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Automatic role assignment to new SSO users

  • August 4, 2022
  • 6 replies
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V
Level 1 ●
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Hi
Qualtrics CX question
What we want to achieve: We would like to AUTOMATICALLY assign view access to a particular dashboard to all the CURRENT and FUTURE users of a specific user type in Qualtrics.
We have successfully setup SSO. enabled "just in time" user provisioning and assign a particular user type to all new users.
I tried using "Automate role assignment" but it looks like I am unable to set it up correctly.
We do not have specific attribute in AAD which can be related to dashboard user group. These users are mix of multiple locations and departments.
Has anyone in the community tried it.

Best answer by bgooldfed

https://community.qualtrics.com/XMcommunity/discussion/comment/48467#Comment_48467It sounds like you are on the right track. I usually just click on a user and then hit "Add Attribute" to put a new field in:
image.pngOr (more commonly) I import a bulk list of users with the new column in it.
image.pngThere is an example document that appears on the import screen if you're not sure how to structure the file. Note that if your organisation uses SSO, you will need to provide the usernames as well (in a column titled username). If you don't do this, it will stuff up the logins for all the email addresses provided. I've learned this the hard way!
Good luck!

    6 replies

    bgooldfed
    Level 4 ●●●●
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    • bgooldfed
    • Level 4 ●●●●
    • August 10, 2022

    Hi vinodvyas,
    Without delving too much into how you could do this "best", I have managed to have success with automatic role assignment for a similar problem.
    I simply have a column set up in User Admin which acts as a flag to determine who is part of that role. I usually set it to "Y" for "yes" and then have Automatic Role Assignment set up to add anybody with a "Y" in that column.
    image.pngIn the case of the above screenshot, it would add anybody with value "Some Attribute" in the "Trainer Role" column.
    I imagine the trick for you would be to have a default column that everybody receives the same value for when they onboard to Qualtrics. I'm not sure how to tackle that bit, so good luck!

      V
      Level 1 ●
      Forum|alt.badge.img+3
      • vinodvyas
      • Author
      • Level 1 ●
      • August 13, 2022

      Thanks bgooldfed
      I now have some hope :)
      Not sure how do I create a column in "User Admin", is it adding metadata and then go to individual user to update the value.

      I went to the Dashboard -> Settings -> User Admin, hope this is the correct way.


      InessaG
      Level 5 ●●●●●
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      • InessaG
      • Level 5 ●●●●●
      • August 13, 2022

      So here is the disconnet I'm seeing, unless there is something I got wrong here. Qualtrics is super good at mislabeling things in different parts of the platform.

      • Dashboard access is controlled by "Roles" that we manage within Dashboards.

      • When you go into Tickets --> Manage permissions, this takes you into Ticket Groups. However, here they refer to "Roles" when refering to automatic role assignment (screenshot from bgooldfed ). But this is not how you can add a user into a Role that's needed for dashboard access.

      • Just to add to all confusion, Roles used for dashboard access also equals Ticket Teams, which you can either manage in Dashboards under "Roles" or in Tickets under "Manage teams".


      All this said, I don't have an answer for vinodvyas. Currently, there is no way to even export the list of all users and all the roles they are assigned to, you can only export the list with all the metadata they're assigned. If you figure out the answer to your question, please let me know. I desparately need a better way of managing all my users.

        bgooldfed
        Level 4 ●●●●
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        • bgooldfed
        • Level 4 ●●●●
        • Answer
        • August 15, 2022

        https://community.qualtrics.com/XMcommunity/discussion/comment/48467#Comment_48467It sounds like you are on the right track. I usually just click on a user and then hit "Add Attribute" to put a new field in:
        image.pngOr (more commonly) I import a bulk list of users with the new column in it.
        image.pngThere is an example document that appears on the import screen if you're not sure how to structure the file. Note that if your organisation uses SSO, you will need to provide the usernames as well (in a column titled username). If you don't do this, it will stuff up the logins for all the email addresses provided. I've learned this the hard way!
        Good luck!

          V
          Level 1 ●
          Forum|alt.badge.img+3
          • vinodvyas
          • Author
          • Level 1 ●
          • August 17, 2022

          Thanks bgooldfed and InessaG for your responses.
          I also got another workaround to use automated workflow. A csv file with updated user attribute can be used with extension "Load users into CX Directory". Though not exactly what I wanted, but atleast somewhat helpful.

            A
            Level 2 ●●
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            • AnalystRAC
            • Level 2 ●●
            • November 24, 2022

            InessaG I'm on the same boat as you and could really use a solution to this problem.

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