The Express System of Record (SoR) Wizard will enable a faster and easier way to create foundational data in a new ClearCompany account for clients who purchase the ADP Bi-Directional Connector.
Express SoR will eliminate time spent completing the ADP Setup Wizard while ensuring unified and synchronized foundational data between ADP and ClearCompany.
A core component of ClearCompany's ADP Bi-Directional Connector is the ability to set ADP as your system of record, populating and keeping foundational data aligned between both systems. Once you've completed this setup, ClearCompany will run an hourly automated sync to ensure that your data remains up to date at all times.
The following data will be managed and maintained within ADP, meaning that any update you make within ADP will remain in sync with ClearCompany.
In this article:
Set-Up Process
What to Know After System of Record is Complete
Error Messages
FAQ
Additional Resources
Set-Up Process
- To begin the Setup Wizard, log in to ClearCompany as an administrator. You will be presented with the banner at the top asking you to "Get Started" setting up your System of Record.
- When "Get Started" is selected you will be navigated to the ADP Connector Setup page, where your information will start loading into the system.
- When the information has loaded you will be presented with the 4 ADP Data Points: Job Titles/Roles, Departments, Locations/Offices, and Employees.
- You will now have the option to toggle on/off the sync settings for the 4 data points. This toggle indicates whether or not the information data point will be brought into ClearCompany.
- On: Indicates the information will be included and synced from ADP to ClearCompany.
- Off: Indicates the information will be excluded and not synced from ADP to ClearCompany.
- Departments and Employees also have the option to use Company Code to Include/Excludes those data points. Using this checkbox will allow you to choose which departments or employees you want to exclude by an entire Company Code. *ADP Vantage clients will see Payroll Group Codes instead of Company Codes.
- Once you have finalized which data points you want to sync you can then select "Start Sync Process Now"
- Once the sync starts, you will be navigated back to the homepage where you can select "See Import Status". You can also navigate to Tools>Setup>ADP Integration Management and you will be presented with the Sync Status.
- Once the sync is complete, you will see a status of when the sync was last updated and if there were any users synced with errors.
If you had an existing ClearCompany account prior to purchasing the ADP connector, then you will be presented with the Alignment Wizard when you are ready to complete the System of Record. Utilizing the Alignment Wizard allows you to match your ADP data with existing ClearCompany data.
If there is no match between the two systems, you have the option to create a new data point in ClearCompany based on what is available from ADP. For example, if you have a department in your ADP instance that does not have a match within ClearCompany, then you have the option to create a new Department in ClearCompany with the same name as what you have in ADP. Moving forward, any new hires that are hired into this Department will have that data point sync over to ADP.
For an overview of the Alignment Wizard, please watch the video below.
Alignment Wizard Steps
1. To begin with, the Alignment Wizard, log in to ClearCompany as an administrator. Navigate to Tools -> Setup -> ADP Integration Management. You will be presented with the following page:
2. Click Begin Setup Now. The next page will give you Sync Settings. Here, you can exclude Departments and Employees by Company Codes (also known as Payroll Group Codes). This will help speed up the wizard if you know there are certain Company codes you wish to keep excluded from ClearCompany.
3. Next, click begin setup at the bottom of the screen to go through Offices, Departments, Roles, and Employees that will be either aligned with existing ClearCompany data or created from ADP.
Offices, Departments, and Roles
On each page for Offices, Departments, and Roles, you will be shown the ADP data that will create a corresponding entity within ClearCompany, along with entities that were automatically aligned. Please be sure to read the instructions at the top of the page.
New Entities/ Manually Aligning
The first list of entities on each page will be the location, departments, or job titles in ADP which were not automatically aligned to an existing ClearCompany office, department, or role.
On the left will be your data from ADP. The blue arrow will link to the entity in ClearCompany. As seen in the image below, there is a blue 'New' tab next to the data for ClearCompany. This is indicating that a new entity will be created in ClearCompany.
