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Creating an extended integration for Aha! users

  • November 13, 2024 14:08
  • Updated

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

Connect Oomnitza and Aha! in minutes

Get the information and insights that you need to reduce costs and the time that you spend on administration tasks such as:

  • Configurable dashboards and list views of key user information
  • Configurable reports to share information about users with your colleagues and management
  • Configurable workflows that you can easily create to automate such tasks as:
    • Retrieving SaaS users product roles.
    • Retrieving and updating Aha! users.
    • Deactivating users for license, compliance and security related use cases.

Navigation

small_blue_link.svgSetting your Aha! Subdomain as a global variable

small_blue_link.svgAdding the credentials

small_blue_link.svgCreating the user integration

small_blue_link.svgCreating custom mappings

small_blue_link.svg Creating workflows

Creating user workflows with the API block

Deactivate User

Get User Details

Update User Details

Creating Saas user workflows

User Role preset

Before you start

You will need the following for the Oomnitza integration:

API key

Aha! requires an API key for authorization. You can obtain an API key in Aha! by going to Settings > Personal > Developer > Generate API key. 

Subdomain

You will need to supply your Aha! subdomain in Oomnitza. If your Aha! URL is https://mycompany.aha.ioyour subdomain would be: mycompany.Your subdomain can be set as a global variable in Setting your Aha! Subdomain as a global variable, or can be entered manually.

Best practice
For the integration with Oomnitza, create a dedicated user account.

Setting your Aha! Subdomain as a global variable

To save time when you create workflows, set your subdomain as a global variable:

  1. From the menu, click Configuration > General > Global Settings.
  2. Click Add new variable (+).
  3. Add the Aha.Subdomain variable and its value. The value is the name of your Aha! subdomain. If your Aha! URL ishttps://mycompany.aha.comyour subdomain would be: mycompany.
  4. Save your changes.

Adding the credentials

To stream Aha! user data into Oomnitza, complete the following steps:

  1. In Oomnitza, click Configuration > Security > Credentials.
  2. Click Add new credential (+).
  3. Search for the integration, and then click the forward button > to select the integration.
  4. Add your API key.
  5. Click Create.

Integration not in the list? Click Advanced Mode and complete these steps:

  1. Add the information details.
  2. Click the AUTHORIZATION tab.
  3. Ensure that API Key is selected as the Authorization type.
  4. Ensure that the Token Name is Authorization
  5. Enter Bearer followed by a space and the API Key. For example, Bearer abcde-adw3n-jknadd78l1kjndc .
  6. Ensure that Add to Header is selected.
  7. Save your changes.

Next

You use the credentials that you added to create and customize your Aha! integrations with Oomnitza.

Creating the user integration

  1. In Oomnitza, click Configuration > Integrations > Overview.
  2. Click Block view block_view.PNG.
  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 edit_black_pencil_icon.svg.
  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 edit_black_pencil_icon.svg.
  2. Make and save your changes.

Mapping fields to Oomnitza

To map the fields to Oomnitza, click Edit edit_black_pencil_icon.svg.

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

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

Creating custom mappings

Map the Aha! 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 Aha! ID. To do this, complete the following steps:
    1. Select the down arrow on the ID field that you want to map.
    2. Select Add new Oomnitza users field.
    3. Change the name of the field to Aha User Id.
    4. Select the Unique checkbox.
    5. Click CREATE. 
  3. Ensure that the Email is mapped to the
    1. Username field on the Oomnitza side (required for integration).
    2. Email field on the Oomnitza side (required for integration).
  4. Select the Role field on the Oomnitza mapping side.
  5. Choose a suitable role from the list (a defined role is necessary for the integration)
  6. Assign a sync key to a unique field, such as the Email.
  7. Click UPDATE.

Standard Aha! to Oomnitza mappings

The following Aha! fields can be mapped to Oomnitza:

Accessed At
Connect: Credentials
Connect: Subdomain
Connector Sync Time
Created At
Email
Id
Is Administrator
Is Enabled
Is Paid Seat
Name
Updated At

Launching the integration

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

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

small_blue_link.svg 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

Creating workflows

Creating user workflows with the API block

To reduce your workload and automate complex and repetitive tasks, you can create user workflows with the API block by following the steps in Using the API block. To locate the available presets, enter Aha in the Select Preset search field. Select your preset of choice and for every preset enter the following information in the Configure section:

The Aha! API block workflow comes with the following presets for assets:

Using the Aha! Deactivate User preset

The Aha! Deactivate User preset allows you to deactivate a user from Aha!. The Aha! user id is mandatory and required for this preset. The ID is assumed to be stored in the Aha User Id field that you created in Custom mappings. To manually modify the id, complete the following steps:

  1. Click the Advanced Mode button located in the upper right of the window.
  2. In the Information tab, replace the variable {{aha_user_id} in the URL field with the user id.

For further information see Aha! REST API documentation.

Using the Aha! Get User Details preset

The Aha! Get User Details preset allows you to get user details from Aha!. As mentioned in Using the Aha! Deactivate User preset, the Aha! user id is mandatory and required for this preset.

For further information see Aha! REST API documentation.

Using the Aha! Update User Details preset

The Aha! Update User Details preset allows you update a user in Aha!. As mentioned in Using the Aha! Deactivate User preset, the Aha! user id is mandatory and required for this preset. When constructing a workflow that uses this preset, the following information is required:

  • FirstName. 
  • LastName. 
  • Enabled. Sets whether the user is enabled. The default value is false.
  • Administrator. Sets whether the user is an administrator. The default value is false.

You can add or modify existing fields in the Body tab. To view the Body tab, do the following:

  1. In the API block window, click the Advanced Mode button located in the upper right of the window.
  2. Select the Body tab and review the asset details.
  3. Select the curly brackets to the right of the window to update or add additional fields.

For further information see Aha! REST API documentation.

articles_icon.svg Reference articles for workflows

Creating Saas user workflows

You can create the SaaS User workflow by following the steps in Creating Saas user workflows. To locate the available presets, enter Aha in the Select Preset search field. Select your preset of choice and for every preset enter the following information in the Configure section:

The SaaS User workflow block comes with one available preset, the Aha! User Role preset .

Using the Aha! User Role preset

The Aha! User Role preset enables you to read a user’s project roles from Aha!. As mentioned in Creating Saas user workflows, you can retrieve the results of this preset by navigating to Software>SaaS and selecting the Aha! software entry from the list.

The Aha! User Role uses the Aha! Users API, which associates a single user with multiple project roles. This association is rendered in Oomnitza. The Aha! software entry below shows a single user (with the same role id) as the Owner of more than one project. The id associated with each of these projects is unique. For this reason the role shows as a duplicate in Oomnitza.

 

duplicated_roles_aha.png

Figure 1: Duplicated roles in Oomnitza due to a single user being associated with more than one project

For further information see Aha! REST API documentation: Users API.

Reference articles for creating workflows

Unleash the power of Oomnitza

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

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

See small_blue_link.svg Getting started for more information.

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