Public 360, eByggesak & eArkiv

This document provides instructions on how to prepare your Public 360 environment for integration with Identum eADM.

Introduction

The eADM integration with Public 360 automates user lifecycle management. When an employee is granted access, a user account is automatically created in Public 360. This account is continuously synchronized with data from your HR system via eADM and is automatically deactivated when the employee's employment ends.

Key features include:

• Automated User Provisioning: Automatically create, update, and deactivate user accounts.

• Role Management: Assign and manage department-specific user roles in Public 360 based on rules configured in eADM.

• Organizational Hierarchy Synchronization: Keep the organizational structure in Public 360 consistent with your master HR system and the users placed on the correct level in the organizational structure.

Prerequisites

Before beginning the integration setup in eADM, you must complete the following configuration steps in your Public 360 environment and inform us when done.

Obtain Integration Link from TietoEvry

Contact TietoEvry, the provider of Public 360, to request the integration link required for the setup. This link consists of a unique URL and an authentication key (authkey).

• Example Format: https://<your_instance>.public360online.com/Biz/v2/api/call/SI.Data.RPC?authkey=xxxx-your-unique-key-xxxx

Update Public 360 Login ID Settings

By default, Public 360 creates a new user if a LoginId changes, rather than updating the existing user. You must change this setting to allow eADM to update the LoginId field, for example, when a user's UPN changes.

1. Log in to Public 360 with administrative privileges.

2. Navigate to Web Administration > Configuration.

3. Go to Settings and find the setting named SIF Sync User By Contact Recno Or Contact ExternalID.

4. Click Edit.

5. From the dropdown list, select Contact ExternalID.

6. Click Save.

7. Navigate to Monitoring > Buffer Update.

8. Click the Update system cache button to apply the changes immediately.

Setup phase

Typically this phase starts with a meeting, where we walk you through the next steps and discuss how to best implement them. Once the steps below are finished and the integration has been tested, it will be ready for production.

1 Register External IDs for Departments

The integration synchronizes the organizational structure from your HR system to Public 360. To prevent the creation of duplicate departments and ensure case history integrity, you must link existing departments in Public 360 to their corresponding department IDs in the HR system.

• Action: For each department in Public 360 that will be managed by eADM, populate the External ID field with the corresponding department ID from your HR system.

• Recommendation: Use the value from the OrganisasjonsID field in eADM for this purpose.

2 Register External IDs for Users

The integration synchronizes users in Identum eADM to Public 360. To prevent the creation of duplicate users and ensure case history integrity, you must link existing users in Public 360 to their corresponding user account in Identum eADM.

• Action: For each user account in Public 360 that will be managed by Identum eADM, populate the External ID field with a unique value from the user’s eADM account.

• Recommendation: Use the value from the EmployeeNumber field in eADM for this purpose.

3 Define eADM-Managed Roles

You must identify which user roles in Public 360 will be managed by eADM. These roles will be assigned and removed automatically based on rules you configure in eADM. The roles will be department-specific, so a user can for example have the Manager role for one department and Case handler role in another department.

Warning: Roles designated as "eADM-managed" will be exclusively controlled by the integration. If a user has a managed role assigned in Public 360 but is not assigned that role in eADM, the integration will remove it. Any user roles not defined as "eADM-managed" will not be affected.

4 Determine Role Assignment Rules

Before configuration, decide how roles will be assigned. This involves defining which employees, departments, or groups should receive specific roles automatically or have roles made available for them to request. This information is required to build the correct rule sets in eADM. For example, “Every manager gets the manager role for each department they are manager of”.

Summary for AI and Search

This article outlines the required pre-configuration steps for integrating eADM with Public 360. It guides administrators on how to prepare the Public 360 environment by registering external department IDs, defining managed roles, obtaining an integration link from TietoEvry, and updating system settings to allow user LoginId modifications. These prerequisites are essential for successful automated user provisioning and role management via the eADM platform.