Synchronizing Nexonia Users from NetSuite Employees or Vendors

In most NetSuite-integrated Nexonia instances, the Nexonia user list is synchronized from NetSuite Employees and/or Vendors. This happens during the Configuration Sync process.

When synchronizing new users, it must be done with a "Full Sync". The Full Sync is initiated by your Administrator team within Nexonia by clicking:

Integration tab>> Integration Setup>> Configuration Data>> Run a Full Sync Now

The Full Sync will run in the background, and completion times will vary depending on how much data you are syncing. You can check if a sync is complete within Nexonia by clicking:

Integration Tab>> Configuration Sync

A "Success" Status indicates a completed sync with no issues.

For long sync times, it is recommended to initiate a Full Sync during quiet hours to minimize service disruption for your users.

Alternatively, you can submit a ticket to have scheduled daily Full Configuration Syncs overnight.

When a Nexonia user is linked through the integration to a NetSuite Employee or Vendor, changes on the NetSuite side will be reflected in Nexonia. The linkage is established using a hidden ("Integration ID") value, so the email address or name can be changed on the NetSuite Employee or Vendor, and the Nexonia user will be updated accordingly without breaking the link. 

New Users that are created from the integration can receive an automatic notification that includes first-time login instructions. See the "Automatically Notify New Users Synchronized from NetSuite" article for details.

Qualifying a NetSuite Employee or Vendor for the User Integration

To qualify for the user integration, a NetSuite Employee or Vendor must:

• have a first name and a last name
• have an email address 
• be active
• not have a termination date that has passed
• have the custom checkbox field (usually called "Nexonia") checked
• this may not be enabled in your configuration if you are only syncing users from NetSuite Employees, however it is required to synchronize users from NetSuite Vendors

Synchronization behaviors

A Nexonia user will be created when all of the following are true: 

• a NetSuite Employee or Vendor qualifies for the user integration
• the NetSuite Employee or Vendor is not already linked through the integration to a Nexonia user
• the NetSuite Employee or Vendor does not match (by email address and name) an active Nexonia user that is not already linked through the integration to another NetSuite Employee or Vendor

A Nexonia user will be made inactive when either of the following are true:

• the Nexonia user does not match (by email address and name) a NetSuite Employee or Vendor that qualifies for the user integration
• the Nexonia user is already linked through the integration to a NetSuite Employee or Vendor that no-longer qualifies for the user integration

A Nexonia user will be linked to a NetSuite Employee or Vendor when all of the following are true:

• a NetSuite Employee or Vendor qualifies for the user integration
• the NetSuite Employee or Vendor is not already linked through the integration to a Nexonia user
• the NetSuite Employee or Vendor matches (by email address and name) an active Nexonia user that is not already linked through the integration to another NetSuite Employee or Vendor

Best Practice for User Creation

If your NetSuite-integrated Nexonia instance is configured to synchronize users from NetSuite, do not create users directly in Nexonia. Instead, create users first in NetSuite as Employees or Vendors, ensure that they qualify for the integration, as outlined above, then run the configuration sync. The synchronization will create new users that are linked to the NetSuite Employees or Vendors, which you can see from Settings > Users. 

Excluding Nexonia Users from the Synchronization

You may wish to create a user directly in Nexonia without synchronizing the user from NetSuite. This is commonly done for approval-only users, or users created for auditing purposes. Note that if a user is not linked through the integration to a NetSuite Employee or Vendor, their data (expenses, time entries, etc.) will not export to NetSuite. 

1. Settings > Users > Add
2. Fill out Email Address, First Name, Last Name, Role (all are required), and any other optional fields
3. Near the bottom of the page, set "Ignore for Integration: Yes"
4. Apply

A user configured this way will not be made inactive or linked during the integration according to the behaviors described above.