Each file your HR system delivers becomes a run. Most runs apply on their own. Some wait for an Organisation Admin: the first file, a file whose columns changed, a file of unfamiliar staff numbers, and changes over the daily limit. Everything starts under Integrations, in the HR file source, on the Sync Log tab. An Access Manager sees it all but decides nothing.
Also called: review the HR import, approve the staff file, roll back a run.
When a run waits, the source's page shows a notice. Its title names the reason:
First run, waiting for review: the source has never imported. Review what its first file would do.
File headers changed, waiting for review: the file's columns differ from the saved mapping. Confirm the mapping before the run continues.
Person IDs changed, waiting for review: most staff numbers in the file are unknown to the source. Applied, the file adds those people a second time. That happens, for example, after a change of HR system.
A waiting run must be decided within 7 days. The notice gives the deadline. After it, the run ends as failed and the file is deleted.
In the notice, click Review. With several files waiting, Review oldest opens the oldest.
Check which column fills which field, and click Confirm mapping. portierX then compares the file with the people.
Read the preview. Decide the rows portierX does not decide on its own, and resolve conflicts. It works as in the people import; see Import people from a spreadsheet.
Click Apply. The button gives the number of changes and, with Mirror, how many people the run ends and flags. When the run has nothing to write, Finish closes it.
With Mirror, the review also lists the people the run would end and those it would flag.
Preview again confirms the mapping again and builds a fresh preview. Decisions taken on the earlier preview are cleared.
In the waiting run, click Discard and confirm in the Discard this file? dialog. Nothing from the file is written, and the run is listed in the Sync Log as Discarded.
When a run goes over the organisation's daily limit, the part above it waits as held changes. The rest of the run is applied. The held changes sit in the run under Held changes, with a sentence on how many people the source changed today and where the limit is.
In the Sync Log, open the run with Open run.
Each change names the person and what would change, for example Leaving date set or Ended by Mirror.
On a change, click Apply or Discard. When discarding, you can give a reason under Reason (optional).
Apply all and Discard all decide every waiting change of the run at once.
A later run of the same source replaces changes still waiting. The replaced change names the run that replaced it.
The Sync Log lists each finished run with File, Started, Status and the counts Created, Updated, Unchanged and Refused. What each status means is on Sync, import and run statuses.
An expanded row sorts the people into Joiners, Leavers and withdrawn KIDs, Org unit and role changes and Manager changes. For leavers and movers it shows what the person still holds after the run: keys and cards by locking system, and their people groups.
Open run shows the whole run: the counts with Rows in the file, the Refused rows with row, name and reason, with Mirror the people the run flagged and ended, the held changes, and Undo this run. View Audit Log opens the entries in the audit log.
Open the run with Open run.
Click Undo this run. The dialog says how many values are put back, how many people are removed, and what stays.
Confirm.
Values the run wrote go back to what they were. People it added are removed. What changed since stays: a value someone edited afterwards, an added person who holds a key or card by then, and an org unit moved since. The run then shows who undid it and when.
An applied or discarded run is listed in the Sync Log with its status and counts.
The next morning check reads the following files, oldest first.
A run's details, its rows and the names of its people, are kept for 30 days after it finishes. After that only its counts remain.
Only the Organisation Admin confirms a mapping, applies, discards, decides held changes and undoes a run.
Review waiting files from the oldest. Once a newer file has applied, an older one can no longer apply.
A conflict nobody resolves is not applied.
A run that ended or flagged people through Mirror cannot be undone.
A run that wrote nothing has nothing to undo.
A run can be undone only while its details are kept, 30 days after it finishes.
While a run of the same source is being applied, the undo waits until it has finished.
Merge people who are the same person
Sync, import and run statuses
