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Public 360, eBuilding Permits & eArchive

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

Introduction

The eADM 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 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: Ensure that the organizational structure in Public 360 remains consistent with your master HR system and that users are assigned to the correct level within the organizational structure.


Prerequisites

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

Contact TietoEvry, the provider of Public 360, to request the integration link required for 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 Login ID changes, rather than updating the existing user. You must change this setting to allow eADM update the Login ID field, for example, when a user's UPN changes.

  1. Log in to Public 360 with administrative privileges.

  2. Go to Web Administration > Configuration.

  3. Go to Settings and find the setting named SIF Sync User by Contact Record Number or Contact External ID.

  4. Click Edit.

  5. From the dropdown list, select Contact ExternalID.

  6. Click Save.

  7. Go to Monitoring > Buffer Update.

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


Setup phase

Typically, this phase begins with a meeting, during which we walk you through the next steps and discuss the best way to implement them. Once the steps below are completed 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 the integrity of case histories, 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, fill in the External ID field with the corresponding department ID from your HR system.

  • Recommendation: Use the value from the Organization ID field in eADM this purpose.


2. Register External IDs for Users

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

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

  • Recommendation: Use the value from the Employee Number field in eADM this purpose.


3 Define eADM 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 in one department and the Case Handler role in another department.

Warning: Roles designated as "eADM" will be controlled exclusively 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" 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 be automatically assigned specific roles or have roles made available for them to request. This information is required to create the correct rule sets in eADM. For example, “Every manager is assigned the manager role for each department they manage.”


This article outlines the necessary pre-configuration steps for integrating eADM 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 users Login ID modifications. These prerequisites are essential for successful automated user provisioning and role management via the eADM .