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OneList maintains it its own user accounts which includes include the following information:

• UserId - internal use for OneList;
• UserName - a unique key for every user. Its value is based on the customer's main user sourceThis is mapped to the common user ID of the organization;
• Profile - user profile, e.g. first name, last name, email;
• Manager - optional, the user's reporting manager;

Linking OneList User with Identity

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It is important to identify which system OneList is the customer's main user source. The main user source is the source of truth of user information and is used to propagate users in other systems in the organisation.  Generally, it is the organisation's Identity Provider system (IDP), e.g. active directory, Azure AD, or the ERP system, e.g. SAP. 

OneList creates new user accounts based on the main user source and synchronise user profile with the main user source periodically or on demand. 

Identity how users are linked between OneList and other source systems

The OneList Adapter for each source system is responsible for linking the source system user with OneLIst user account. Generally a user can be automatically linked by his or hers UserName or Email.

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Provider (IDP) and Source System User

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For OneList to automatically surface tasks to the user, it needs to establish the above link between the user’s IDP login and his/her source system user id. The OneList username is the key in this link. The general process of identifying the value for the OneList username is:

• Identify and agree on the common user identifier in the organisation. SAMAccountName and UPN are commonly used as the user id;
• Identify the claim from the Identify Provider that holds the common user id;
• Verify each source system if it can map its user account to this common user id. The adapter is responsible for producing the user mapping for OneList.

If a source system is unable to provide the user mapping then OneList will prompt the user to log on to that source system once before tasks are surfaced from that source system.

Where is the user linkage saved and how it is used

The linking between the OneList user and the external user is saved in the ExternalLogin table in the RoleManager database. The user linking information in this table is used by the RoleManager external log in process and the OneList task generation and task action processes: 

• When the user logs in on via external Idp accountIDP, RoleManager OneLIst uses the Idpthe IDP's use user id to find the RoleManager OneList user id in the ExternalLogin table and grants access to the user;
• When OneList receives a task from Source System, it first uses the source system user id to find the RoleManager user, then finds to find the OneList user from the RoleManager userid in the ExternalLogin table, then assigns the task to the OneList user. The reverse lookup process is used to identify the source system user id when user actions a task.

OneList user account creation

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There are two scenarios that an on how OneList user account is created:

1. When a new task assignee is identified in a source system. In this case, the OneList Adapter makes a query to OneList after every task upload, to find if there is any user for that source system requires linking requiring a link to OneList user account. If OneList returns a list of the source system user id then the OneList Adapter can post the full detail of those uses that user to OneList. OneList then creates a new user account if require required and links the source system user id with the OneList user account. The prerequisite of this scenario is that the OneList adapter has full information of the use account including UserName and email.
2. When a user logs on to OneList (via RoleManager) for the first time. In this case, the user either register a new account (via the Register link on the login page), or after authenticated by the organisation's IdpIDP. If using IdpIDP, RoleManager goes through the external log in process discussed above and creates a new user account if no existing user is found exists for the Idp user login.

 Single-sign-on with organisation's Idp is achieved by linking the Idp's user login with OneList user account. This process consists of the following steps:

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Claims required from source system to setup OneList user profile