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Custom Unique Identifier - "Custom UID"

The Team from Poll Everywhere
  • Updated

In this article:

    Custom Unique Identifier (Custom UID) is a new feature that allows universities to map a unique ID, such as a University ID, to each student. This identifier replaces email addresses as the primary identifier, ensuring accurate tracking and syncing of students across all systems, including LMS integrations. This feature resolves issues related to changing email addresses and variations between university systems, enhancing the accuracy and efficiency of student tracking and LMS integration.

    Note: The Custom Unique Identifier feature is expected to be released in Fall 2024. For more details or to schedule a demo, contact your Customer Success Manager or our Sales team here.

    Helpful tip:  To set up the Custom UID, ensure LMS integration is turned on and a SAML connection is set up. When these conditions are met, the Custom UID LMS SAML icon will appear on the "Account admin" page.

    Custom UID LMS SAML ICON.png

    Note:  The setup involves both an admin (or account owner) and a technical person familiar with SAML and LMS configurations.

    Setting up the Custom Unique Identifier

    Step 1: Accessing the Custom UID Setup: Navigate to the new Custom UID tab on the left-hand side of the "Account admin" page.

    instructions.png

    Step 2: Setting Up Custom UID

    A Three-Step Process:

    a) Instructions: Detailed guidance for admins (account Owners) and technical personnel.

    • Choose an identifier: Select an identifier that has a consistent format and is unique and unchangeable (e.g., due to name or relationship changes).
    • Identify fields: Locate the fields that store the Custom UID in both the SAML IDP and the LMS.
    • Ensure these values are identical for each user and systematically populated.

    b) Validate Keys: Ensure SAML and LMS keys are mapped correctly and tested.

    • Map fields: Provide the keys passed to Poll Everywhere by the SAML and LMS systems
    • Test keys: Monitor active SAML logins and LMS roster syncs to ensure Custom UIDs are captured correctly.

    validate Keys.png

    • Validated keys, table populated state when both keys (SAML IDP and the LMS) are saved.

    Screen 2 - Step 1 - validate Keys - table populated copy.png

    • Validated keys, table populated state when one of the keys (either SAML IDP or the LMS) is saved.

    Screen 2 - Step 1 - validate Keys - table populated - 1 Key saved (1).png

    Note:  During this step, the system continues to use the current active unique identifier (email) for logins.

    c) Launch Validated Keys: Implement the validated Custom UIDs.

    • Launch keys: Once validated, "Account Owners" can launch the keys. This ensures that a single responsible user manages significant changes.
    • Primary identifier: Once launched, the UID becomes the primary identifier. The keys will appear in the current active unique identifier box.
    • Monitor Progress: Continue monitoring logins and roster syncs on the validation page.

    Screen 3 - Step 2 - launch validate dKeys.png

    Helpful tip: You can "Download Sync Data" to access and sync all logins for the past 7 days. Monitor progress and handle any errors using the indicators provided in the table (check the table displaying unique identifiers, first name, last name, email address, and status indicator).

    Note:  If you clear one of the validation keys, historical logins and scan data will still be available for download, but the validation table will reset.

    Implementing Custom UID

    a) Approval Process:

    • Account owners can implement the custom UIDs by clicking "Continue to Approval". 

    Screen 3 - Step 2 - launch keys modal.png

    b) System Changes:

    • After implementation, the system changes the unique identifier from email to the SAML user ID and LMS user ID, showing a success message.

    Screen 4 - Step 2 -Keys implemented.png

    c) Reverting Changes:

    • The account owner can revert to using email as the unique ID if necessary.

    Screen 4 - Step 2 -return to email modal.png

    If you have any questions or run into issues, please contact the Technical Support team.

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