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Creating workflows for GoTo users

  • April 17, 2024 08:18
  • Updated

Let Oomnitza be your single source of truth!

You'll get visibility of your users as data from GoTo is automatically transformed into consumable information and actionable insights.

Connect Oomnitza and GoTo in minutes

Get the information and insights that you need by creating configurable workflows for:

    • Onboarding and offboarding users
    • Adjusting users as part of a user change or user onboarding workflow
    • Managing user licenses. 

Before you start

Before you can create the integration with Oomnitza, you need to have added your GoTo credentials to Oomnitza.

We recommend that you also create an extended integration for GoTo users. You can use the information retrieved in these integrations to trigger workflows.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

  1. Click Configuration > Workflows 
  2. Click Add (+) and select People from the list.
  3. Drag and drop the API block onto the Sandbox.
  4. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
  5. Drag and drop the API block onto the Sandbox.
  6. Click Edit on the API block and enter GoTo in the search field. 
  7. Select a preset from the list below. To choose a preset, click the forward arrow (>).
  8. Select the credentials that you created in Adding your GoTo credentials to Oomnitza.
  9. Enter any mandatory information when prompted.
  10. Select Advanced Mode.
  11. Select the Information tab. Review and ensure that the properties referenced in this location, such as {{goto_user_key}}, exist in Oomnitza and are populated with information before you run this workflow. You can create a user integration to retrieve this information before you run this workflow.
  12. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields, as per the example below.
  13. Connect the Blocks. 
  14. Save, validate, and activate your workflow.

GoTOresponse.png

Fig: Mapping the Get User by email response.

GoTo Admin Get Licenses by User ID

The GoTo Admin Get Licenses by User ID gets licenses for a specific user. 

The user to be retrieved is referenced in the Advanced Mode > Information tab in the property{{goto_user_key}}. 

For further information, see GoTo Docs: Get Licenses

GoTo Admin Unassign License by Email

The GoTo Admin Unassign License by Email unassigns a license for a specific user. 

The user email is referenced in the Advanced Mode > Params tab in the property{{email}}. 

Tip
Use the Admin Get Licenses by User ID to fetch the License ID necessary to run the workflow.

For further information, see GoTo Docs: Unlicense All Users

GoTo Admin Assign License to User by Email

The GoTo Admin Assign License to User by Email assigns a license to a user by email.

The user email is referenced in the Advanced Mode > Information tab in the property{{email}}. 

For further information, see GoTo Docs: License Users

GoTo Admin Resend Welcome Email

The GoTo Admin Resend Welcome Email resends a welcome email to a user.

The user is referenced in the Advanced Mode > Information tab in the property{{goto_user_key}}. You can add additional information to the welcome email, such as the Email Template Key, in the Advanced Mode > Body tab.

For further information, see GoTo Docs: Resend Welcome Email.

GoTo Admin Add Users

The GoTo Admin Add Users creates a GoTo user.

Requested Field Details
Email string, [1..128] characters
First Name string, [1..60] characters
Last Name string, [1..60] characters
License Key The licenses to give to the users
Email Subject string [ 0 .. 150 ] characters
Email Text
string [ 0 .. 20000 ] characters
Email Template Key Unique identifier or code assigned to an email template.
Admin Roles Possible values: SUPER_USER, MANAGE_USERS, MANAGE_SEATS, MANAGE_SETTINGS, MANAGE_GROUPS, RUN_REPORTS, MANAGE_DEVICE_GROUPS, MANAGE_SETTINGS_PROFILES, MANAGE_ACCOUNT, MANAGE_EMERGENCY_SERVICES, VIEW_INVOICES, VIEW_AND_PAY_INVOICES, VIEW_CALL_RECORDINGS
Suppress Email Enable to suppress the welcome email.

For further information, see GoTo Docs: Add Users

GoTo Admin Update User

The GoTo Admin Update User updates a GoTo user.

The user is referenced in the Advanced Mode > Information tab in the property{{goto_user_key}}. 

Requested Field Details
Email string, [1..128] characters
First Name string, [1..60] characters
Last Name string, [1..60] characters
Locale Possible values: it_IT, en_GB, ko_KR, en_US, es_ES, zh_CN, pt_BR, fr_FR, ja_JP, de_DE
Admin Roles Possible values: SUPER_USER, MANAGE_USERS, MANAGE_SEATS, MANAGE_SETTINGS, MANAGE_GROUPS, RUN_REPORTS, MANAGE_DEVICE_GROUPS, MANAGE_SETTINGS_PROFILES, MANAGE_ACCOUNT, MANAGE_EMERGENCY_SERVICES, VIEW_INVOICES, VIEW_AND_PAY_INVOICES, VIEW_CALL_RECORDINGS
Managed Group Keys  
Name Locked Enable to maintain data integrity and prevent unauthorized modifications to the user's name.
Email Locked Enable to maintain data integrity and prevent unauthorized modifications to the user's email.
TimeZone For example, "Europe/London".

For further information, see GoTo Docs: Update User.

GoTo Admin Delete Users

The GoTo Admin Delete Users deletes a GoTo user.

The user is referenced in the Advanced Mode > Information tab in the property{{goto_user_key}}. 

For further information, see GoTo Docs: Delete User.

GoTo Admin Get User by Email

The GoTo Admin Get User by Email fetches a user's details by email.

The user email is referenced in the Advanced Mode > Information tab in the property{{email}}. 

For further information, see GoTo Docs: Get Users.

articles_icon.svg Reference articles for workflows

Create SaaS user workflows

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu. Now we can populate the users in the SaaS > GoTo > Users with their admin role (if applicable).

To create a Saas User workflow using the GoTo SaaS presets, complete the following steps:

  1. Click Configuration > Workflows 
  2. Click Add (+) and select Software SaaS Users from the list.
  3. Enter the name and a description of the workflow. 
  4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
  5. Click the Blocks tab, and drag and drop the SaaS User Role block onto the canvas.
  6. Click the Edit icon.
  7. Enter GoTo in the search field and choose the GoTo Admin SaaS User Role preset.
  8. Click the right arrow >.
  9. Enter your Credentials.
  10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > GoTo > Users if their Status equals "Suspended" in GoTo.
  11. Click SAVE.
  12. Connect the blocks.
  13. Save, validate, and activate your workflow.

To view active GoTo users in the SaaS Users UI, complete the following steps:

  1. Click Software from the menu.
  2. Select the Saas tab, and select your software entry for GoTo.
  3. Click Users in the side pane. 
  4. The Role column will be populated with the user details to confirm that this user has been found in your GoTo SaaS.

Reference articles for creating workflows

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