How to synchronise users from Element Suite

About the integration

The integration with Element Suite helps you automate creation, updating, and deletion of users in Ziik.

Requirements in Ziik

You need to be a platform admin to configure integrations in Ziik.

How to set the integration up

1. On desktop, click the Admin cogwheel and then Integrations
2. Click Create integration
3. Choose Element Suite
4. Give the integration a Name and provide the necessary API information
   (for help with acquiring the necessary API information, contact Element Suite's support)
5. Click Verify connection

How to configure the integration

Unit mapping type

Mapping by name:
Users assigned to a Location in Element Suite will automatically be assigned to the Unit in Ziik that shares the same exact name as that Location

Custom mapping:
Choose which Locations in Element Suite that should be linked to which Units in Ziik. Users assigned any of the selected Locations in Element Suite will automatically be assigned the selected Unit in Ziik.

Role mapping type

Mapping by name:
Users assigned to a Role in Element Suite will automatically be assigned to the Role in Ziik that shares the same exact name as the Element Suite Role.

Custom mapping:
Choose which Roles in Element Suite that should be linked to which Roles in Ziik. Users assigned any of the selected Roles in Element Suite will automatically be assigned the selected Role in Ziik.

Defaults:

The below default user settings can be configured. Users can themselves edit these in their profile settings.

Show email
Enabled - users’ emails are visible to everyone on their profile.
Disabled - only those with permission to edit a user can view their email.

Show birthday
Enabled -  the users’ birthdays (if set) can be viewed by others in the calendar view.
Disabled - the users’ birthdays cannot be viewed by others in the calendar view.

Show phone
Enabled - users’ phone numbers are visible to everyone on their profile.
Disabled - only those with permission to edit a user can view their phone number.

Show alternative phone
Enabled - users’ alternative phone numbers are visible to everyone on their profile.
Disabled - only those with permission to edit a user can view their alternative phone number.

Default language
- What language should the Ziik platform be set to for new users?

Synchronisation policies

Hijack Policy

When a user already created in Ziik has the same email address as one found in Element Suite, decide how the integration should behave:

• Update (overwrite) the Ziik profile with information from Element Suite, or
• Ignore users that were not created through this integrationcreated directly in Ziik.

Ignore users with incomplete memberships

Users with incomplete memberships are users with a Location or Role in Element Suite without a matching Unit or Role in Ziik. 

Enabled - Users with incomplete memberships will not be synchronised to Ziik.

Disabled - Users will be created and updated in Ziik despite having an incomplete membership. These users can be found in Ziik by navigating to the Admin Panel -> User Administration -> Unassigned.

Send welcome emails
Enabled - users will automatically be invited to sign up and login as soon as they are created in Ziik
Disabled - users will not automatically be invited. Someone must manually send welcome emails to new users

Integration inner workings

Importing users from Element Suite

New users created in Element Suite will be synchronised to Ziik if they:

• Have a first name
• Have a last name
• Have an email
• If multiple users have the same email address within Element Suite, only the first one will be imported and the second one will be ignored

If “Ignore unassignable” is enabled for the integration, a valid membership is required to import a user. If we weren’t able to assign a complete membership to the user based on their properties in Element Suite, the user will be ignored and only imported once all requirements have been met.

Synchronization of users’ Unit & Role memberships:

• All unit & role memberships created by the integration, will be linked
• If you manually add a role to a unit membership that was created through the integration, the integration will not overwrite the change.
• If you remove a role in a membership that was created through the integration, the role will not be restored/replaced by the integration

• If a membership created through the integration is updated in Element Suite, placing a user in a different unit, the new unit membership will replace the old one in Ziik
• If a membership created through the integration is updated in Element Suite, placing a user in a unit that they already have been assigned to manually in Ziik, the membership will be linked and any additional roles will be added to the existing membership
• If a membership created through the integration has been updated in Element Suite, changing a user's set of roles, only the roles previously created by the integration are subject to removal. Any roles assigned manually in Ziik need to be deleted manually.
• If a linked unit membership is manually deleted in Ziik, the membership will automatically be recreated the next time the integration runs.
• If a linked user, with only manually created memberships, is updated such that the user should be placed in another unit, an additional membership will be created with the assigned roles.
• If roles in a membership that was created through the integration are changed manually in Ziik, the integration will not overwrite the changes

Updating users from Element Suite

When a user is updated in Element Suite, the user is also updated in Ziik. However, users not considered valid, will be deleted. Users are considered invalid when they’re missing first name, last name, or email.

Delete users in Element Suite

When users are deleted in Element Suite, the user is deactivated in Ziik and marked to be deleted in 90 days. These users can be viewed in Ziik by navigating to Admin Panel -> User Administration -> Deactivated.