User Management

Align admins can create and manage CRM users directly within Align, simplifying the alignment process by enabling the administrator to perform these actions in Align rather than in CRM. Align administrators can use the User Management module to perform the following tasks:

  • Control which users are mastered by Align versus CRM. Mastering refers to which system is responsible for managing changes made to a record. Changes made to a record on non-mastered systems are overwritten during the next data synchronization.
  • Update roster members in Align and push the changes to CRM
  • Create new roster members in Align and push the new record to CRM along with all of the proper assignments

For example, the Align Administrator is responsible for creating and maintaining roster members in CRM. Sarah Jones is a new roster member. The Admin creates a roster_member__aln record corresponding to Sarah Jones and assigns her accounts, targets, territories, and a User Profile. The Admin then pushes the new record to CRM, where a new User record is created corresponding to Sarah Jones with all the appropriate assignments.

Enabling User Management

To enable User Management in Align:

  1. Grant Align end users at least Read access to the profile__aln object.
  2. Grant Align end users at least Read permission to all profile__aln fields.
  3. Navigate to the Align Integrations page in the Integrations tab.
  4. Select Edit in the Gear menu for the appropriate CRM org.
  5. Select Manage CRM Users for the Manage CRM Users picklist in the CRM Integration Options section.
  6. Select Save.

User Field Mapping Between CRM and Align

Once User Management is enabled in Align, mapping for Align-mastered roster members can be customized:

  1. Navigate to the Align Integrations page in the Integrations tab.
  2. Select View Field Map in the Gear menu for the appropriate CRM org.
  3. Select the Align Objects tab.
  4. Navigate to the Roster Member section.

The following table represents the default mappings between roster_member__aln records in Align and User records in CRM:

Align Field

CRM Field

crm_user_status__aln

IsActive

address_line_1__aln

Street

alias__aln

Alias

city__aln

City

country__aln

Country

email__aln

Email

email_encoding__aln

EmailEncodingKey

first_name__aln

FirstName

crm_language__aln

LanguageLocaleKey

last_name__aln

LastName

crm_locale__aln

LocaleSidKey

master_align_id__aln

Master_Align_Id_vod

nickname__aln

CommunityNickname

crm_profile__aln

ProfileId

crm_role__aln

UserRoleId

state__aln

State

crm_time_zone__aln

TimeZoneSidKey

username__aln

Username

The Roster Member Fields section in the CRM Objects tab continues to manage the mapping of fields for CRM-mastered records.

Managing Users

After enabling User Management, admins can use the CRM User Management section displays on all roster_member__aln record detail pages.

This new section indicates how the record is mastered, as well as displays information from the corresponding User record.

Designating Roster Members as Align-Mastered

When a roster member is designated as Align-mastered, all changes made to that record on mapped fields must originate from Align.

To master roster members in Align:

  1. Navigate to the appropriate roster_member__aln record.
  2. Navigate to the CRM User Management section.
  3. Update the Mastered by Align picklist to Yes.
  4. Repeat this process for all appropriate records. Admins can use the Vault Loader to repeat this process in bulk. When using the Vault Loader to master roster members in Align, ensure all roster_member__aln records have the following CRM-required fields populated:

    • alias__aln
    • country__aln
    • email__aln
    • email_encoding__aln
    • crm_language__aln
    • crm_locale__aln
    • crm_profile__aln
    • veeva_crm_org__aln
    • crm_role__aln
    • crm_user_status__aln

Roster members mastered by Align must have a populated crm_timezone__aln field. This field enables admins to control the timezone of the corresponding User in CRM.

Roster members mastered by Align are skipped during imports from CRM. New roster members mastered by Align are pushed to CRM as new User records. Existing roster members with a status__v field of active__v update the corresponding User record in CRM. Changes made to Align-mastered User records in CRM are overwritten during the push from Align to CRM if the change was made on a mapped field.

The crm_profile_name__aln field on the roster_member__aln object should not be used when the roster member is managed by Align. Removing this field from page layouts is recommended.

Admins can control a User’s CRM status from Align if the corresponding record is Align-mastered using the crm_user_status__aln field. This enables admins to create inactive Users in CRM from Align before their start date and activate the corresponding User record at a later date. This also enables administrators to mark offboarded roster members as inactive.

Assigning User Profiles

CRM User Profiles automatically import into Align instances with User Management enabled. Imported User Profiles enhance the roster member creation process by enabling admins to assign User Profiles to Align-mastered roster members.

User Profiles import from CRM as profile__aln records in Align with the following properties:

  • name__v – The Name field of the corresponding Profile record
  • status__v – active__v
  • veeva_crm_org__aln – The Org ID of the CRM org the profile originated from
  • crm_record_id__aln – The Id field of the corresponding Profile record

Profile__aln records are deleted during a CRM import if they do not have a corresponding Profile record. This means if a User Profile is deleted in CRM, the corresponding profile__aln record in Align is deleted during the next import. An error occurs if a profile__aln record marked for deletion is assigned to a roster_member__aln record.

To assign a User Profile:

  1. Navigate to the appropriate roster_member__aln record.
  2. Navigate to the CRM User Management section.
  3. Use the crm_profile__aln lookup field to select the appropriate profile__aln record.