ADP: set up and integrate ADP Workforce Now with LearnUpon – Knowledge Base

Add learners automatically using ADP Workforce Now data

Connect ADP Workforce Now to LearnUpon, and map default ADP Workforce Now attributes to LearnUpon custom user data to create dynamic rules.

Availability: depends on your LearnUpon plan

Contact your Customer Success Manager or Implementation Consultant to discuss.

If you use ADP Workforce Now to manage your HR records, you can use the SFTP integration to connect with LearnUpon. ADP Workforce Now provides account information to set up learners' portal accounts automatically.

Learn more about ADP: LearnUpon is not responsible for content outside this website.

ADP Workforce Now and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The SFTP-based integration works in one direction, sending user details from ADP Workforce Now to LearnUpon: ADP Workforce Now provides the single source of truth of learner details. Secure File Transfer Protocol (SFTP) is a network protocol that enables secure and encrypted file transfers.

ADP Workforce Now provides default employee attributes from the following information types:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from ADP Workforce Now, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when they log in
for created accounts, learners must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from ADP Workforce Now data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

LearnUpon checks ADP Workforce Now for new user details once a day to synchronize portal records to ADP Workforce Now. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in ADP Workforce Now, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in ADP Workforce Now.

Tip: any changes you make in ADP Workforce Now can be manually synced an hour after the changes occur.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal.

Once synchronized, you can see learners provided by ADP Workforce Now in your LearnUpon portal.

ADP Workforce Now status and learner invitations

For ADP Workforce Now's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats ADP Workforce Now as the source of truth about learner details.

After setup, the integration “fetches” all the learners from ADP Workforce Now based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect ADP Workforce Now fields to LearnUpon custom user data

Use attributes from ADP Workforce Now to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between ADP Workforce Now and LearnUpon. If they don’t match, ADP Workforce Now can’t send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in ADP Workforce Now:

String choice
Decimal choice
Integer choice

See: Custom user data: set up custom fields

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Access permissions

Admins with full portal permissions: can set up the feature

The integration is available for top-level and sub-portals.

Note: each portal requires a separate ADP Workforce Now instance.

The LearnUpon admin who sets up the integration requires access to a ADP Workforce Now admin account and appropriate permissions in ADP Workforce Now. During setup the admin gives consent for LearnUpon and ADP Workforce Now to connect to each other.

Prerequisites

In ADP Workforce Now

appropriate admin account and permissions
create a practitioner role with reports. If you haven’t created a ADP Workforce Now practitioner role and integrations service account already, you can create one during the setup process
access to Automatic Export Service (AES). Contact your ADP representative to learn more

See advice about using SFTP and setting up reports with AES.

In LearnUpon: set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

Add ADP Workforce Now to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

If you haven’t created a ADP Workforce Now practitioner role and integrations service account already, you can create one during the setup process.

See instructions about creating a service user and a permission group.

From main navigation go to Settings > Integrations > HR Integrations.
Select ADP Workforce Now.
From ADP Workforce Now page, select + Connect.
In the ADP Workforce Now dialog that opens, select Continue to access ADP Workforce Now from LearnUpon.
In the ADP Workforce Now Service User Account dialog that opens, enter the following credentials and select Submit to continue:
- ADP Workforce Now User ID
- ADP Workforce Now Token
Review the data that LearnUpon can now receive from ADP Workforce Now and select Continue.
Select Finish.

On HR Integrations, the integration appears as Active.

Map your data from ADP Workforce Now to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for ADP Workforce Now may vary slightly from what you see in ADP Workforce Now pages.

From main navigation go to Settings > HR integrations.
Select ADP Workforce Now.
From the main page select Map your data > Add new mapping.
From Select attribute field, select a ADP Workforce Now attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add ADP Workforce Now learners

This process sets the default behavior for the integration, to add accounts from ADP Workforce Now. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select ADP Workforce Now.
Select Invite configuration.
From When do you want to invite them? select 1 of:
- When they are added to ADP Workforce Now
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

Synchronize between LearnUpon and ADP Workforce Now

A sync prompts ADP Workforce Now to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with ADP Workforce Now once per day automatically.

You can sync manually once per hour, so long as you have set up the same cadence for your AES reports in ADP Workforce Now.

From main navigation go to Settings > Integrations > HR Integrations.
Select ADP Workforce Now.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove ADP Workforce Now from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select ADP Workforce Now.
From ADP Workforce Now, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

See:

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