How do we avoid having duplicate user accounts created in PolicyStat?

Issue/Objective

Avoid Creation of Duplicate User Accounts in PolicyStat

Environment

PolicyStat; Client Identity Provider (i.e. Azure, Okta, etc.)

Procedure/Resolution

Avoiding duplicate account creation is critical to ensure users are authenticating into an account with the proper assignments and permissions.
 

Click for Single Sign-On Configuration

Accounts can be auto-provisioned when a user logs into PolicyStat for the first time or a Site Administrator can manually create the account. Ensuring the correct username is used for the account is critical otherwise a duplicate user account will inevitably be created.
 
Single Sign-On settings would need to be updated to pass over the different claims attributes. The key concept to know and to avoid the issue is to use a static username value. Also, ensure the user's static username (UPN - User Principal Name) value will not change within the SSO identity provider. Duplicate user accounts can be inadvertently created when a user's last name changes, or there is a misspelling in the original name/account created. Establishing the username NOT as an email address can be one option.

For assistance updating usernames for existing users in bulk, contact PolicyStat Support.

A current full user list can be exported from PolicyStat using the Bulk Account Update function. The updated value for the new username can be added to the spreadsheet data as a separate column and all other columns can be removed. Support can run a username update to change the usernames to the new one.  When requesting support assistance please only include two columns in a CSV file as shown.

 

Click for Active Directory Configuration

Similar to an SSO configuration, user accounts can be auto-provisioned when the AD sync occurs with PolicyStat or a Site Administrator can manually create the account. Ensuring the correct username is used for the account is critical otherwise a duplicate user account will inevitably be created.

Correcting Duplicate User Accounts

If duplicate accounts already exist in PolicyStat can still assist to guide you through making updates to user accounts to get the correct username set on the correct account.  There is also a merge and deactivate function available individually on each account if the duplicate impact is relatively small.