Sync Profile Rules

How to create and edit rules for your data sync. You must have the Account Owner or IT Support user role to access these settings.

Rules are used in your Sync Profile to manage the import of data into WhosOnLocation. They can be used to exclude people, set additional settings based on sync information, and trigger information updates.

You can create Rule Groups to apply rules to a group of people with specific attributes. And you can create Filter, Lookup, and Update rules.

To create, view, and edit your Sync Profile's rules, you must navigate to your Sync Profile.

  1. Go to Tools > Account.
  2. Select Integrations from the left-hand menu.
  3. Select the Enabled Integrations tab.
  4. Click Manage Settings next to SyncPortal.
  5. Click Settings next to your Sync Profile.
  6. Select the Rules tab.

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Rule Groups

Rules can either be applied to all data being imported or only to data which meets certain conditions. To apply rules to specific data only, you need to create Rule Groups specifying those conditions and then add rules to the group.

  1. Click Add Rule Group.
  2. Add a Rule Group Name to identify it.
  3. Set the Rule Status to Active, or set to Disabled if you do not want to apply the Rule Group.
  4. Click Create a New Condition for as many conditions as you want to set up for this group.

    If conditions are created under the ALL section, then all conditions must be met for the rules to apply.
    If conditions are created under the ANY section, then any one of the conditions can be met for the rules to apply.
    The Attributes for conditions are the headers from your data source set up in Field Mapping. You can set these to be exact, partial, inclusive, or exclusive.

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  5. Click Add Group when you have set up your conditions.

The Rule Group will appear on the page in green if activated, or red if disabled, with an empty grey field to drag rules into.

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Rules

A rule is something you want the data to do when it is importing. There are three types of rules which perform different tasks; Filter, Lookup, and Update.

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When creating a rule, you can always name it, set the status, and set the conditions for the rule to apply; you can then add different attributes depending on the rule type.

Adding a rule

  1. Click Add Rule.
  2. Select the Type.
  3. Add a Rule Name to identify it.
  4. Set the Rule Status to Active, or set to Disabled if you do not want to apply the rule.
  5. Click Create a New Condition for as many conditions as you want to set up for this rule.

    If conditions are created under the ALL section, then all conditions must be met for the rule to apply.
    If conditions are created under the ANY section, then any one of the conditions can be met for the rule to apply.
    The Attributes for conditions are the headers from your data source set up in Field Mapping. You can set these to be exact, partial, inclusive, or exclusive.
  6. Add any special attributes based on the type. See more details on rule types below.
  7. Click Add Rule when you are finished.

The rule will appear on the page in blue if activated, or red if disabled, and when activated will apply from the next import. Each rule type has its own icon to help you identify it.

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Filter

A filter rule will exclude items matching conditions from importing. This is used if you have employees that you do not want added to your WhosOnLocation account for any reason.

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Filter rules will not delete existing employees, they will only prevent new employees with those conditions from being imported.

Lookup

A lookup rule will lookup a value being imported and change it to another specified value. This is commonly used to match locations or departments from your Data Source to the correct values in WhosOnLocation.

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You can create list lookups or one-to-one lookups by selecting either Create a New List Lookup or Create a New 1:1 Lookup. You can add as many lookups to a rule as required, including both list and 1:1.

A list lookup will check for a list of different options from a Data Source attribute and set it to a single WhosOnLocation attribute. E.g. Any of a series of location names in your Data Source will be set to a single location in WhosOnLocation.

A 1:1 lookup will check for a single attribute in your Data Source and set it to a single attribute in WhosOnLocation. E.g. Any employee with the department Admin in your Data Source can be set to Office Administration in WhosOnLocation.

Update

An update rule will set or add details to attributes in WhosOnLocation, set Global Roaming rules, or set Employee Role Types. It is based solely off the conditions of the rule and will apply any updates to any employee that meets the conditions.

Updating Attributes

You can add a prefix or suffix to an attribute, or set an attribute, in WhosOnLocation

Adding a prefix will add details to the beginning of an attribute, e.g. a country code for cellphone numbers.

Adding a suffix will add details to the end of an attribute, e.g. adding location specific suffix to titles.

Setting an attribute will simply set a WhosOnLocation attribute to a specified value for all that meet the condition of the rule.

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Global Roaming

Choose Set Global Roaming Locations to configure any rules for Global Roaming for your employees, e.g. employees in corporate locations have Global Roaming to any locations.

Global Roaming is not something that you can set through your Data Sync so if you want employees to have access to multiple locations you will need to add rules to set Global Roaming rights.

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Click here to find out more about Global Roaming.

Employee Role Types

Choose Assign Role to set employees' role types. Employee Role Types are used in WhosOnLocation for a combination or identifying an employee's role in the organization and special features for that employee, e.g. Non-Host will hide that employee from being selected as a host during visitor sign in.

You cannot assign Role Types through your Data Sync, if you want to assign specific role types to employees, you need to add rules to do so, e.g. employees with the department Warehouse Operations Management will have the Role Type of Safety Operator.

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Click here to find out more about Employee Role Types.

Move, Edit, and Delete

You can order your rules, to determine which rules are applied to your sync first, by moving them up and down and you can move your rules inside Rule Groups. You can edit any rules that are currently set up to change the details, enable/disable them, or delete them.

Move

To move your rules and change their order, click and hold the icon in the top-left corner of the rule and drag it up and down. You can also drag a rule inside a Rule Group to add it to that group, and change the order of rules inside a group.

Edit and Delete

To edit or delete a rule, click on the rule anywhere other than the movement icon, this will open the rule's setup. Edit the rule by making any changes and clicking Save. Or delete the rule by clicking Delete and selecting Yes on the confirmation pop-up.

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