Skip to main content

Step 1: Prepare and Load Onboarding Data

Onboarding tutorial · Step 1 of 5

Prepare the data that identifies each new user, enables secure contact, and connects the onboarding record to the target account.

What you will create​

  • An enabled Internal > Onboarding table related to the target account.
  • An Onboarding_Employee_Create filter that finds eligible people.
  • An Onboarding_Employee_Lookup filter that retrieves one person during onboarding.
  • A mapping and job that load eligible people into the onboarding table.

Confirm your source data​

Each person must have a record in a source system such as an HR or SIS database. Before continuing, confirm that the source can provide:

Required dataWhy it is needed
Unique identifierIdentifies the person, usually an employee or student ID.
Personal email and/or mobile numberDelivers the welcome link and, when used, an OTP code.
Target-account identifierRelates the onboarding record to a user account, such as an Active Directory objectGUID.

Enable and relate the onboarding table​

  1. Open the Internal system. On the Configuration tab, select the Onboarding table.

  2. Expand the Internal system, select Onboarding, then open the Columns tab.

  3. Confirm that the ID column is marked as a Key.

  4. Create an inter-system relation between Onboarding > ExternalID and the target-system user table—for example, AD > Users. See Inter-system relations for details.

Create the onboarding filters​

Find people who need onboarding​

Create a filter called Onboarding_Employee_Create. It should return active people who do not already have an onboarding record. Include the employee ID, personal email, and mobile number needed by the mapping.

Limit the filter to new people

Avoid creating onboarding records for established users. A common approach is to return only people created within the last few days. Adapt the filter to your organization’s source-data structure and onboarding policy.

Add these script columns to the filter:

ColumnPurpose
calc_onboardExpiresSets the date after which the onboarding profile can no longer be used.
calc_secureIDGenerates the unique value used in the user’s secure onboarding link.
calc_onboardExpires
const currentDate = new Date();
return currentDate.setDate(currentDate.getDate() + 7);

Adjust 7 to match your organization’s allowed onboarding window.

calc_secureID
return secureID();

Normalize mobile numbers when using SMS​

NIM expects mobile numbers in the format +<country code><phone number> with no separators. For example, 555-867-5309 becomes +15558675309.

Example mobile-number script column
const phoneNumber = data['MyHRData']['CellPhone'];
return '+1' + phoneNumber.replace(/[^0-9]/g, '');

Replace data['MyHRData']['CellPhone'] and the country code with values appropriate to your environment.

Look up one onboarding record​

Create a parameter-based filter named Onboarding_Employee_Lookup with one parameter: ExternalID. Use it to filter the Onboarding table by ExternalID and return one record.

The filter must also return the identifier of the target account, such as Active Directory objectGUID. This filter is the question-answer filter referenced by the onboarding profile.

Load onboarding records​

  1. Create a mapping named Onboarding_Employee_Create.

  2. Select the Onboarding_Employee_Create filter and map its values to the onboarding table.

  3. Set the Profile, MailAddressLabel, and SMSPhoneNumberLabel fields to the required constant values. The Profile value must match the onboarding profile created in step 2—for example, EmployeeOnboarding.

  4. Save the mapping, then create a job.

  5. On the job’s Configuration tab, add a CRUD task for the new mapping.

  6. Run the job to create the initial records. Add it to a scheduled task if onboarding records should be loaded automatically.

Next: create the onboarding profileYour records now have the data needed for a secure user journey. Continue to step 2: Create an Onboarding Profile.