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Integrate UKG with Lattice

Dianmarie De Jesus
  • Updated

Sync your company's UKG Pro employee information with Lattice

If your company uses UKG Pro for HCM, then your organization can enable a ready-made integration designed to create and update UKG Pro employee records in Lattice.

Note: To connect your UKG Pro account with your Lattice account, you must first ensure that you have administrator access in both Lattice and UKG Pro.

What employee information will come over to Lattice from UKG Pro?

Lattice will populate the fields below when fetching employee and person details from UKG Pro:

  • Name 
  • Preferred full name
  • Preferred display name
  • HRIS full name
  • External User ID 
  • Email address 
  • Phone number 
  • Job title (if empty, job description)
  • Department
  • Manager
  • Birthdate
  • Gender

Note: UKG Pro “Supervisor” field value is synced to Lattice “manager” field and UKG Pro Organization Level with code “Dept” and description “Department” are synced to Lattice as “department”.

Lattice also allows admins to import custom attributes from UKG Pro. This is covered in the ‘Map User Custom Attributes” section.

 

Step 1: Setup a UKG Pro Service account

The prerequisite to connecting your UKG Pro account with your Lattice account is the creation of a new “service account” in UKG. A service account provides your Lattice account with the authorization needed to fetch employee data from your UKG Pro account. 

Follow the steps below to create service account credentials and enable view access to the integration web service:

  1. Sign in to UKG Pro using your administrator credentials.
  2. Navigate to System Configuration > Service Account Administration.
  3. Select the add (+) button atop the right side of the page to create a Service Account.
  4. Create a username and password for this service account and enter a valid email address.
  5. Under Web Service, check the box to specify the permission types (Add/Edit/Update/View/) the account can access. add_or_change_service_account.pngThe integration will require View permissions in each:
    • View role for the Personnel Integration 
    • View role for the Company Configuration Integration
    • View role for the Employee Person Details 
  6. Select the Save icon atop the page.
  7. UKG will display a new password for the service account. Be sure to store this password right away and in a secure location. The password will only display once, so if it is lost or forgotten a new one will need to be generated for this service account.
  8. Select Ok.
  9. Navigate to System Configuration > Web services.
  10. Copy and store the Customer API key and Business Intelligence web service endpoint domain to be used in the next step of enabling the integration. Note: Do not copy the entire web service URL. Instead, only copy the domain. For example, the domain for http://Servicet.ultipro.com/services/BIDataService would be Servicet.ultipro.com. web_domain.png

Step 2: Connect Lattice to the UKG Pro Service Account 

  1. Login to Lattice.
  2. Navigate to Admin > Settings > Integrations.
  3. Select the UKG Pro integration. 
  4. Enter the following information:
    • UKG Pro domain
    • Customer API key
    • UKG Service Account Username
    • UKG Service Account Password
  5. Select the employee type to import: Part Time employees, Full time employees, or both. Employees can only be pulled into Lattice based on employee type.
  6. Select Connect.

Step 3: Map User Custom Attributes

When employee records are fetched into Lattice from UKG Pro, Lattice queries employment details and person details to sync standard fields.

Lattice also queries Platform Configuration Custom Fields Data for Platform Configuration Custom Fields, which permits UKG Pro administrators to create new configured fields on a variety of domain model classes.

Fields from these UKG Pro domain model classes in UKG Pro are fetched:

  • Address
  • Person
  • PersonName
  • Employee
  • PhoneNumber
  • Employment

Note: For platform configuration Business Rules, Lattice will fetch the code value and not the description.

Once custom fields have been created in UKG Pro, Lattice admins can choose to import custom attributes from UKG and map it to Lattice user custom attributes.

Lattice department attribute

Department is not a fixed standard attribute in UKG Pro, but department can be entered as an Organization Level in UKG Pro. This will make the department data visible in the employee details, allowing Lattice to sync those department values with employee record processing.

To ensure that Lattice syncs a department value for employees:

  1. In UKG Pro, navigate to System Configuration > System Settings > Display.
  2. Add an Organization Level with the following information:
    • Code: Dept
    • Description: Department

organization_level.png

Syncing Options

Before enabling the automatic sync or choosing to perform a manual sync, please be sure you’ve mapped UKG custom attributes to Lattice custom attributes.

Option 1: Sync employees manually

  1. Navigate to Admin > Settings > Integrations.
  2. Click on the Sync button. This will import new users and update existing ones.

Option 2: Auto-sync your employees nightly

  1. Navigate to Admin > Settings > Integrations.
  2. Select the Automatic (nightly) option (This will happen at 1 am Pacific Time).
  3. Click on the Save button.

Note: Even if you choose the automatic sync option you will always have the option to manually sync during the day if needed. This option is enabled by default.

Monitor UKG sync updates

Once a manual or automatic sync has been processed, a Lattice administrator can view the status of the record processing through the People Import Logs. Learn more in The Import Log.

Invite New Users

Lattice will create a user for each user fitting the criteria you selected and set their name, title, email, and manager. Once you're ready to invite users, navigate to Admin >  People > Created > Invite All Users. This will email the team for the first time and can also be used as a nudge to resend invites if employees are slow to accept.

invite_all_users.png

Note: UKG Pro allows for a single person to have multiple employment records (for example, when that person has belonged to 2 company records). In most if not all cases, one employment record would be active and the other inactive. In a scenario where a person has multiple employment records, Lattice will fetch the employment record with the most recent Date in job date.

Disconnecting

If you need to disconnect the UKG Pro integration with Lattice at any time, you can do so from the Integrations page Admin > Settings > Integrations within Lattice.

When disconnecting, you will also have the option to remove external IDs upon disconnecting.  This would remove the external user ID’s (UKG Pro) tied to each user.  If you were to integrate again, ID’s would be reassigned using the emails as the unique identifier between the two systems.  If you want to disconnect the integration in order to integrate with a different external system, choose this option.

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