Overview

External identities provides a link between a staff member’s office 365 email address they use to log in with and a staff member profile within Central-Ops. In cases where the email address in the staff member profile matches the office 365 email address being used to log in, the system will automatically link the two together. If however, the two are not the same, the system will flag an unmatched identity & allow you to manually link them.

Linking the person logging in, with a staff member’s profile, allows the system to know where that person’s default depot is for example. Each staff member’s depot is set in their profile but if the person logging in, isn’t linked with their profile, the system doesn’t know where that person’s default is.

Viewing unmapped external identities

  1. Navigate to People and click the ‘Unmapped External Identities’ tile.
  2. Alternatively, navigate to People → Configuration → External Identities.
    1. Open the filters & set the ‘Assigned to staff member’ filter to No.

Assigning an unmapped external identity to a staff member

  1. From the External Identities page, click on the Triple Dot Menu in the Actions column on the row of the unmapped identity that you would like to assign. and select Assign Staff Member.
  2. Choose the appropriate staff member from the list, then click Ok.

Example

In the example below, a staff member has been created for John Smith. The email address in the staff member profile is set to ‘[email protected]’. When John signs into Central-Ops, he is using the same email address, as a result, his identity is automatically matched to the correct staff member profile by the system.

In the second example, a staff member has been created for David Jones, but the email address in his profile is his personal email address [email protected], and not his office 365 email address [email protected]. When he signs into Central-Ops using the @yourcompany email address , the system does not find a matching staff member and therefore flags this identity as unmapped so it will need to be manually assigned.

To do this:

  1. Select Assign Staff Member from the Triple Dot Menu:

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  2. Select David Jones from the list of staff members:

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Now there will be a matched staff member for the identity ‘[email protected]’:

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Deleting external identities

  1. Click on the Triple Dot Menu on the row of the identity that you would like to delete and select Delete External Identity
  2. You will be asked for confirmation, to proceed, click Ok.

❕Note: Deleting an external identity will not have any impact on that person’s ability to log in to the system. Deleting an external identity that has been linked to a staff member’s profile, will remove that link between the external identity & the staff member. If an external identity has been accidentally linked to the wrong staff profile, deleting the external identity will break that link, the next time that person logs in, their identity will be flagged as unmapped & can then be linked to the correct staff member’s profile.

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