Getting Ready to Implement UniversitySite
This guide is for new business partners. It explains how a UniversitySite implementation runs, who does each step, how long each step usually takes, and what your firm needs to get ready.
How Implementation Works
| Milestone | Who | Typical time |
|---|---|---|
| Kickoff meeting (agenda) | Your firm and Profiscience | 1 hour |
| Provision your UniversitySite cloud site | Profiscience | 1 hour |
| Choose a data source for Users | Your firm | 1 hour |
| Add your office locations | Profiscience, from your list | 10 minutes |
| Set up the User Sync and Single Sign-On (SSO) | Your technical contact, with Profiscience | About 1 hour |
| Import historical data (only if needed) | Your firm prepares, Profiscience imports | A week or more |
| Online training | Profiscience | 3–6 sessions, 1–1.5 hours each |
Setup is often complete in 1 to 3 days. Importing historical data adds the most time.
Setting Up the User Sync
- Choose a server where you can run the User Sync tool as a scheduled task. This keeps your User data updated automatically.
- Choose a data source for the User Sync tool. This can be a database or Active Directory. If you use a database, we recommend a "view" that contains only the fields you want to sync. See Setting Up or Moving to a Database View for the User Sync.
- Make sure that your data source has the required fields:
- First Name (nvarchar(50))
- Last Name (nvarchar(50))
- Email Address (nvarchar(100)). Must be unique and not blank.
- Network Alias, the User's Windows login ID (nvarchar(100)). Must be unique and not blank.
- Office (city) (nvarchar(100))
- Status (bit, not null, or Active Directory). 0 for Active, 1 for Disabled.
- Job Title (nvarchar(100))
- Add these fields if you can. They make it easier to target training with Audiences, assign Plans, and set deadlines:
- Job Class, for example attorney or staff (nvarchar(400))
- Hire Date (DATETIME, null allowed). Use it to set deadlines for new hire Plans.
- Profile Pic URL (nvarchar(500))
- Manager, the Windows login ID of the User's manager (nvarchar(100))
- You can also sync other fields into our 10 custom fields (nvarchar(400)). You name them and use them as you wish.
Important: If you use a database source, include all Users, not only active Users. The sync disables an account only when it receives that User with a Disabled status. If you filter out inactive Users, their accounts stay active in UniversitySite.
Your technical contact can meet with Daniel to configure the User Sync (plan 1 hour), or set it up on your own. Book a time with Daniel.
Configuring Single Sign-On (SSO)
Decide which SAML provider you will use for SSO:
Adding Your Offices
Send us a list of all the cities where you have an office, spelled exactly as they appear in your User data source. We add them to UniversitySite before your first sync. This prevents duplicate offices such as "DC," "Washington DC," and "District of Columbia."
Preparing Your Network and Email
- Add 192.254.123.145 to your email allow list so that emails from UniversitySite are not blocked.
- Add *.universitysite.com to your trusted sites to prevent problems with pop-up blockers.
For supported browsers and network requirements, see Browser and Network Requirements. If your firm has the ScormFly Extension, also see its network requirements.
Historical Data (Optional)
We recommend that you start fresh in UniversitySite. Importing historical data adds complexity and can delay your launch. When you need history, for example CLE/CPD credits that your attorneys must keep, we support the import.
- Your firm prepares spreadsheets of your Courses and the attendance history for those Courses. We import Courses first, then attach attendance to them.
- A Course is identified by a prefix and a number, for example WORD-101.
- Attendance history is imported as "attended." We do not import "no show" records.
- As a best practice, do not import data that is more than 5 years old.
Profiscience validates the data and imports it. If a record does not match a User in UniversitySite, for example someone who left the firm, we work with you to decide whether to add that User or skip the record.
Booking Your Online Training
Live online training is for LMS administrators and the people who will publish Courses, Resources, Live Events, and Plans. Plan for 3 to 6 sessions of 1 to 1.5 hours each, depending on your firm's needs. Many firms schedule two sessions a week. See the Detailed Agenda for UniversitySite Training.