Installation

User Provisioning & Organization Structure Synchronization

1. Installing the GetConnectors

TIP

If you do not intend to use the Certificate sharing functionality, you do not need to install the SkillsTown_Certificates.gcn Connector or perform the steps under the header "Certificate Sharing" below.

1. Download the Get Connector files SkillsTown_Employees.gcn, SkillsTown_Organizational_Chart_Current.gcn and SkillsTown_Certificates.gcn to a folder on your hard drive.
2. In AFAS Profit, navigate to the GetConnector Beheren screen (Algemeen/UItvoer/Beheer/GetConnector).
3. Click on Meer acties, then Importeren, and select the SkillsTown_Employees.gcn, SkillsTown_Organizational_Chart_Current.gcn and SkillsTown_Certificates.gcn files.

NOTE

There are three fields that the integration can use for the user's email address. By default, we use the field: 'Email_Address_User' - this is the email address the user logs in with on your AFAS environment. Alternatively, 'Email_Address_Zakelijk' or the 'UPN' field can be used.

2. Filter the GetConnector optional

The following steps are optional and allow you to filter the data sent to SkillsTown. For example, you can filter out employees you do not want to map to the SkillsTown platform.

1. Search for the installed GetConnector SkillsTown_Employees and double-click it.
2. Click Volgende to proceed to the next screen.
3. Click the Gegevens button to open a new screen.
4. On the new screen, click Volgende to access the filter options.
5. In the 'Filter op deze waarden' column, provide any relevant filters for your situation.
6. Optionally, apply similar filters to the SkillsTown_Organizational_Chart_Current.gcn file.

3. Set Authorizations

NOTE

It is considered best practice to create a new gebruikersgroep (user group), though it is not strictly necessary. The following instructions will guide you through creating and configuring a new group.

1. Navigate to the Authorisation tool within AFAS Profit (Algemeen/Beheer/Authorisatie tool).
2. Click the Nieuw button and select Maak een geheel nieuwe gebruikersgroep, then click Volgende.
3. Provide a group name and description.

   TIP

   Use a naming convention like INT_SKT_1 to indicate "Integration" (INT), "SkillsTown" (SKT), and include a numbering system for multiple groups.

4. Select Handmatig (H) in the Vullen op basis van dropdown.
5. Click Voltooien to complete the creation of the user group.
6. Go to the Onderhoud gebruikers tab at the top of the screen.
7. Click the 1. Nieuwe systeemgebruiker button.
8. In the Gebruiker field, type your AFAS omgevingsnummer, followed by a period and a name for the user (e.g., 812345.skillstown).
9. Provide a description in the Beschrijving field.
10. Find the new user in the list and select the row.
11. On the right side of the screen, go to the Lid van groep tab and click Nieuw.
12. Select the group created in step 3.
13. Navigate to the Authorisatie tab (next to 'Lid van groep').
14. Ensure the following path is open: HRM > Medewerker > Medewerker (MSS) > Filters > HRM-medewerkers.
15. Select the row Alle medewerkers and ensure that the authorization for this group is activated.

4. Creating the App Connector

NOTE

App Connectors are collections of GET- and/or UPDATE Connectors. This App Connector will be reused for other Get Connectors (e.g., Organization Sync and Certificates).

1. Navigate to App Connector within AFAS Profit (Algemeen/Beheer/App connector).
2. Click Nieuw and provide a descriptive name for the App Connector.
3. If you created a new gebruikersgroep in step 3 (Set Authorizations), select it here.
4. Click Volgende to proceed.
5. Click Nieuw to start searching for the GetConnectors added in step 1 (Installing the GetConnector) and select them.
6. Click Volgende and then Volgende again.

   NOTE

   The Certificate Update Connector will be added later.

7. Double-click the App Connector just created.
8. Navigate to the Gebruikerstokens menu item.

   WARNING

   Deleting the default token might seem unusual but is necessary. Ensure you delete the token matching the name you provided in step 3 (Set Authorizations).

9. Click Nieuw to add the same user again.

   WARNING

   The token displayed will only be visible once. Copy it immediately and handle it as sensitive information. Share this token securely with SkillsTown.

10. Click Voltooien to finalize.

Certificate Sharing

1. Create type dossieritem

1. Go to CRM / Dossier / Inrichting / Type dossieritem.
2. Choose Nieuw.
3. Provide a description (for example Certificate).
4. Ensure Dossieritems nummeren, Toelichting and Bestand koppelen are checked. The rest can remain unchecked or at their default values.
5. Choose Volgende.
6. Ensure Vrije velden gebruiken is checked.
7. Choose Voltooien.
8. Find out what number the type dossieritem has received and provide this to SkillsTown.
9. Also check which value is in the Tabel field for this new type dossieritem (Vrij dossieritem: nn) and provide this to SkillsTown.
10. Open the type dossieritem.
11. Go to the Bestemming tab and select the destination Medewerker. Then choose the action Verplicht.
12. Choose the option Opslaan en sluiten.

Data to send back to SkillsTown

Item	Value
Type dossieritem	xx (step 8)
Vrij dossieritem nummer	xx (step 9)

2. Authorization type dossieritem

1. Go to Algemeen / Beheer / Autorisatie tool.
2. Go to the Onderhoud filters tab.
3. Expand CRM on the left side and check if Dossieritem vastleggen: type dossieritem is set to Volledige toegang. If so, there is no filtering active for creating dossieritems in this environment. Proceed to step B10.
4. If Volgens filters is displayed, filtering is active on type dossieritems and a filter must be created for the new type dossieritem.
5. Select the row with Dossieritem vastleggen: type dossieritem and click Nieuw on the right side.
6. Choose a Omschrijving for this filter, for example Type dossieritem nn, where nn is the number of the type dossieritem you created.
7. Select the field Type dossieritem (Type) under Veldnaam.
8. Enter =nn under Filter op deze waarden, where nn is the number of the type dossieritem you created.
9. Choose Opslaan.
10. Repeat steps B3 to B9 for the row with Dossieritems on the left side of the screen.
11. If filtering is active for Dossieritem vastleggen: type dossieritem, choose Onderhoud groepen on the left side of the screen and select the group created for the SkillsTown integration.
12. Go to the Autorisatie tab on the right side of the screen.
13. Expand the following items: CRM / Dossier / Dossieritems / Filters / CRM - Dossieritems.
14. Ensure that the filter created in steps B5 to B9 is activated.

    TIP

    It is possible to add up to 3 Kemerken to each Certificate that is shared. Please make sure to share these Kenmerk (number values) for each Certificate that will be shared between the applications.

Fieldtype	Label	Lenght	Field Name
Tekst	Certificate ID	128	BIJVOORBEELD1234567890ABCEFDG
Tekst	Name Course	128	BIJVOORBEELD1234567890ABCEFDG
Datum	Certification Date	N/A	BIJVOORBEELD1234567890ABCEFDG
Datum	Expiration Date	N/A	BIJVOORBEELD1234567890ABCEFDG
Webadres	Certificate Link	255	BIJVOORBEELD1234567890ABCEFDG

NOTE

Ensure all steps are followed carefully and that required details are shared with SkillsTown.