How it works
Sync rules are used to configure what data is imported into OnLocation.
You can create rules that:
- Exclude items that match specific conditions
- Look up values that match a specific condition, then replace them with another value
- Update values that meet particular criteria
Along with individual rules, you can also create rule groups that apply rules to a group of people with specific attributes.
Add a rule group
Rules can either be applied to all employee data being imported or only to data that 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.
- Go to Tools > Account.
- Select Integrations from the left-hand menu.
- Select the Enabled Integrations tab.
- Click Manage Settings next to OneLogin Sync.
- Click Sync Rules.
- Click Add Rule Group.
- Add a Rule Group Name to identify it.
- Set the Rule Status to Active, or set to Disabled if you do not want to apply the Rule Group.
- 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 fields imported from OneLogin. You can set these to be exact, partial, inclusive, or exclusive. - 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.
Add a rule
A rule is something you want the data to do when it is imported. Three rule types perform different tasks: Filter, Lookup, and Update.
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.
To add a rule:
- Go to Tools > Account.
- Select Integrations from the left-hand menu.
- Select the Enabled Integrations
- Click Manage Settings next to OneLogin Sync.
- Click Sync Rules.
- Click Add Rule.
- Select the type.
- Add a rule name to identify it.
- Set the Rule Status to Active or set to Disabled if you do not want to apply the rule.
- 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 information being imported from OneLogin. You can set these to be exact, partial, inclusive, or exclusive. - Add any special attributes based on the type.
- 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.
Filter
A filter rule will exclude items matching conditions from importing. This is used if you have employees that you do not want to be added to your OnLocation account.
Filter rules will not delete existing employees. They will only prevent new employees with those conditions from being imported.
Lookup
A lookup rule will look up a value being imported and change it to another specified value. This is commonly used to match locations or departments from OneLogin to the correct values in OnLocation.
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 the OneLogin attribute and set it to a single OnLocation attribute. E.g. a series of company names in OneLogin will be set to a single location in OnLocation.
A 1:1 lookup will check for a single attribute in OneLogin and set it to a single attribute in OnLocation. E.g. Any employee with the location HQ in OneLogin can be set to Head Office in OnLocation.
Update
An update rule will set or add details to attributes in OnLocation, set Global Roaming rules, or set Employee Role Types. It is based solely on the rule's conditions and will apply any updates to any employee who meets them.
Updating attributes
You can add a prefix or suffix to an attribute or set an attribute in OnLocation:
- Adding a prefix will add details to the beginning of an attribute, e.g. a country code for cell phone numbers.
- Adding a suffix will add details to the end of an attribute, e.g. adding a title to the end of a name.
Setting an attribute will simply set an OnLocation attribute to a specified value for all that meet the condition of the rule.
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 OneLogin import so if you want employees to have access to multiple locations, you need to add rules to set Global Roaming rights.
Learn more about global roaming for employees.
Employee role types
Choose Assign Role to set employees' role types. Employee role types are used in OnLocation 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 the information imported directly from OneLogin, 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.
Learn more about employee role types.
Employee user roles
Employee user roles are used to provide access to different parts of OnLocation. You cannot assign user roles through your data sync. If you want to assign specific user roles to employees, you need to add rules to do so.
Choose Assign User Role to assign user roles, then select the permission level. For select user roles, there are two permission levels:
- Global - allows employees to make changes across all locations
- Home location - limits access to the employee’s home location only
Learn more about employee user roles and permission levels.
In the example below, employees with 'manager' in their title are given the administrator user role for their home location.
To remove a user role, select Unassign User Role.
Move, edit, and delete rules
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 a rule
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 or delete a rule
To edit or delete a rule:
- Click on the rule.
- Make any changes, then click Save. Or to delete the rule, click Delete then click Yes to confirm.
