In this article, we will explain the process of filling out an Excel template for data mapping that will be used for your user synchronisation integration. Before you start, make sure you have made all the necessary preparations:
- Set up all profile fields, groups, and locations (if used)
- Downloaded a current user export from your Beekeeper environment (to do so, you can follow Step 1 in this help center article)
- Downloaded the Excel Mapping file, which your CSE shared with you
Overview Excel Mapping file
In the Excel Mapping file, you will find two sheets:
- Mapping and
- Beekeeper User Export
In the Mapping tab, you have the following 5 columns:
- HRIS Field Name: In this column, you will select which HRIS field will be used for the mapping rule.
Mapping Type: In this column, you will select what mapping rule to use (More information can be found below.)
Beekeeper Name: In this column, you will select which Beekeeper field the HRIS Field will be mapped to
- Specific Mapped Value: This field is relevant if you choose to do a specific mapping
- Automated Editor Notes: This column will show any error messages, should the mapping be invalid
In the Beekeeper User Export tab, you will need to add the placeholders for the profile fields, groups and locations (if used). You can follow the below steps to do so:
- Open your Beekeeper user export file
- In your user export delete the columns from suspended through to first_login_UTC+0, a list follows:
- After deleting the extra columns, the first row represents the mapping placeholders for your Beekeeper profile fields, groups, and locations. Select this row and copy.
- Go to your Excel Mapping file and go to the second tab (Beekeeper User Export)
- Paste the row with your Beekeeper placeholders into the first row of the Beekeeper User Export tab
For the mapping, you can choose how to map your HRIS fields to corresponding Beekeeper profile fields, groups, and locations. For groups and locations, you can choose to do either generic mapping or specific mapping. You can find an explanation below:
This mapping type lets you map an HRIS fields to a specific profile field in Beekeeper. For example, if your HRIS field is called givenName, you can map it to the Beekeeper profile field placeholder firstname. Below you can see a few examples of profile mappings:
Generic Mapping (Groups & Locations)
This mapping type lets you map an HRIS field to Beekeeper Groups or Locations in a generic way. For example, for a generic group mapping, you select the HRIS field department, where users have, among others, the values Finance, Marketing, or IT. The integration will search the Beekeeper groups for those respective exact names, and if they are found, the users will be assigned to them respectively. The condition for this mapping type is that your Beekeeper group names match exactly with the HRIS field values that you choose for mapping. The same logic applies to generic location mapping. Below you can see a few examples of generic group and location mappings:
Specific Mapping (Groups & Locations)
This mapping type lets you map field values to groups (or locations) where the value does not match the Beekeeper group (or location) name. For example, your HRIS field department has the value HR, but the Beekeeper Group you would like to map to is called Human Resources. In this scenario, choosing Specific Mapping will allow you to map the HRIS department value HR to the Beekeeper group Human Resources. Below you can see a few examples of specific group and location mappings:
Important note for specific mappings: Each mapping rule needs to be on its own row (see above example).
Should anything be unclear, feel free to reach out to your Customer Success Engineer.