Email address changes and avoiding user record duplication...

  • 22 September 2022
  • 4 replies
  • 33 views

Userlevel 1

Hi all,

We are nearing launch with the Docebo platform, currently we will manage our user records via CSV upload from our Workday system → Docebo. This is a daily upload managed via the automation app.

I was planning to use employee ID number as our unique identifier/username, but I.T. have advised that because of how our SSO is configured, we need to use email address or the SSO won’t work.

We regularly encounter email address changes as users move department, role, business area etc., many of our different areas have unique @ handles. My concern is that this will end up creating duplicate records because the system thinks that it’s a new user...is this correct?

If so, is there any way to prevent this from happening? and if not, would anyone be able to share the best recommended course of action for managing this effectively, I can see it becoming quite time-consuming to go through and compare/merge user records every time this happens!

Appreciate your help,

Rob


4 replies

Userlevel 7
Badge +7

HI @robjardim we have a very similar issue...when the process is automated though, it gets much more difficult to manage. There is a way to change a username via the CSV import however this will not eliminate the initial issue you may encounter. 

You would almost need to have some kind of process to pre-scrub your data before you run updates. This would require you to know the before and after value for any individual which itself can be an issue...maybe your IT team can share that with you?

You also have a tool to merge profiles should you encounter this issue on profiles where users have courses in progress or completed. It’s not great but does allow you to consolidate data on 1 profile.

All this to say that right now, we only mange this manually, unfortunately.

Hoper you find something useful here.

Userlevel 7
Badge +1

The feed that is generating new users, are they able to identify the cases that are not actually new users, but an email update? They could then identify these during the email update process and merge the accounts? More automation work but doable. IT should be able to handle that though especially since they are creating the issue :)

We used to essentially have this separated from the normal update flow and was related to the rest of IT’s email/name change update process.

Userlevel 1

Thanks for the answers, I think easiest solution would be for me to ask IT to put a step into their process to notify me on address changes - and also notify our Workday admin so that they are aware too :) I will check in with IT.

Thanks for your help!

Userlevel 7
Badge +1

Nice, definitely at least notify…but encourage to push, if they are notifying they can do other steps too and then you don’t have to do manual steps :)

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