ADP Connector Apps - Configuration & Setup

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Introduction

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

Once the ADP integration has been enabled for your Absorb portal, you will need to connect the ADP marketplace app to your Absorb portal, and determine what employees and employee profile information you want to sync between the two systems.

Note: connecting the ADP app to your Absorb LMS portal can only be performed by a system admin.

Contents

Initial Setup

ADP App Marketplace

Depending on the ADP system you are using, you can browse for the Absorb Connector in ADP's App Marketplace to subscribe to either the Absorb Connector for Workforce Now® or the Absorb Connector for ADP Vantage HCM®.  If you are logged in to the ADP marketplace, you will only be able to view the Connector app corresponding to your ADP system.

Connector App Editions

If you have not previously subscribed to the Connector App, you have the option to start a free trial, or select the edition you would like to purchase.  The Absorb Connector for Workforce Now® and the Absorb Connector for ADP Vantage HCM® have different pricing tiers based on the number of users you would like to sync.  If the number of employees you'd like to sync from your ADP system to Absorb LMS exceeds the number of included users in all tiers, you can select the 'Unlimited Users' option and specify the number of additional users you'd like to sync over and above the number of included users.

For instance, if you have 3,000 employees in your ADP Workforce Now® system that you would like to sync to Absorb, you would select the 'Unlimited User' edition (which includes 2,000 users in the base price) and add 1,000 additional users.

If you are enabling a free trial, there will be no fee due at checkout.  You will however have to update your subscription at a later date if you decide to purchase after the trial period has elapsed.

Connect to your LMS Portal

The next step in the ADP app checkout process will request a 'secret key' for your integration.  This is necessary for to identify your unique Absorb LMS portal and ensure that the integration is being authorized by a system admin.

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The 'secret key' can be generated by navigating to your LMS 'Portal Settings' --> 'Manage ADP Integration' in the LMS, and selecting "Generate ADP Marketplace Secret Key". This key should be pasted in the 'secret key' field in the ADP checkout Product Settings (see screenshot above).

Note: since this key will authorize an integration between your Absorb LMS portal and your ADP system, this key should NOT be shared with other Marketplace Admins in your ADP organization.  The key will also expire within 30 minutes: if you are unable to complete the ADP marketplace checkout process within that time, you will be notified there is an issue connecting to Absorb and will need to generate a new key from your LMS integration settings to complete the ADP checkout steps again. 

Single Sign-On (SSO) to Absorb

Once you've successfully subscribed to the Absorb Connector app, you can navigate to 'My Apps' in ADP's marketplace and click on the app tile to login automatically (via SSO) to your Absorb LMS learner dashboard.

On the first time SSOing into Absorb, you will be directed to ADP's Consent Manager to authorize ADP to share your employee data with Absorb.  This is required to complete your integration settings to determine which ADP employees / employee information you would like to sync to the LMS (see 'Integration Settings' outlined below).

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Once your integration is enabled & your users are synced from ADP to Absorb, other marketplace users assigned to the Absorb Connector app will also be able to SSO from the app tile in 'My Apps'.  See the 'Assigning Users' section below for more info.

Upgrade to a Paid Edition

If a free trial was enabled initially, your integration will be temporarily disabled when the free trial period elapses.  You can update your subscription to a paid edition at any time prior to the free trial expiry by navigating to 'Upgrade to Paid Edition'.  If your free trial has expired, you will have 30 days to upgrade to a paid edition before the Absorb Connector app is removed from your 'My Apps' page in the ADP marketplace.

 

ADP's app marketplace requires you to complete the checkout steps again when upgrading to a paid edition.  You will be required to generate a new secret key as well, since the key used previously to setup the free trial has expired. See the 'Connect to your LMS portal' section above.

Once you have updated your subscription, you will be able to view your previously saved integration settings in your LMS 'Portal Settings' --> 'Manage ADP Integration' (if applicable). 

Note: if you were trialing the integration in a demo or sandbox portal and would like to upgrade to a paid edition on your live (production) LMS portal, you will need a system admin in that LMS portal to generate the key & complete the checkout steps when upgrading to a paid edition.

Integration Settings

Overview

Once you've subscribed to the ADP marketplace app and consented to provide your employee info to Absorb, additional tabs will appear in the ‘Manage ADP Integration’ 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 ADP. This includes

  • Specifying which users are to be included in the sync based on sync rules,
  • Indicating which ADP 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.

Unique Identifier

If an employee in ADP 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 ADP.  For instance, if the employee’s worker Id in ADP -- which is used to uniquely identify them in that system -- is mapped to the ‘Employee Number’ field in Absorb, then employee number 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 ADP employee's profile information.

When users are synced, if no existing Absorb LMS user matches the unique identifier for the ADP employee, 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 ADP), the user will not be synced and an error will be sent to the email addresses specified (see ‘General Settings’).

Note: since 'Worker Id' is unique in ADP, this has been set as the default value for mapping to your 'unique identifier' (mapped to Absorb LMS employee number).  However, since employee numbers in the LMS are not forced to be unique, you may run into issues syncing some users from ADP if multiple existing LMS users have the same employee number.

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 ADP profile (based on their unique Id) and therefore cannot be edited.

You can also add any additional fields you wish to map from ADP to Absorb LMS. Most default and custom user profile fields in Absorb can be populated from ADP profile fields of a similar data type.  In the example screenshot below, custom LMS fields have been created to sync the user's Business Unit, Worker Type, Pay Group, and Home Cost Number from ADP (among other fields).

You can also map to ‘lookup’ fields in Absorb such as ‘Country’ and ‘Province’. These lookup fields will attempt to match on a ISO-3166 standard abbreviation or the name of the country/province (e.g. country abbreviations like ‘US’ and ‘CA’, or their names ‘United States’ and ‘Canada’ respectively).  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.

