Creating an extended integration for Salesforce users filtered by user permission

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Creating the user integration

Use a filter to exclude system users

Creating custom mappings

Before you start

The Salesforce user load enables you to filter Salesforce users by permission. For example, you can filter users by the following permissions:

• UserPermissionsMarketingUser
• UserPermissionsOfflineUser
• UserPermissionsSFContentUser
• UserPermissionsSupportUser
• UserPermissionsKnowledgeUser

If you don't want to add any permissions, use default and the system will skip the additional filter.

Additional Filtering

To narrow down your results, you can add a WHERE clause to the query. Here are some examples:

• Filter by today's login: LastLoginDate = TODAY
• Filter by logins in the past week: LastLoginDate = LAST_N_DAYS:7
• Search for a username containing "mary": username LIKE '%mary%'
• Find a user named 'Helen Troy': name = 'Helen Troy'
• Filter users with knowledge permissions: UserPermissionsKnowledgeUser=true

For further information see Salesforce Object Query Language (SOQL): WHERE

If you don't want to add any WHERE clause, use default and the system will skip the additional filter.

User Activity Filter

Include Inactive Users: When this option is turned on, both active and inactive users will be fetched. If turned off, only active users will be returned.

Credentials

For information on adding your Salesforce credentials to Oomnitza, refer to Adding your Salesforce credentials to Oomnitza.

Creating the user integration

1. In Oomnitza, click Configuration > Integrations > Overview.
2. Click Block view .
3. On the Integrations page, scroll down to the Extended section for user integrations.
4. Click NEW INTEGRATION.
5. In the sidebar, search for the integration.
6. Click ADD.

Integration details overview

More information is provided about the following fields to help you complete the integration:

• User only. Add user records.
• User plus SaaS user. Add user and SaaS user records. 

The benefit of adding SaaS user records is that you can run a workflow to validate the status and activity of SaaS users and retrieve information such as the role of the SaaS user. The information that can be retrieved depends on whether SaaS user workflows are available for the integration. 

Installation types

• Cloud. Store credentials in the Oomnitza cloud.
• Local. Store credentials locally. If you want to sync Oomnitza with vendor applications that require AWS or OAUTH authentication, select cloud as the type of installation. Local installations don't support AWS and OAuth authentication. 

Integration preferences

• Create & Update. Add and update records.
• Create only. Add records.
• Update only. Update records.

Editing the integration details

1. Click Edit .
2. Make your changes.

Editing the credential details

If you selected Cloud as the installation type, choose one of the following options:

• Select the credentials that were created for the integration.
• Edit the credentials that were created for the integration.
• Create new credentials

Scheduling the integration

By default, data is synced once every day. Change the interval or the time so that the data is streamed when your system isn't busy.

1. Click Edit .
2. Make and save your changes.

Mapping fields to Oomnitza

To map the fields to Oomnitza, click Edit .

  Selecting Edit integration to add rules for syncing data. Filtering integration results.  
 

You can add new fields to your integration by selecting Add new field   on the mapping page. 
Creating custom API fields. 

Custom mappings

Map the Salesforce fields to Oomnitza fields and create custom mappings to get the user information that you need.

Complete these actions:

1. Click Smart Mapping to automatically detect appropriate mapping fields. Values from the integration can also be dragged to the appropriate field on the Oomnitza side, or selected from the integration field dropdown.
2. Create a custom mapping for the Salesforce User ID. Complete the following steps:
   1. Click the down arrow on the Salesforce User ID field.
   2. Select Add new Oomnitza users field.
   3. Change the name of the field to Salesforce User ID.
   4. Select the Unique checkbox.
   5. Click CREATE. 
3. Ensure that the Email is mapped to the Email field on the Oomnitza side (required for integration).
4. Ensure that the Username is mapped to the Username field on the Oomnitza side (required for integration).
5. Select the Role field on the Oomnitza mapping side.
6. Choose a suitable role from the list (a defined role is necessary for the integration)
7. Assign a sync key to a unique field, such as the Email.
8. Click UPDATE.

Tracking information for user loads 

When the integration is run, you can track the name of the credentials that were used and the source of the data. To do this, you map the following fields to Oomnitza:   

• Connect: Credentials
• Connect: Permissions List
• Connect: Salesforce Subdomain

Standard Salesforce to Oomnitza User Load mappings

Attributes Type
Attributes Url
Connector Sync Time
Email
Id
Is Active
Last Login Date
License Name
User Role Id
User Type
Username

Use a filter to exclude system users

In addition to the WHERE clause, you can also use existing Oomnitza filters to filter the users that are returned. For example, to exclude user information such as user information about guests and automated processes, complete these steps:

1. On the Mappings page, click Edit Integration.
2. Click create/update the record in Oomnitza if.
3. Click Add Condition.
4. For each type of user, complete these steps:
   1. Select Integration field value. 
   2. Select User Type.
   3. Select does not equal.
   4. Enter the type of user, such asGuest,CloudIntegrationUser, andAutomatedProcess. Refer to the table below for more information.
5. Click Save.

User Type	Description
AutomatedProcess	Users associated with an automated process.
CloudIntegrationUser	User whose access is limited to Analytics. Label is Analytics Cloud Integration User.
CsnOnly	User whose access is limited to Chatter. This user type includes Chatter Free and Chatter moderator users. Label is Chatter Free.
CSPLitePortal	User whose access is limited because they access the application through a Customer Portal or Experience Cloud site. Label is High Volume Portal.
CustomerSuccess	User whose access is limited because they access the application through a Customer Portal. Label is Customer Portal User.
Guest	User whose access is limited because they’re an unauthenticated user without login credentials. Label is Guest.
PowerCustomerSuccess	User whose access is limited because they access the application through a Customer Portal as a manager. Label is Customer Portal Manager.
PowerPartner	User whose access is limited because they access the application through a partner portal or Experience Cloud site. Label is Partner.
SelfService	User whose access is limited to the Self-Service portal, used to obtain online support. Label is Self Service.
Standard	A licensed user. This user type includes Salesforce Platform and Salesforce Platform One user licenses. Label is Standard.

For up-to-date information regarding user types, refer to the Salesforce documentation: UserType.

Launching the integration

Your integration is in Draft mode until the required mandatory fields are added. When added, click Launch to activate your integration. 

If you selected Cloud as the installation type when creating the integration, see Running an extended integration

If you selected Local as the installation type when creating the integration, see Running an extended integration locally.

Viewing data ingested by Oomnitza

Viewing ingested asset data

For asset integrations, click Hardware. If the asset integration also ingests software data, click Software.

Viewing ingested user data

For user integrations, click People. If you chose the option to ingest User and SaaS user data, click Software > SaaS, click the SaaS app, and then click the Users tab. 

Related Links

• Running an extended integration
• Troubleshooting integrations
• Mapping extended integrations

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, learn how to:

• Configure dashboards for your users and software
• Configure custom reports about your users and software
• Create workflows to automate tasks

See Getting started for more information.