Enable the ADP Employee Sync

 

To enable the ADP employee sync, a Litmos Account Owner will log into Litmos and access ADP integration listing from the "integrations" tab.

 

 

The ADP administrator will click on the ADP listing to open a new pop-up window, and proceed to "Enable Employee Sync" option, will display in this window.

 

 

Important Note: The ADP employee sync is designed to have the ADP work email become the Litmos username. As such, it's important to make sure that your employees in ADP have a work email address, that this work email address matches the existing Litmos username for any person who may already exists as a Learner in Litmos before the 1st ADP employee sync, and that the Practitioner permissions provide access to read and edit the work email address field in ADP. If the work email field in ADP is blank for any individual, or perhaps this field cannot be accessed by the ADP admin or shared via the API, then the ADP Associate ID will be used as the Litmos username when creating/syncing a Litmos profile. In this scenario, please ensure that the ADP Associate ID field value matches an existing Litmos username to avoid creating duplicate profiles.

 

Setup Custom Field Mapping

There is an optional feature for ADP custom field mapping. This allows an Account Owner to map certain employee fields from ADP to Litmos if the corresponding Litmos custom fields have been setup properly. These custom fields will be setup on the companyname.litmos.com/settings/messages page.

 

 

Once these have been setup, click the "map fields" button on the ADP integration page to begin mapping ADP employee fields to Litmos custom fields.

 

 

There are limited fields available for custom mapping because the list is predefined by Litmos. The fields that can be mapped from ADP include:

• Reports To 
• Hire Date 
• Job Code [ Job Title ]
• Worker Type Code [ Worker Category ]
• Department [Home Organizational Units]
• Business Unit [Home Organizational Units]
• Standard Hours 
• Assigned Work Locations [ Work Address (Personal Profile) ]
• Reason Code [ Reason for Hire ]

Note: [ ] = ADP WFN field name

Once the custom field mapping for these additional ADP employee fields are selected, the Account Owner will press "Save Changes" to save the mappings. 

 

Initiate the ADP employee Sync

WARNING: Before any existing customers enable this employee sync, please ensure that the usernames of the user records in Litmos match the ADP employee work email or the ADP employee Associate ID, otherwise duplicate profiles will be created on the sync!

 

Additionally, the user that purchased the ADP connector (https://support.litmos.com/hc/en-us/articles/227742467-ADP-Integration-Purchase-and-Configure-the-Integration) will need to be the one to enable it in Litmos and perform the first manual sync. This user will need Account Owner access to get to Account Settings > Integrations > ADP.

The Account Owner can proceed to select "Sync ADP Data Now". This is a required step in order to sync employee records.

 

 

Important Note: In this initial system sync, all active ADP employees will be created in Litmos. The generic fields and the custom mapped fields will populate with this sync. The generic fields are discussed below.

 

When the sync is processing, a new "syncing" loading icon will appear next to the "Sync ADP Data Now" button.

 

 

At this time, the "Sync ADP Data Now" button will be unavailable because the sync is processing. Once the sync has finished processing, the "Sync ADP Data Now" button can be used by Litmos Account Owners moving forward. Whenever this button is clicked, Litmos will perform a real-time sync with ADP to create new employee records and update existing employee records in Litmos.

The "Sync ADP Data Now" button should only be used when Litmos needs to retrieve new ADP employees or updated ADP employee information immediately. Otherwise, an employee sync will occur once-a-day automatically, so that Litmos Account Owners do not have to repeatedly execute manual syncs.

Here is the full list of the "generic" ADP information that can be updated in Litmos for each Learner during each system sync:

• First Name
• Last Name
• Work Email - (This becomes the Litmos "username" for all ADP employees created in Litmos)
• Title
• Work Address (field not available from ADP Vantage HCM)
• Work City (field not available from ADP Vantage HCM)
• Work State (field not available from ADP Vantage HCM)
• Work Zip (field not available from ADP Vantage HCM)
• Work Country (field not available from ADP Vantage HCM)
• Work Phone
• Mobile Phone
• Employment Status (This can be active, inactive or terminated in ADP. If an employee is terminated or inactive for all work assignments, that employee will be inactive in Litmos. If however an employee has at least one active work assignment in ADP, the employee status may still be active.)
• Associate ID - (This becomes the Litmos "username" if no work email address exists on the employee record in ADP. In this scenario, the Litmos email field will be blank because there's no work email address to absorb into Litmos. Beware that this will affect email communications from Litmos.)

Automatic ADP Employee Sync

Once the first ADP sync is initiated from within Litmos, ADP will send Litmos notifications each day for certain employee profile updates. Litmos can only receive notifications relating to ADP employees that are already synced to Litmos unless the notification is regarding a new hire, in which case the new hire will be created in the application on the hire date. 

If Litmos receives a notification indicating that an employee record was updated, Litmos will retrieve the current information for that employee in ADP. If Litmos does not retrieve current employee data for a synced employee, it's because Litmos did not receive a notification of an employee update.

Here is a full list of fields in ADP WFN that support event notifications.

 

The fields below from ADP provide event notifications to Litmos when field updates are made:

• First name
• Last name
• Email 
• Work Phone 
• Mobile Phone
• Hire Date
• Reports To
• Worker Type
• Business Unit
• Department
• Standard Hours

If you require additional fields to be updated automatically, please run the sync manually each day or inquire with ADP about a feature request to add event notifications for field updates in WFN.

Once an employee sync is done processing, a sync log will become available for review under the "Recent Imports" Panel within the "People" tab in Litmos. This sync log will be visible to the Litmos Account Owner who enabled the employee sync.

 

 

Important Note: The Litmos system provides ready-made email templates that include "placeholders", which can be used in the email body to populate information dynamically. By default, many of these placeholders are already included in the email body to dynamically generate user information or links into the body of the email.

If you plan to use ADP SSO ONLY for access to SAP Litmos Training, please ensure that the LOGIN_LINK placeholders are removed from your email templates else users being routed to the Litmos login page where the may be forced to enter login credentials.

 

If you plan to use the ADP SSO that is offered with the Litmos app, we advise you replace the LOGIN_LINK placeholder with the SSO link:

Workforce Now customers will place this link into the emails: 

• https://api.litmos.com/v2/adp/login

Vantage customers will place this link into the emails: 

• https://api.litmos.com/v2/adp/loginVantage