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

   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 needs to have one of the following in Cloudwork:

• User must have a SIS ID 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

What data will be synced to Clipboard

What data will be synced to Clipboard

Attribute	How will the data be populated in Clipboard
SIS ID	The SIS ID will be synced from the SIS ID value from Cloudwork's User Information; the Clipboard Sync will not sync SIS ID value from custom attributes
First Name	The first name will be synced from the first name value from Cloudwork User Information
Last Name	First Name and Last Name will combine to form the Name value in Clipboard
Email	Primary Email address in Cloudwork will be synced to the email in Clipboard
Role	Regardless of whether a user is a teacher, staff or faculty in Cloudwork, the user will be synced as staff in Clipboard when creating a user. For updating users in the Clipboard, the Role will not be updated
Employee ID	The Employee ID will be synced from the SIS ID value from Cloudwork's User Information; the Clipboard Sync will not sync the SIS ID value from custom attributes.
Mobile Number	Depending on the selected custom attribute, if the selected custom attribute cannot be found for a user, then the mobile number will be synced as a blank value
User Status	Based on the user status and the suspended user action, Cloudwork will either activate or suspend the user in Clipboard. Users are not deleted in Clipboard

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 into. Once users have been synced to Clipboard, IT admins will need to manually assign and unassign activities to user.

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

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 payrollid 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 assoicated with an account that already exists in Clipboard