ‘Administator’ access level. If the user authorizing the integration does not have access to Namely profile fields or access to some employees’ profile information, this information will not be synced between Namely and Absorb.

User Data Mapping

Once the connection is established additional tabs will appear in the ‘Manage Namely’ section of portal settings. The User Data tab is where you will configure all logic for creating & updating users in Absorb based on their employee profile information in Namely. This includes

  • Specifying which users are to be included in the sync based on sync rules,
  • Indicating which Namely profile fields should be mapped to Absorb LMS user profile fields,
  • Determining the department to which a user should be synced, and
  • Settings rules for providing admin access to a set of synced users.

Note: The source of truth for all LMS users created via the integration is Namely. Any changes to data on a synced user’s profile must occur in Namely.  User profiles are not editable in Absorb after they have been synced, and manual updates to a user’s access permissions will be overwritten each time they are synced (see ‘LMS Admin Access’ below).

Unique Identifier

If an employee in Namely already has a corresponding user in Absorb LMS, the ‘Unique Identifier’ field determines which Absorb user field will be used to match the employee synced from Namely.  For instance, if the employee’s work email in Namely -- which is used to uniquely identify them in that system -- is mapped to the ‘Username’ field in Absorb, username should be selected as the correct Absorb LMS field from which the employee is matched.  Upon syncing users, when a match is found, the matched Absorb LMS user is updated with the respective Namely employee's profile information.

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When users are synced, if no existing Absorb LMS user matches the unique identifier, a new user will be created.  If multiple Absorb LMS users have the same, matching identifier, or if the unique identifier matches another user who has already been synced (if the mapped field is not unique in Namely), the user will not be synced and an error will be sent to the email addresses specified (see ‘General Sync Settings’)

Mapped User Fields

The mandatory LMS user profile fields are defaulted for you in the Absorb user profile mapping section (integration external Id, first name, last name, email address, and username).  The default mappings can be updated for all fields except integration external Id.  Integration external Id is used to sync user information from the respective Namely profile (based on their unique Id) and therefore cannot be edited.

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You can also add any additional fields you wish to map from Namely to Absorb LMS.  Most default and custom user profile fields in Absorb can be mapped from Namely profile fields of a similar data type, including some ‘lookup’ fields in Absorb such as ‘Country’, ‘Province’, and ‘Language’.  These lookup fields will attempt to match on a standard abbreviation (e.g. country abbreviations like ‘US’ and ‘CA’ for ‘United States’ and ‘Canada’ respectively, or language abbreviations like ‘fr’ for ‘French’), or the name as it is displayed in the LMS (e.g. languages such as ‘English’ or ‘Espanol’).  If no close match can be found, a warning will be sent in the sync error email that the field could not be populated for the employee; if multiple close matches are found, the best match is selected and a warning is also sent in the sync error email.

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Additionally, the LMS profile ‘Supervisor’ field can be mapped to Namely ‘Reports To – Id’, which syncs the Namely Profile Id for the respective supervisor. This mapping is automatically set when you select the LMS supervisor field. 

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Note: when syncing users, the Absorb user’s supervisor is set by matching the Profile Id of the respective Namely ‘reports to’ individual with the integration external Id of a supervisor who has already been synced with Absorb.  If the supervisor has not been synced when attempting to sync the user with that respective supervisor, you will receive a warning that the supervisor cannot yet been set for that user.  Setting their supervisor will be reattempted the next time they are synced.

The fields you are selecting are Namely fields pulled directly from your Namely system.  The majority of Namely's profile fields are provided in the mapping dropdowns, including custom profile fields or groups that you have created in Namely.

Upon save, you will be notified if there are any issues with the data types between the fields you have chosen to map, such as mapping a Namely text field to an Absorb date/time field.

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Department Mapping

There are three options for assigning synced users to departments in Absorb LMS. The first option allows you to assign all Namely employees to one Namely parent department. You must name the default Namely department as part of this setup flow. If this department name already exists in your department hierarchy, the existing department will become the default Namely department.

