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Editing & Merging Personnel Records

Written by Brady Price

Video Tutorial

View Personnel Details

The Personnel Details is a snapshot of the employee's onboarding details and user access status for different services. A Secureframe admin can access an employee profile by clicking on the employee's name under the Personnel page.

The employee profile can contain the following information, if available:

  • Personal Information - first name, last name, and email

  • Employment Status - Start and End Date

  • Type - Employee or Contractor

  • Job title

  • Manager

  • Status - Active or Inactive

  • Groups associated

  • Access Role

Edit Personnel Details

In most cases, use your HR or directory connection (the Primary source on Personnel > Settings > Data source) to fill personnel details. You can still make manual adjustments when you need to.

  1. Go to the Personnel page

  2. Click the name of the personnel you want to update

  3. Click Edit, and you will be able to edit the fields displayed

  4. Edit the relevant fields and Save

Note: The source of each field is shown on the personnel details page. If you are entering data you do not want an integration to overwrite, click the link icon.

Tasks

To view details for compliance tasks assigned to the personnel such as status, date of completion etc. click on the tasks tab in personnel details to view policy acceptances, training completion & background check.

Merge Users

It can be quite common for users to exist with multiple emails or duplicate accounts in Secureframe. The most common reason is domain changes, but you will also encounter the use of personal email addresses in certain applications that can create duplicates. These accounts can be easily merged into one primary profile.

To merge user accounts, please follow these steps:

  1. Navigate to the Personnel page from the left sidebar menu

  2. Use the search box or scroll through the Personnel list to find the accounts to be merged

  3. Use the checkboxes to select the duplicate accounts you want to merge

  4. Once you have selected one or more users, a pop-up will appear at the bottom of your screen with Merge as one of the options

  5. After selecting Merge, a Merge personnel modal will appear. Review the warning that this action cannot be undone and that only the selected email will retain access to the organization. Note that compliance records (training completions, policy acceptances, and task statuses) from all merged accounts will be combined and preserved.

  6. Use the dropdown to select a preferred email for the selected personnel. This will be the primary email displayed on the Personnel table.

  7. Type MERGE in the confirmation field

  8. Click Merge to complete the action

Interactive Walkthrough

Use the interactive walkthrough below to practice merging personnel accounts. Click the highlighted areas on each screen to move to the next step. This is not a play/pause video. Launch the interactive walkthrough.

Setting the personnel Data source

You can choose which connection Secureframe uses as the Primary source for the Personnel table. In the product this lives on Personnel > Settings > Data source (Personnel data source). Some teams call this the source of truth.

The default is Default source order: directory, then HR, then SSO, then all others. If you pick a connection in Primary source, that connection takes the number one spot. The rest of the order stays the same.

Leave Default source order unless one connection should always win for personnel data. For example, if Google Workspace is the source of truth for your personnel records, set Primary source to that connection so it takes the number one spot.

  1. Go to the Personnel page, then open Settings.

  2. Select the Data source tab.

  3. Under Personnel data source, set Primary source to the connection you want, or leave Default source order.

To update that connection's settings, go to Integrations.

Data source vs Email filtering

Data source and Email filtering are separate settings. You can use both at the same time. There is no conflict.

  • Email filtering (Personnel > Settings > Email filtering) decides which records from a connection get pulled into Secureframe. Use it to keep out guests, unused domains, or other accounts that should not become personnel. See Filtering Personnel by Email Domain.

  • Data source (Personnel > Settings > Data source) decides which connection wins when the same person has different values across integrations. Use it when you want one connection to take the top spot in the hierarchy. For example, Microsoft 365 is showing at the top and you want Microsoft Entra ID instead. Or first name is Michael in one connection and Mike in another, and you want one of those to take precedence.

Email filtering does not replace Data source. Filtering does not change which connection is the Primary source. Data source does not replace filtering. It does not exclude guests or extra accounts inside a connection.

Note: Data source does not change which accounts are included from a connection. If someone has multiple accounts in one connection and you only want specific ones to surface, use Email filtering on Personnel > Settings > Email filtering. Secureframe still prioritizes active accounts, and an active account can appear at the top level.

Frequently Asked Questions (FAQ)

Where do I set the personnel source of truth?

  • Open Personnel > Settings > Data source.

  • Use the Primary source field. That is the personnel Data source setting.

  • The default is Default source order (directory, then HR, then SSO, then all others). The connection you choose takes the number one spot. The rest of the order stays the same.

When should I change Primary source off Default source order?

  • When one connection should always win for personnel data. For example, if Google Workspace is the source of truth for your personnel records, set Primary source to that connection.

Is there extra benefit to Data source if we already use Email filtering?

  • Yes, if you need one connection to win on personnel fields. Email filtering controls who gets in. Data source controls which connection takes priority when more than one is in.

Can I use Data source and Email filtering at the same time?

  • Yes. They do not conflict. Filtering still excludes records. Primary source still sets which remaining connection is first in the hierarchy.

The Personnel table shows Microsoft 365 on top and I want Entra ID instead. What do I change?

  • Set Primary source on Personnel > Settings > Data source to the Entra ID connection. Use Email filtering if you also need to keep only certain accounts from those connections.

Why can I only select one record when trying to merge duplicates?

Two records share the same email from different integrations. Can I merge them?

  • Yes. Select both records, merge, and choose the primary email. Then sync connected integrations so linked accounts consolidate under the merged profile.

I tried to edit an email address on a specific personnel and noticed the email didn't change?

  • The most common issue here is because an account already exists in the platform under the same email.

  • In that case, we suggest merging these users by selecting them using the check boxes to the left of each entry, and in the bottom option bar select Merge. A modal will appear where you can select the primary email for the merged user.

Why do I still see a "User merge in progress..." message even after the merge has completed?

  • The message can stay visible because of a stuck key in your browser's local storage. This is specific to your browser session and does not mean the merge is still running.

  • The banner text is: User merge in progress... The personnel table will be updated when this action is finished.

  • Clear your browser's cache/browsing data, or open developer tools, go to local storage, and delete the key named watchingBulkMergeJobId.

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