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How to Set Up User Types for Type Mappings in HaloPSA

Evan G
  • Updated

An earlier version of this article listed a "Group assignment" rule that let a type mapping put users into groups. There is no such control - if you went looking for it and could not find it, that is why. Everything else about setting up type mappings in HaloPSA is unchanged, and nothing you have already configured is affected.

Type mapping lets you control which HaloPSA contacts sync to CloudRadial, who gets portal access, and what those users can do - all from a custom field value in Halo. This article covers the HaloPSA side: creating the field and getting the values into it. What each rule does on the CloudRadial side is covered in Type Mapping: Mapping PSA Types to CloudRadial Roles.

Creating the Custom Field in HaloPSA

First, create a custom field on your Halo contacts to hold the type value:

  1. In HaloPSA, go to Configuration > Custom Fields.
  2. Set Entity to User.
  3. Create a new custom field named CFTypeMapping.
  4. Set your Label to a name your team will recognise on the contact form, for example "CloudRadial Type". The label is only the field's caption. The types themselves are the values you type into this field on each contact, such as Billing or Power User.
  5. Set the field type to text, with Input Type set to Alphanumeric.
  6. Set Character Limit to Maximum Length.
  7. Set Tab to Custom Fields.
  8. Apply the field to your contacts.

A contact can hold more than one type. Put them in as a comma-separated list - Billing,Power User - and CloudRadial will match both and combine the result. How that combination works is in the hub article.

Setting Up Type Mapping Rules

  1. In CloudRadial, go to Partner > Settings > Type Mappings.
  2. Select Add Mapping to create a new rule.
  3. In PSA Contact Type, enter the type value exactly as it appears in the HaloPSA custom field, including capitalisation. Keep the value identical in both places.
  4. Configure the rules for that type - see below.
  5. Repeat for each type value you want to manage.

The Type Mapping panel on a HaloPSA tenant, showing PSA Contact Type, the Sync Settings fieldset, Role Assignment(s) with roles selected, Remove from other role assignments? and the collapsed Advanced Settings header

Mappings are applied by the PSA sync, not when you save them. Existing users do not change until the next sync runs.

What Each Rule Controls

Each mapping carries these controls:

Control Effect
Sync with CloudRadial? Whether contacts of this type sync into the portal. A contact is left out only when every mapping it matches has this unchecked; a contact whose type matches no mapping still syncs. Also the master switch - with it unchecked, every other control on the mapping is disabled and grants nothing.
Set as Priority User? Flags users of this type as priority users.
Disable log in? Syncs the contact in as a user, but blocks them from signing in.
Role Assignment(s) The roles users of this type are given. You can select more than one. The label shows a required marker, but you can save without a role.
Remove from other role assignments? Clears the user's other company-scoped roles before applying this mapping's roles. Never removes partner-level or inherited roles, roles inherited from a user group (a legacy feature), or Microsoft 365 group roles.
Advanced Settings Which tickets users of this type can see - a visibility override, plus restrictions by status and by board. Collapsed by default.

There is no group-assignment control on a type mapping: mappings grant access through roles.

Above the grid of mappings there is also a partner-wide checkbox, Automatically revoke roles when a contact's type no longer matches the PSA. It is off by default, which means roles a mapping granted stay on the user as Direct assignments after the type stops matching. Read Automatically Revoking Roles When a PSA Type Changes before turning it on.

What each of these does in detail, and what happens when a contact matches more than one type, is in Type Mapping: Mapping PSA Types to CloudRadial Roles.

Example Configuration

Type Sync Priority Login Role Assignment(s)
Billing Yes No Yes Company Read
Company Admin Yes Yes Yes Company Full
Internal IT Staff Yes No Yes Company Write
Power User Yes No Yes User
Former Staff No - - -

In this example, Company Admin contacts sync as priority users with full access to their own company. Billing contacts get read-only company access, Internal IT Staff get write access, and Power Users get the User role. A contact is left out of the sync only when every mapping they match has Sync with CloudRadial? unchecked, so a contact whose only type is Former Staff is excluded, while a contact who is both Former Staff and Company Admin still syncs because the Company Admin mapping is on. A contact whose type matches none of your mappings still syncs.

Note that the columns for Priority and Login are shown as " - " for Former Staff because those controls are disabled when Sync with CloudRadial? is unchecked.

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