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The second option allows you to create new departments underneath the default (parent) Namely department specified in the last step. This option uses the employee’s information from the Namely employee profile field selected (such as Namely 'Departments' or 'Office Locations'), and will check to see if that value matches an existing department already created in this new department hierarchy.  If the user matches an already existing department, the user is assigned to that existing department. If there is no match, a new department will be created under the parent Namely department with the value in the selected Namely profile field and the user will be placed in this new department.

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This creates a ‘flat’ department hierarchy under the parent Namely department.  All new departments are created under the parent Namely department as children of that department (second-level departments). 

Note: if the Namely employee profile field selected for department mapping is empty for a synced user, the contact/user will be assigned to the default (parent) department in this new heirarchy.

The third option allows you to select a Namely employee field and match the field value to any existing department in your Absorb portal. The field provided will be matched with the department name in Absorb and must be an exact match.  This is designed for existing clients that have already created their department structure and do not want to alter it to use this integration. 

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Notes when selecting the third option: when syncing users, if:

  1. the selected field is empty for the user,
  2. the field value has no match in your existing Absorb department hierarchy, or
  3. the field value matches multiple department names in your existing Absorb department hierarchy (if department names are not unique),

these synced users will be assigned to the default (parent) Namely department.

Synced Users

The synced users section of your Namely integration settings is where you will determine which Namely employees you would like to sync to Absorb LMS. There are two options to determine which users to sync:

  1. Syncing all Namely employees to Absorb LMS, or
  2. Syncing a subset of Namely employees based on a set of rules. 

When selecting the second option, you’ll need to create one or more rules to determine which users to sync based on their Namely employee profile information, using standard operators like “[this Namely profile field] equals [some value]” or “[another Namely profile field] does not contain [some other value]”.  If the user matches one or more rules, they will be synced to Absorb LMS, and any users who don’t match any rules will be excluded from the sync. 

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LMS Admin Access

The final setting under the User Data Mapping tab is used to establish which synced Namely users you would like to provide LMS admin access.  To do so, select the add admin access rule button on the bottom right hand corner of this section.

In the first tab of the admin access modal, you must specify the title of rule set you are creating, and the rules which will determine who gets or does not get the respective admin access. Under the modal’s Account tab, you can determine what admin access level (instructor or admin) and which roles you would like to provide users who match the rule(s).  You can also specify user management restrictions for the admin access, such as allowing the user with these roles to only manage users in a departments and it’s sub-departments, or manage a group of users in the LMS.

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You may add multiple rules for your integration. Once you have completed creating your rule sets, you may manage your rules individually using the edit or delete icons on the right column of the rule list. You can add as many LMS admin access rules as you require. 

Note: if synced users are intended to get multiple roles based on matching more than one rule, it’s important to ensure you do not create conflicting rule sets for these users.  If an employee profile from Namely matches a rule set allowing them to manage one set of departments or groups and also matches another rule set allowing them to manage a different set of departments or groups, the admin access for conflicting user management permissions will not be assigned to the synced user.  When one or more rule sets cannot be synced, a warning will be included in the sync error email about the respective synced user (see General Sync Settings). 

General Settings

The general sync settings tab is where you will provide one or more email addresses you wish to receive sync error/warning emails, and where you can choose to enable the sync.  If a user fails to sync due to missing mandatory information, or cannot be matched to any existing department, or cannot be assigned admin access based on contradicting rule sets, these errors and warnings will be included in an email after the sync has been performed for that user.  Expect up to 30 minutes to receive a consolidated email of all issues in recent sync attempts.

This is also where you will enable/disable the sync through the enable sync toggle.  If the toggle is enabled, upon successfully saving your integration settings, the sync will begin and you should expect to see users added and updated in the LMS within a few minutes.  Depending on the volume of users to be synced, it may take some time to sync all items between these systems.

Note: altering your sync settings will not modify your data retroactively. If you have made a critical sync logic change please select the reset sync button, which will resync all users again based on the new settings. This button may only be selected once every 24 hours. Please ensure your settings are finalized before selecting reset sync.

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