If you go all the way to the right of the page, you will see an options dropdown. For each data point, you can select to either not create this entity, or let the system know you already have an entity in ClearCompany that you'd like to match the value from ADP on. If you select that you already have an entity in ClearCompany to match on, you will be brought to the following screen to find and confirm the entity in ClearCompany:
Automatically Aligned Entities
The bottom of each screen will show you which ADP and ClearCompany entities were automatically aligned based on matching names
You also have an "options" choice here to either make that a new entity within ClearCompany, or to align to a different ClearCompany value
Additional Details
While you are walking through the wizard, if you make any changes to your ADP data that you would like to see reflected in the wizard, click Options -> Refresh Data - I made changes in ADP
Each entity 'pill' on these pages also shows you the count of how many employees are currently associated with that entity. For instance, in the screenshot below we can see that 14 employees are currently assigned to the Advertising Specialist Job Title within ADP.
Once you've configured all offices, departments, or roles on each page, click the blue 'Proceed with these {Entity type}' button at the bottom of the page to be taken through to the next screen. You can also go back to previous screens at any time, or choose to save your progress by selecting "Finish Later".
Employees
There are two additional screens related to employee data. The first works the same as the previous office, department, and role screens, asking you to align or create new employees.
The second employee screen titled "Provide Missing Employee Data" functions differently than the previous four pages. Those differences are:
- At this stage, you cannot exclude any employees. That can only be done by Company Code at the beginning of the Setup Wizard
- As described in the page instructions, you will be given a list of any employee that is not currently assigned one of the following foundational data points:
-
- Role (ie Job Title)
- Department
- Office (ie Location)
- For data quality within your ClearCompany account, such as within performance reviews and reporting, it is advised that you fill out any missing data here. However, if you choose not to you can proceed, and default values will be assigned for any missing data point. This information can also be updated directly in your ADP account and will be reflected upon the next sync of data
- You can use the table as shown below to fill out the missing data
-
- From the Options dropdown, you can also choose to add permissions for all employees that get created in ClearCompany. The available permissions to add are Performance Management and Goal Alignment, which are needed to be included in performance reviews and to add goals, respectively. These permissions will not be added to existing ClearCompany user accounts which get aligned with ADP data.
- Please Note: Due to current functionality limitations, only ClearCompany user accounts which are created directly from ADP will be assigned permissions. This means if you utilize ClearCompany onboarding, any candidate that you onboard and then send to ADP via the new hire data transfer will not be assigned the permissions. Our team is currently looking into this, but we do not yet have a timeframe on when that functionality will be updated
Finalizing Setup
Once you've ensured all of the data that will be created in ClearCompany is accurate, click Enable on the final screen to finalize the wizard.
At this point, the two systems will begin the process of initially syncing/aligning data, which could take up to several hours depending on the amount of data in your ADP instance. You can continue checking on the status by navigating to Tools -> Setup -> ADP Integration Management within ClearCompany.
What to Know After System of Record is Complete
Once you have finalized your System of Record setup, your account is now actively synced to ADP! You can now work with your primary ClearCompany contact (which should be an Implementation Manager for new clients or Customer Success Manager for existing clients) to have ClearCompany support proceed with the New Hire transfer integration setup.
Additionally, you can view your System of Record status and manage some limited settings moving forward from Tools -> Setup -> ADP Integration Management. See below for information on that menu.
The Sync Status tab on the ADP Integration Management menu provides information on when the last data sync was run between ADP and ClearCompany.
An automated sync will run every hour between the two systems, which will pull over any new updates to your aligned ADP offices, departments, roles, or employees, as well as create any new entities in ClearCompany which were created in ADP.
If you made a change in ADP that you would like to see reflected right away, you can click the "Pull Updates Now" button to run a manual sync. This can be done at any time.
This screen gives you a snapshot of how your System of Record was configured. If you chose to fully exclude any entity type, the arrows in the screenshot below would instead be colored red.
Using the ADP Include/Exclude features, you can select to Change/Update any of the Data Points available.
Error Messages
This error will occur if we are unable to retrieve information from ADP initially. We recommend refreshing the page. If the error still occurs, reach out to ClearCompany support at support@clearcompany.com so we can look into the issue.
FAQ
Yes. We recommend reaching out to your ClearCompany representative.
Comments
Please sign in to leave a comment.