Creating an extended integration for Aha! users

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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

Setting your Aha! Subdomain as a global variable

Adding the credentials

Creating the user integration

Creating custom mappings

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

Before you can configure any of the available integrations with Aha!, you need to follow the steps in Adding the credentials. Aha! requires an API key for authorization. You can obtain an API key in Aha! by going to Settings > Personal > Developer > Generate API key. You must ensure that you put the word “Bearer” concatenated with a space before the key you generated when Adding the credentials in Oomnitza.

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. Add the information details.
4. Click the AUTHORIZATION tab.
5. Ensure that API Key is selected as the authorization type.
6. Enter Authorization as the name of the token. 
7. Enter Bearer followed by a space and the API Key. For example, Bearer abcde-adw3n-jknadd78l1kjndc .
8. Ensure that Add to Header is selected.
9. Save your changes.

Next

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

Creating the user integration

Info and connect details

1. From the menu, click Configuration > Integrations.
2. Click Integrations List View .
3. On the Integrations page, scroll down to the Extended section for User Integrations.
4. Click NEW INTEGRATION.
5. In the New User Integration sidebar, click Aha!.
6. Click APPLY next to the Aha! User Load, and then click NEXT twice.

Connect page

Best practice
To ensure that only live user records are streamed to Oomnitza, choose Update only as your integration preference. When you run the integration, you can check the error logs to see which user records weren't uploaded and why they weren't uploaded. You can then decide whether to upload the user records that were skipped by changing your integration preference to create and upload. See Access error logs.

On the connect page, complete the following steps to connect the integration:

1. Enter a descriptive name for the integration such as Aha! User Load. This name will be displayed on the Integrations page once the setup is complete.
2. From the User Selection list, select User plus SaaS User or User only.
3. If you select User plus SaaS User and you have multiple instances of the same SaaS application, select the application from the SaaS Selection list. If you have a single instance of the SaaS application, skip this step.
4. From the installation type list, select Cloud.
5. From the Credentials list, select your credentials.
6. From the Integration Preferences list, select Update only.   
7. Enter the name of the user of the integration.
8. Your Subdomain should be derived from the global variable Aha.Subdomain that you configured in Setting your Aha! Subdomain as a global variable, or can be entered manually.

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. 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. Click CREATE. 
2. You have the option to create custom mappings to map any other field that you want to add to Oomnitza. To create an optional custom mapping, do the following:
   1. Click the down arrow on the field that you want to map.
   2. Select Add new Oomnitza users field.
   3. Change the name of the field.
   4. Click CREATE. 
3. Map and assign a sync key to the Email field.
4. Click NEXT.

Note
For all user loads, it is recommended that you map role information to an employee role in Oomnitza. Users need to have an employee role defined in order to access Oomnitza. If the role information is not available from the user load, it is recommended that you select Employee from the Oomnitza Role dropdown list. You have the option to overwrite this at a later point should the role information become available. 

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

Want to map more fields to Oomnitza?
Contact Support, or see Mapping extended connectors.

When you've completed mapping the Aha! to Oomnitza fields, click NEXT.

Schedule

By default, user data is streamed to Oomnitza once every day.

You can configure the schedule to meet your needs such as changing the interval or changing the time so that the data is streamed when your system isn't busy.

1. Configure your schedule.
2. Click FINISH.

Result

A new tile is created for the integration on the Integrations page. 

What to do next

If you want to see the information that is collected now, click the tile on the Integrations page and click RUN NOW.

If you want to change the integration settings, you can click a navigation link on the page, such as 4 Mappings, and edit the settings. 

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 Creating user workflows with 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:

• Your Subdomain, which is derived from the global variable Aha.Subdomain that you configured in Setting your Aha! Subdomain as a global variable, or can be entered manually.
• Your Credentials that you configured in Adding the credentials. You must ensure that you have the relevant permission to access the APIs before working with these presets.

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

• Deactivate User
• Get User Details
• Update User Details

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.

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:

• Your Subdomain, which is derived from the global variable Aha.Subdomain that you configured in Setting your Aha! Subdomain as a global variable, or can be entered manually.
• Your Credentials that you configured in Adding the credentials.

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! Users API associates a single user with multiple project roles. This association is also 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.

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.

For further information on workflows see:
 Understanding workflows
 Workflow block overview

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  Getting started for more information.