Who is this article for?

Administrators responsible for user management.

Administrator permissions are required.

When Mazlan Home is enabled for your organisation, user accounts are shared between Mazlan Home and Ideagen Quality Management.

This article explains how to use the data sync to create, deactivate, and delete users as needed.

Overview

Mazlan Home and Ideagen Quality Management work together to synchronize user account information: 

When a user is created or updated in Mazlan Home, the user account is automatically created in Ideagen Quality Management, and user information is synchronized.

When a user is created in Ideagen Quality Management, the user account is automatically provisioned to Mazlan Home, and user information is synchronized.

When a user is deactivated or deleted in Mazlan Home, the changes are synchronized one-way: Mazlan Home sends changes to Ideagen Quality Management to be applied automatically. Ideagen Quality Management does not send this data back to Mazlan Home. This means you manage the user lifecycle in Mazlan Home, and Ideagen Quality Management keeps itself in step. 

Synced data

Non-synced data

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

• Profile Photo
• Office
• Home Phone
• Home Address
• Other custom fields

Viewing sync status

The Personnel list in Ideagen Quality Management includes a Mazlan Home 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.

You can also filter the Personnel list by status using the Mazlan Home Sync Status dropdown at the top of the page.

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

How you create a user depends on a single setting: distributed provisioning.

Distributed provisioning

By default, distributed provisioning is enabled, allowing you to add users in either Mazlan Home or Ideagen Quality Management. 

You can change this in the Administration System Settings, under the Mazlan Home tab:

Creating users in Mazlan Home

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

Name display

The way a user's name is populated depends on where the user account is created.

When a user is created in Mazlan Home

By default, the user's Full Name in Ideagen Quality Management is created using their First Name and Last Name from Mazlan Home.

First Name: John
Last Name: Smith
Full Name in Ideagen Quality Management: John Smith

If the user's First Name or Last Name is updated in Mazlan Home, the Full Name in Ideagen Quality Management is updated when the user's information is next synced.

When a user is created in Ideagen Quality Management

When a user is created directly in Ideagen Quality Management, the user's Display Name in Mazlan Home is populated from their Full Name in Ideagen Quality Management by default.

Full Name in Ideagen Quality Management: John Smith 
Display Name in Mazlan Home: John Smith

Configurable User Name Format When Synced from Mazlan Home

Administrators can use the following IQM Core settings to control how names are handled:

Keep Existing Full Name
When Keep Existing Full Name is enabled, an existing Full Name in Ideagen Quality Management is not overwritten by Mazlan Home. This allows administrators to retain an existing Full Name that was configured before Mazlan Home became the source for user information.

The user's First Name and Last Name continue to synchronize from Mazlan Home.

Personnel Full Name Format
This setting determines how the Full Name in Ideagen Quality Management is created from the user's First Name and Last Name.

You can choose:

• First Name Last Name — John Smith
• Last Name, First Name — Smith, John

The selected format applies to new users and existing users whose Full Name is not protected by Keep Existing Full Name.

Mazlan Home User ID

When you edit a user, the Personnel edit page now shows a read-only Mazlan Home User Id field. This is the unique identifier that links the Ideagen Quality Management record to the matching account in Mazlan Home, which is useful when reconciling accounts across the two systems.

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 Mazlan Home 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.

Creating users in Ideagen Quality Management

When distributed provisioning is on (default), the Add User(s) button opens the Ideagen Quality Management user editor instead of redirecting to Mazlan Home. Ideagen Quality Management creates the user and publishes the account to Mazlan Home in the background.

While the account is being registered, the user status shows as Pending Mazlan Home Sync. This normally clears within a few seconds and the user becomes active. 
If Mazlan Home rejects the account (for example, the username already exists), the status shows as Mazlan Home Sync Failed. Ideagen Quality Management retries up to five times before marking it failed. Hover over the status badge for the reason, then re-publish, or link the Mazlan Home User Id manually.

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 in Mazlan Home

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.

Disabling a user in Ideagen Quality Management

Important

Disabling a user directly in Ideagen Quality Management will not sync the change back to Mazlan Home.

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 Mazlan Home 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.

Can I create users in Ideagen Quality Management instead of Mazlan Home?

Yes. Distributed provisioning is on by default, so the Add User(s) button opens the Ideagen Quality Management user editor and the new user is published to Mazlan Home automatically. If it is switched off, the Add User(s) button redirects to Mazlan Home.