Clipboard Sync

Setting up Clipboard Sync

Creating Studentnet Activity in Clipboard

1. Login to Clipboard Dashboard
2. Under Settings>Environmemnt
3. Scroll to bottom of page and click Add a Department
4. Enter Studentnet
5. Scroll up to Studentnet
6. Under Studentnet click Add an Activity
7. Enter Studentnet while minding the spelling and capitalisation. If spelling or capitalisation is not matching, then Cloudwork will sync to an unintended activity

Generating Authorization Token

1. Login to Clipboard Dashboard
2. Under Integrations>API
3. Scroll to bottom of page and click Issue New Token
4. Enter in Token Name Studentnet
5. Select Token Expiry and select number of years before expiry
6. Copy the Authorization Token. (Note that this token can only be copied during this time, if you lose or do not copy the authorization token, you will need to reissue another authorization token)

General Sync Settings

1. In the Cloudwork Dashboard>Side Menu>Clipboard Sync
2. Click Add New Clipboard Config
3. Fill out the form:

   Clipboard Description: A short description of the Clipboard Sync profile

   Authorization Token: Enter the Token used for Clipboard API that was generated in the previous section

   Deactivated User Action: Select from choices what should occur for users who are suspended or moved out of a select Clipboard Sync OU

   Clipboard Activity: Enter an valid activity name from Clipboard Activity list. The specified activity will be used when creating users into Clipboard, the created users will be assigned to the specified activity. By default when creating the Clipboard Sync, the sync will look to assign newly created Clipboard users into the Studentnet activity. This behaviour also applies if the field is blank. If the specified activity cannot be found, the Clipboard Sync will assign all the newly created users to a random activity.

   Enable this Clipboard configuration: Enable this setting to allow users to be synced to Clipboard

   Only maintain Clipboard users with matching Cloudwork accounts: If this option is enabled, users in Cloudwork who have an SISid that corresponds to a matching Employeeid in Clipboard will be synced, if this option is disabled Cloudwork will treat all Clipboard users who do not have matching Cloudwork users or where the matching Cloudwork user is not in a configured syncing OU as needing to be deactivated and updated

   Restrict account updates to activation status in Clipboard: Enabling this control will only maintain activation status, disabling this control permits this sync to maintain all information for the Clipboard account

Selecting OU and Group for Clipboard Sync

1. After completing the General Sync Settings> go to OU Sync Selections>Edit
2. Select OUs or Groups whose users you wish to sync to the Clipboard. Note that if no OUs or Groups are selected, the Clipboard Sync will not run

Exclusion for Clipboard Sync

Under OU Sync Selections>Edit, there is also Excluded Org Units and Excluded Groups If a user belongs to any OU or Group listed under Excluded Org Units or Excluded Groups, that user will not be synced to Clipboard regardless if the user's OU or Group is included under Included Org Units or Included Groups

Forcing a Clipboard Resync

In the Clipboard Sync Profile, there is a Force Sync Clipboard, this will force the sync process to start

User Sync Criteria

Update user in Clipboard Criteria

For users to be maintained in Clipboard, users need to have the following:

• User must be a part of one of the following roles in Cloudwork:

  Teacher

  Staff

• Users must have a unique SIS ID in Cloudwork
• Users must have a unique primary email address in Cloudwork
• A SIS ID that matches to an Employee ID in Clipboard or a primary email address that matches to the an email address in Clipboard
  • Cloudwork will prioritise matching Cloudwork users to Clipboard users using the SIS ID first, if there are no matching SIS ID the sync will then try to find a matching user based on Primary Email Address

Create user in Clipboard Criteria

For a user to be created in Clipboard they must meet the following requirements:

• User must be a part of one of the following roles in Cloudwork:

  Teacher

  Staff

• Users must have an SIS Id to be allowed to be synced
• User must be active in Cloudwork
• Users must have a unique SIS ID in Cloudwork
• Users must have a unique primary email address in Cloudwork

Data Mapping between Cloudwork and Clipboard

What data will be synced to Clipboard, and where will it be used in Clipboard

Cloudwork Attribute	What attributes in Clipboard will the Cloudwork Attribute be used	Will the information be used for creating users, updating users or both
SIS ID	SIS ID, Employee ID	Both creating and updating users
First Name	Name	Both creating and updating users
Last Name	Name	Both creating and updating users
Primary Email Address	Email	Both creating and updating users
Role	User Type	Created users will have staff user type in Clipboard
Custom Attribute	Mobile Number	Both creating and updating users
Status	User Status	Both creating and updating users
Clipboard Activity	Activities Managed	For creating users only

Clipboard Activities

An activity is required to create users in Clipboard. As part of neatly organising the information in the Clipboard dashboard, we request that you create the Studentnet activity to easily sort through users who are coming from Cloudwork.
If there is no Studentnet activity found in Clipboard, Cloudwork will use the first avaliable activity to create users in, this also includes archived activities. Once users have been synced to Clipboard, IT admins will need to assign and unassign activities to user manually.

When updating users, Cloudwork will not touch the activities of users. Management of activities for users will be managed by Clipboard and IT admins

User Types in Clipboard

In Clipboard, there are three different user types: Staff, manager and admin.

When users are created in Clipboard, they will be assigned as staff user type.
IT admins will need to manually change the user type in the Clipboard Dashboard

How does the Clipboard Sync handle the different user types

• For matching staff, manager and admins, we will update the user information and activate and deactivate users according to their status in Cloudwork

• For non-matching staff and managers, we will suspend staff and managers if Only maintain Clipboard users with matching Cloudwork accounts is not enabled.

• For non-matching Admins, we will not suspend these users even if Only maintain Clipboard users with matching Cloudwork accounts is not enabled, this is to prevent all IT admins from being locked of the Cloudwork Dashboard.

Reports

There are 3 events in the Provisioning section of the Report that correspond to Clipboard:

Event	What does the event mean
Clipboard Sync Processed	The Clipboard sync was successful with no error, as well as telling which activity was used for Clipboard sync. The event will also list the total number of users processed, how many were created, updated or suspended.
Clipboard Sync Processed with Errors	The Clipboard sync was either able to create or update users. The event will specify whether there was an issue with creating or updating users and which activity was used for Clipboard sync. The event will also list the total number of users processed, how many were created, updated or suspended.
Clipboard Sync Failed	The Clipboard sync completely failed; No users were created or updated

Why are users not being created or updated in Clipboard

If an IT admin changes the email of a user in Clipboard, this will cause data integrity issues between Cloudwork and Clipboard, which can cause duplicate users or a mismatch of user information

The Clipboard Sync is divided into two parts: Create user and update users. For each part, if there are any errors with a particular part of the sync, that part of the sync will fail. If there is bad data in the create user part of the sync, no users will be created, but if there is no bad data in the update users part of the sync, then updating users will proceed and vice versa.

Errors that can occur

• All payroll IDs must be unique: This means there is either a duplicate employee ID in the data we are sending to Clipboard
• The following email is already in use {email}: This means an email we are sending to Clipboard is already associated with an account that already exists in Clipboard

Sync Schedule

• The Clipboard will run nightly once at 3:30 AM AEST. If in the Clipboard configuration the Enable this Clipboard configuration is unchecked, the nightly sync will not run.
• Any other syncs other than nightly sync will need be done by pressing the Force Full Resync button