Importing Manager Data

Last updated: October 9, 2024

Background

This article breaks down the Manager field in your📄 Source of Truthincluding how and why you set it, the impact of making changes to it, and common questions or issues.

Purpose and function

Manager information drives a lot of important automation across Lumos.

For example, we use an employee's manager to automate the following workflows:

Manager-based approvals in the AppStore. see📄 Approving Access Requests
Manager-delegated access reviews. see📄 Assigning Reviewers and Launching Your Access Review
Transferring account data to a manager during an Inactivity Workflow. see📄 Creating An Inactivity Workflow

Editing Manager settings

1. Go to your Source of Truth settings.

2. Find the Manager section and click "Edit".

3. Choose the Source App that holds the most accurate user data.

Make sure you select the "This is a user type." checkbox!

If the app you choose here isn't in your User Sources, please contact us so we can ensure you won't run into any issues! See📄 Importing User Sources

4. In the Source Field Name, choose the name of the field that holds the manager data and click "Save".

Below you can find more context around which fields are supported, and how we parse the data. Make sure you choose a supported field! See📄 Importing Manager Data

FAQs

From which apps and fields can Lumos source manager data?

The mapping of fields from which Lumos can source manager data is below.

Field	Source	Notes
Google Workspace Manager	User.relations[].type = 'manager'
Okta	Any profile field can be used to import manager data, provided it can be parsed using this logic.
OneLogin	Any profile field can be used to import manager data, provided it can be parsed using this logic.
BambooHR Supervisor ID	Employee.supervisorEId	Matches based on the exact BamooHR user id.
BambooHR Supervisor Email	Employee.supervisorEmail	Matches based on the supervisor's email address.
BambooHR Supervisor	Employee.supervisor	Matches based on text name of the supervisor. Supported format: "John Smith", "Smith, John", "John-Smith", "John.Smith"
Azure AD Email	user.manager.userPrincipalName	The UserPrincipalName for a user in Microsoft should correlate back to their email address.
Workday Manager	`Worker_Data -> Employment_Data -> Worker_Job_Data -> Primary_Job -> Position_Data -> Manager_as_of_last_detected_manager_change_Reference -> ID -> _value_1`	We cannot get this data if a worker does not have a `Primary_Job` set. If we see multiple managers here, we'll get the first one in the list.

How does Lumos parse and match my manager data?

We use the algorithm below to first detect and parse the format of the data stored in your manager Source Field Name.

If the format returns a match at any stage, but we can't successfully find a matching Lumos User after doing a lookup, Lumos will not find a manager for that User.

First, we check whether the data is stored as an email address. If so, then we look to see if there's a Lumos User associated with that email address.
Next, we check whether the data is stored in Last Name, First Name format. If so, then we look up the Lumos User associated with that name.
Next, we check whether the data is stored in First Name-Last Name format. If so, then we look up the Lumos User associated with that name.
Next, we check whether the data is stored in First Name.Last Name format.
Next, we convert the data to lowercase and append your company's email domain to the end of that data and see if there is a user with a matching email address.
- Example: If the data coming from your app was PeterParker and your company's email domain was cyberdyne.com, we would try to see if peterparker@cyberdyne.com was tied to a Lumos User.
Finally, we check whether the data is stored in First Name Last Name (ex: "Peter Parker") format. If so, then we look up the Lumos User associated with that name.

My manager information is stored in a format Lumos can't parse.

Please reach out to us so that we can discuss potential options with you.

I have an employee with no manager in Lumos, but they have one in my User Sources.

There are several possible reasons this could happen.

The "This is a user type." checkbox is unchecked. - If you don't check this box when setting the field ("Editing Manager settings" section in this article), we will not parse the data correctly.
We couldn't find a match - The matching logic above failed to find a matching Lumos User ("How does Lumos parse and match my manager data?" section in this article)
The manager was updated within the last 24 hours - Lumos syncs users from your User Sources once a day. If the information was updated since then, it would not be reflected in Lumos. You can trigger a refresh of your User Sources by following these instructions:📄 How Lumos Syncs Your Integrations
The manager from the User Sources is mapped to multiple Lumos users - This usually happens when your User Source stores manager information in a "First Name Last Name", rather than email, format. If you have multiple managers with the same first and last name, Lumos will leave the manager unset, since we won't know which manager to choose. If this is creating challenges for you, please contact us.