Creating an End User List from the Contact Database

1: Overview

You can populate an end user list directly from the contact database and keep it in sync with updates made through the attached hierarchy or synced survey data. Syncing can also be toggled on or off as needed.

You can populate any existing end user list, whether it's empty or contains users. If the list hasn’t been created yet, you can create it using the End User Management tool in Smarthub or in Professional Authotinh.

Note: This process links the end user list to a contact database. Updates made to the contact database through hierarchy uploads or survey synchronization will be reflected in the end user list.

2: Create End User List

You can create an end user list in either SmartHub or Professional Authoring.

2.1: In SmartHub

1. In SmartHub, click "Contacts" in the sidebar.

2. Click the name of the desired contact database.

3. Click "Settings" in the contact database.

4. Select "Create End Users from Contacts".

2.2: In Professional Authoring

1. In Professional Authoring, go to End Users > Lists.

2. Click "Add New List" and enter a name.

3. On the "General tab", set the Smarthub ID by copying it from the hub’s URL.

4. Click the Save button.

3: Map Contact Fields

In the Create end users from contacts overlay:

1 Sync Now – Manually trigger synchronization between the contact database and the end user list.

2 Prefix – Optional field used for single sign-on (SSO) configurations. Enter the correct prefix string if required.

3 Username * – Select the contact field that will be used as the username in the end user list. Required field.

4 Email * – Select the contact field to be used for email addresses. Required field.

5 First name – Select the contact field to populate first names in the end user list. Optional field.

6 Last name – Select the contact field to populate last names in the end user list. Optional field.

7 Only sync contacts where – Choose a contact field to use as a sync filter. Optional filter.

8 Equals – Enter the value the contact field must match for inclusion in the end user list.

9 Synchronization Toggle – When enabled, the end user list automatically updates when the contact database changes.

10 Cancel – Exit the overlay without saving changes.

11 Save – Save your field mappings and sync settings.

4: Filter Sync with Conditions (Optional)

To create end users only from a filtered subset of the contact database:

4.1: Use the "Only sync contacts where" filter

1. Select a variable from the contact database.

2. Enter the value the contact must have to be included. Example: To include only managers, set Manager equals yes.

3. Click the Save button to apply your settings and begin syncing.

5: Automatic and Manual Synchronization

Once configured, the end user list will automatically update when:

• Hierarchy Management uploads new data.

• Survey data is synchronized back to the contact database.

You can also synchronize the end user list manually if the contact database is updated without being uploaded from the hierarchy or a survey (Manually Synchronizing Contacts to an End User List).

6: What Happens During Sync

• New contacts are added to the end user list.

• Existing user details are updated.

• Deleted contacts are not removed, but they are marked as inactive in the end user list.

Tip: You can toggle synchronization on or off at any time from the end user list settings.