ACOS Websak - Preparation and Configuration

This document outlines the necessary steps to integrate eADM with ACOS Websak to automate user and role management.

To order the integration, contact the ACOS marketing department at:

• Lene Hellesøy: lene@acos.no, Tel: 93 21 87 28

• Eivind Svellingen: es@acos.no, Tel: 92 26 22 20

For questions regarding the status of ordered deliveries, contact:

• Delivery Manager Asle Brakstad: asle@acos.no, Tel: 46 42 05 07

Overview

The integration between eADM and ACOS Websak automatically transfers users and their roles from eADM to ACOS. When an employee is granted access to ACOS, their user account is automatically created, maintained, and eventually deactivated . eADM can also manage the roles an employee has in ACOS, either automatically based on rule sets in eADM or through a department manager. The integration can also maintain the organizational hierarchy in ACOS using data imported from the HRM system into eADM.

Warning: When users or departments are deleted in the HRM system, they will be deactivated in ACOS, not deleted. All cases and entries must be removed from a user before they can be deleted.

Pre-configuration Steps

Identum requires the following information from you to set up the integration:

• Key information about the integration.

• The unique IDs (GID) for the template users.

• Confirmation that the department numbers for existing departments in ACOS have been added.

• Confirmation that the email addresses for users in ACOS match those in eAdm / HRM.

Key Integration Details

1. Ordering the Integration and Creating Template Users: Contact the ACOS marketing department or your ACOS contact person to order the integration and create template users. These template users will be used for system access for various roles, such as Archive Manager, Committee Secretary, Archive Staff, Manager, and Case Officer. Request the unique GID for these users, as they are critical for the integration process.

2. Required Information from ACOS: Identum needs the following information, which you must obtain from ACOS:

Note: In some cases, the Client ID and Client Secret may have the same value, depending on the configuration.

Configuration Steps

Step 1: Link eAdm Users to Existing ACOS Users

To link users from the HRM system to existing users in ACOS, both must have a corresponding unique ID.

Warning: Ensure that the email address/username in ACOS matches the user’s work email in eAdm. If this is not done, you will create duplicate users.

Step 2: Add Department Numbers to Existing Departments in ACOS

To link departments from the HRM system to matching departments in ACOS, both must have a corresponding unique ID.

Warning: This is typically the department number, which you can find in eAdm. You must enter this number into the "Enhetsforkortelse" / "Samlet enhetsforkortelse" fields for the department in ACOS. If this is not done, you may create duplicate departments.

Step 3: Define Rules for Automatic Role Assignment

You must determine which people should automatically receive a role/template user in ACOS. Identum will create access control rules in ACOS based on your decisions.

Example Rule Set:

Note: You do not need to have this section finalized in advance; Identum can review it with you in a workshop.

Special Adaptations

Note: These adaptations are typically not required.

Link Multiple eAdm Departments to a Single ACOS Department

If several departments in eAdm should point to the same department in ACOS, they must be separated by a pipe ("|") in the Department ID field.

Example: 6705|6794|6347 → This will sync all data for departments 6705, 5794, and 6347 in eAdm to the same department in ACOS.

Identum recommends linking departments together in a 1:1 relationship.