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Linking MIS records to RM Unify user accounts
Published Date : 18 Jan 2021   Last Updated : 30 Jun 2022   Content Ref: TEC7674490  





Symptoms

This article explains how to link MIS records to RM Unify accounts when using MIS Sync in Link Mode. Once your MIS records and RM Unify accounts are linked, data from the MIS will take precedence. So, along with MIS group information, an RM Unify user's role, first name, last name and display name values will all reflect that which is in the MIS. 

For students, a linked RM Unify user's display name is concatenated using <MIS first name><MIS last name>, e.g. Susan Johnson. 

For staff, a linked RM Unify user's display name is concatenated using <MIS title><MIS first initial>.<MIS last name>, e.g. Ms S. Starling. Staff have the ability to change their own display names, please see the Other Useful Articles section below.



Procedure

  1. Sign into RM Unify as a user with super admin rights.
  2. Click the Link Users section in the RM Unify Management Console:
Image showing the Link Users section

  1. Click 'Display as Table'. Users will be in one of seven possible group categories as shown in the image below: 
Image showing 'Display as Table'

  1. Once you have worked through the rest of this article and successfully completed the linking process, you should have:
    • a user count in 'Users linked to their MIS record'
    • a possible user count in 'Users not in MIS'
    • a zero value for 'Users with a likely MIS record match'
    • a zero value for 'Users with a possible MIS record match'
    • a zero value for 'Users not matched to an MIS record'
    • a possible user count in 'MIS records for people without an RM Unify account'
    • a zero value for 'MIS records not matched to an RM Unify user'
Image showing successfully completed linking

How to link accounts
  1. Click 'View users' next to 'Users with a likely MIS record match' to display a grid containing the users within the group.
Image showing the grid containing the users within the group

  1. Click 'View key' at the top right-hand side of the screen to understand the status of a user before you approve their link. RM Unify users that have a matching role type and full name (or first initial and last name) to that of an MIS record are classed as a 'likely match'. Users that have a matching role type and last name to that of an MIS record are classed as a 'possible match'. These matches will not be linked until you approve them.
  2. In the Users grid, click 'Link match' to link a user if the suggested match is correct.
  3. If you agree with all suggested likely matches on the page, you can click 'Link all displayed matches' at the bottom of the page to link them in bulk. This bulk option is not available for possible matches.
  4. Click Save to make any changes.
  5. To change or view the suggested match, click 'View/change match'.
Image showing the drop-down arrow beside 'Link match'

  1. The RM Unify user and their matching MIS record will be displayed in a pop-up window. If you wish to change the matched MIS record, use the search field to type the name of the desired MIS user and click 'Link match' when found.
Image showing the search field

  1. If an RM Unify user does not have a record in the MIS, select 'User not in MIS'.
  2. Click Close to close the 'View/Change user's matched MIS record' window.
  3. Click Save to save any changes.
  4. Once all the users in the chosen group have been successfully linked to their MIS records, or set to 'User not in MIS', return to the 'Display as a Table' view.
  5. Repeat steps 1-11 for 'Users with a possible MIS record match'.

Users not matched to an MIS record
  1. Click View users next to 'Users not matched to an MIS record'.
  2. If the RM Unify user has an MIS record, click 'Find match'.
  3. Search for the MIS record, select and click 'Link match'.
  4. If you are unable to find the MIS record, please contact RM Cloud Support for further assistance.
  5. If the RM Unify user does not have an MIS record, click 'User not in MIS'. Alternatively, use the button 'Displayed users are not in MIS' to update all the displayed users in bulk.
  6. Click Close and Save.

MIS records not matched to an RM Unify user
  1. Click view next to 'MIS records not matched to an RM Unify user'.
  2. For each MIS record, click View to see the MIS record details.
  3. If the MIS user does not have an existing RM Unify account, click 'has no RM Unify account'. Alternatively, use the button 'Displayed records have no RM Unify account' to update all the displayed users in bulk.
  4. Click Close and Save.
  5. If the MIS user does have an existing RM Unify account and you cannot find it or match to it, please contact RM Cloud Support for further assistance.

To remove a link
  1. Once an RM Unify user is linked to an MIS record, a green 'L' symbol (as shown in the image below) will appear next to their name under the Name column. You may remove the link at any time by clicking 'Remove link'. There is currently no option to unlink users in bulk.
Image showing the green 'L' symbol


Checks

On successful completion of linking, all RM Unify users are in either 'Users linked to their MIS record' or 'Users not in MIS'. Confirm that the 'Display as a Table' view has:

    • a user count in 'Users linked to their MIS record'
    • a possible user count in 'Users not in MIS'
    • a zero value for 'Users with a likely MIS record match'
    • a zero value for 'Users with a possible MIS record match'
    • a zero value for 'Users not matched to an MIS record'
    • a possible user count in 'MIS records for people without an RM Unify account'
    • a zero value for 'MIS records not matched to an RM Unify user'
Image showing successfully completed linking


Possible Issues

Switching to MIS Sync Create mode

If you are completing MIS linking as a pre-requisite to switching to Create mode, you will be prevented from making that switch until the RM Unify user accounts and MIS records are in the expected states. The information message below will be shown with a link to this article.

Image showing the information message


Other Useful Articles

How to edit the display name for Teaching or Non-Teaching Staff accounts in RM Unify (TEC5730647)

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Document Keywords: MIS, MIS records, mis, mis records, linking mis records to rm unify user accounts, linking MIS records to RM Unify, rm unify, create mode, link mode, mis sync in create mode, mis sync in link mode, TEC7674490


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