Who is this article for?

Administrators responsible for user management.

Administrator permissions are required.

When Mazlan Home is enabled for your organisation, it becomes the single source of truth for user accounts, with changes flowing automatically into Ideagen Quality Management.

The synchronisation is one-way: Mazlan Home sends changes to Ideagen Quality Management to be applied. Ideagen Quality Management does not send anything back to Mazlan Home. This means you manage the user lifecycle in Mazlan Home, and Ideagen Quality Management keeps itself in step.

This article explains how to use this one-way sync to create, deactivate, and delete users as needed.

Overview

Any changes made to user fields in Mazlan Home are reflected in Ideagen Quality Management. Fields that only exist in Ideagen Quality Management stay as they are.

Synced data

Non-synced data

These fields remain editable in Ideagen Quality Management but are not available or synced from Mazlan Home:

• Profile Photo
• Language Preference (translation is applicable to Ideagen Quality Management only)
• Office
• Home Phone
• Home Address
• Other custom fields

Note

The Password field in Ideagen Quality Management remains editable. This is used for accessing client tools with legacy password verification methods only (such as Header and Footer, Workflow Designer), not for logging into the system.

Viewing sync status

The Personnel list in Ideagen Quality Management includes a Hub Sync Status column, showing each user's account status between Mazlan Home and Ideagen Quality Management. Transitional states (Pending Enable and Pending Disable) are highlighted with blue and amber badges for easy identification.

Note

The Hub Sync Status column is introduced from v2026.7.0.0 onwards. You only see this column if your organisation is onboarded to Mazlan Home.

The following table explains each status:

Note

If an admin disables a user in Ideagen Quality Management, it does not disable them in Mazlan Home.

Creating users

To create a user, follow the steps in the Mazlan Home guide on creating users. New users are created in Mazlan Home and then appear automatically in Ideagen Quality Management.

Name display

Ideagen Quality Management now generates each user's full name from their first name and last name in Mazlan Home, shown as First Name Last Name. This replaces the editable Mazlan Home display name, ensuring names match your organisation's identity data.

If a user's first or last name changes in Mazlan Home and is re-synced, their full name in Ideagen Quality Management updates automatically. To change a name's display, update the first or last name in Mazlan Home.

The Personnel edit page shows a read-only Hub User Id, a unique identifier linking Ideagen Quality Management to the corresponding Mazlan Home account, aiding account reconciliation.

Automatic licence assignment

When a new user syncs from Mazlan Home, Ideagen Quality Management automatically selects a licence in the following order:

In Personnel, the user appears as Pending Enable, waiting for an admin to free a licence and activate them.

Important

You will not receive a notification when a user lands in Pending Enable. An admin has to check the Hub Sync Status column on the Personnel page to spot these users, then free up a licence and enable the user manually. This does not happen automatically.

Deactivating and deleting users

Both deactivating and deleting a user in Mazlan Home have the same effect in Ideagen Quality Management. Ideagen Quality Management does not delete user accounts; disabling preserves historical records and audit history. Users without pending tasks are disabled immediately; those with tasks stay active as Pending Disable until an admin disables them and reassigns the tasks.

Deactivating a user

To deactivate a user:

1. Follow the steps to deactivate a user in Mazlan Home.
2. Tick the Ideagen application you want to sync.
3. Click Continue.

The user will be automatically disabled in Ideagen Quality Management if they have no pending tasks.

Reassigning pending tasks

If the user still has pending task assignments in Ideagen Quality Management, the account cannot be disabled until those have been reassigned.

To reassign tasks to another user:

1. Click Disable for the user.

2. When prompted to reassign the disabled user's tasks, select another user to whom the pending tasks should be reassigned.
3. Click Disable User.

Deleting a user

Important

Deleting a user in Mazlan Home is permanent. The account is removed from Mazlan Home and cannot be recovered. In Ideagen Quality Management the matching account is disabled, not deleted. If you only need to remove someone's access, deactivating them is usually the safer choice.

To delete a user in Mazlan Home:

1. Export the list from User Management.

2. In the exported file, keep the row for the user you want to delete and remove the other rows so the file is easier to work with.
3. Update the Status column to Delete.
4. Update the Protected column to False.

5. Save the file.
6. Import the file back into Mazlan Home.

This will delete the user from Mazlan Home.

Frequently asked questions (FAQs)

A new user isn't active in Ideagen Quality Management. Why?

Check the Hub Sync Status column on the Personnel page. If it shows Pending Enable, all of your licences are currently in use. Free up a licence (for example by disabling another user), then enable the user - this does not happen automatically.

I deactivated a user in Mazlan Home but they are still active in Ideagen Quality Management. Why?

If their status shows Pending Disable, the user still has pending task assignments in Ideagen Quality Management. Disable the user and reassign the tasks when prompted; the account will be disabled once every applicable area is cleared.

Does deleting a user in Mazlan Home delete them in Ideagen Quality Management?

No. Ideagen Quality Management never deletes user accounts. Deleting a user in Mazlan Home disables the account in Ideagen Quality Management so that historical records and audit history are kept.

How do I change a user's name in Ideagen Quality Management?

Update the user's First Name or Last Name in Mazlan Home. Ideagen Quality Management derives the Full Name from those fields and updates it on the next sync.