Additionally, the LMS profile ‘Supervisor’ field can be mapped to ADP's
'Reports To – Associate OId' field, which automatically selects the learner's supervisor, matching on the supervisor's ADP identifier. This mapping is automatically set when you select the LMS supervisor field and cannot be changed.

Note: since 'Supervisor' is set based on supervisor's integration external Id, if the supervisor has been excluded from the user sync options, you will receive a email notifying you if a learner's supervisor could not be set because the supervisor wasn't synced from ADP.

The fields you are selecting are ADP fields pulled directly from your ADP system. The majority of ADP's  personal & employment profile fields are provided in the mapping dropdowns.

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 ADP text field to an Absorb date/time field.

Department Mapping

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

The second option allows you to create new departments underneath the default (parent) ADP department specified in the last step. This option uses the employee’s information from the ADP employee profile field selected (such as ADP 'Department' or 'Business Unit'), 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 ADP department with the value in the selected ADP profile field and the user will be placed in this new department.

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

Note: if the ADP 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 an ADP 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.

Notes when selecting the third option: if a synced user matches any of the following criteria:

  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),

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

Synced Users

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

  1. Syncing all ADP employees to Absorb LMS, or
  2. Syncing a subset of ADP 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 ADP employee profile information, using standard operators like “[this ADP profile field] equals [some value]” AND/OR “[another ADP profile field] does not contain [some other value]”.  If the user matches one or more sets of rules, they will be synced to Absorb LMS, and any users who don’t match any rule set will be excluded from the sync.

Rule sets can be refined to pick out very specific subsets of your ADP workers. For instance, the example in the screenshot above will only sync regular, full-time workers who are not interns or temps, and will exclude workers who have been terminated or are currently on leave.

LMS Admin Access

The final setting under the User Data Mapping tab is used to establish which synced ADP 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.

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 match more than one rule to get multiple roles, it’s important to ensure you do not create conflicting rule sets for these users.  If an employee profile from ADP 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).

Enable ADP Sync

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.  If a user fails to sync due to missing/invalid information, or their department could not be matched, or they could not 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 right away and you should expect to see users added and updated in the LMS shortly.  Depending on the volume of users in your corresponding system, it may take some time to sync all items between these systems.

Resetting the Sync

Once your sync has been enabled, subsequent changes to your sync settings will NOT retroactively be applied to already synced users.  These changes will only be reflected in the users' LMS profiles when the user is next synced: this happens once every 24 hours.  To see changes to your sync settings reflected in the LMS right away, you have the option to 'Reset Sync' (see button in right hand navigation).  This will immediately save your current settings and resync all users based on your updated settings.  'Reset Sync' may only be selected once every 24 hours -- please ensure your settings are finalized before selecting reset sync.

If a user previously synced no longer matches the sync options, this LMS user is marked as no longer synced from ADP.  At this point, the user can be updated, inactivated, or deleted from the LMS as desired. Note: users no longer synced are NOT automatically deleted or inactivated in the LMS, but this can be done manually once the user is no longer synced.

Worker Updates

As mentioned previously, all ADP users synced to the LMS automatically updated once every 24 hours with any changes to their personal or employment profile information that have occurred in ADP in the last 24 hours.  The integration also supports a subset of processes for near real-time updates in the LMS: Absorb will poll ADP for changes to your workers every 5 minutes, and will update the LMS user immediately when ADP returns a worker addition or update.

The types of worker updates that support near real-time syncing is dependent on your ADP system of record -- most process flows in ADP that update the worker's employment profile are supported, including:

  • Hiring a new employee
  • Re-hiring a past employee
  • Terminating / laying off an employee
  • Updating an employee to 'On Leave'
  • Transferring an employee**
  • Promoting / demoting an employee**
  • Modifying an employee's work assignment**

**Near real-time updates only supported by integration with ADP Vantage HCM®

Note: not all manual updates to employment profile field will trigger near real-time updates to be sent to Absorb LMS.  A subset of fields will only trigger updates when the respective process flow is completed in your ADP system.  However, any manual field updates that are not returned will be updated in the LMS during the daily resync of all workers.

The integration also supports some near real-time updates to the employee's personal information, including:

  • Business phone or email
  • Legal Address 
  • Marital status or name change
  • Personal phone or email**

**Near real-time updates only supported by integration with ADP Workforce Now®

Note: if updates to your workers include an 'effective date' in the future, these updates will NOT be reflected in the LMS until that effective date after the daily re-sync has been completed.

App User Assignments

The ADP marketplace app allows you to assign other users to the Connector App and allow them to easily navigate & login to Absorb (via SSO, see 'Single Sign-On to Absorb' section above).  The number of users who can be assigned to the app is based on the number of users included in your selected edition.

When assigning a user, Absorb will match the marketplace user to an existing LMS learner or administrator that has been synced from ADP.  If you choose to assign users prior to enabling your integration, or before all ADP workers matching sync options have been completely synced, you will be notified that these user assignments of not-yet-synced workers is pending the creation of their LMS accounts.

If an ADP marketplace user with a 'pending assignment' views their 'My Apps' in the marketplace, they will not yet be able to navigate to Absorb via the app (see screenshot below).

It is important to note that assigning users to the app does not contravene your sync options (see 'Synced Users' section).  If you have chosen to sync only a subset of your ADP workers based on sync rules, those that have been excluded from the sync cannot be assigned to the ADP marketplace app since they do not have a corresponding account in Absorb.  If attempting to assign a user who has been excluded from the sync options, you will receive an 'assignment error' notification (see screenshot below).

 

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