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Creating an extended integration for Aha! users

Caroline Maguire
  • September 08, 2022 12:55
  • Updated

Let Oomnitza be your single source of truth!

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 Integrations List View
  3. On the Integrations page, scroll down to the Extended section for user integrations.
  4. Click NEW INTEGRATION.
  5. Search for the integration in the sidebar or use the Search.
  6. Click ADD.

Integration Overview

Before you start

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

Integration preferences:  By default,  Create and Update are selected. To ensure that only live user records are synced with Oomnitza, select Update Only. When you run the integration, you can check the error logs to see the records that weren't uploaded and why they weren't uploaded. Then, you can decide whether to upload the user records that were skipped by changing your integration preference back to Create and Update.
 

User selection: When you select User plus SaaS User and you have multiple instances of the same SaaS, you can choose your SaaS instance from the dropdown. If you have a single instance of the SaaS, your instance is already detected by the system.

Integration details

Procedure
To review or update the integrations details, click the pencil:

  1. Update the integration name if necessary. 
  2. From the User Selection list, select an option. 
  3. For installation type, ensure that Cloud is selected.
  4. For integration preferences, select an option.
  5. Enter the name of the integration user.

Credential details

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

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. Click the pencil.
  2. Configure your schedule.
  3. Click Update.

Mappings

To map the fields to Oomnitza, click the pencil.

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

Did you know? 
You can define rules for your integration by selecting Edit integration at the top of the screen. For example, you may only want to run the integration if a certain contact or region exists. See Filtering integration results.  

You can add new fields to your integration by selecting the + (Add) option. All you need to do is specify the field name and then enter the JSON path, for example {{response.email}}. See Creating custom API fields. 

Launching the integration

Your integration is in Draft mode until all the required mandatory fields are added. Once you have added all of the required fields, we recommend that you complete the following steps

  1. Select Launch to activate your integration.
  2. Change your Integration preferences to Update only so that no records are imported and do a Test Run.
  3. Click Sync Sessions and review the status of the integration. If you encounter any errors, see troubleshooting integrations.
  4. When the test run has been completed, change your Integration preferences and click Run Now.

Getting your results
To view the information that is collected about your assets, click Assets. To view the information about software, click an asset and then click the Software tab. To view the information that is collected about your users, click People. 

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 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:

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.

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! 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.

 

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.

For further information on workflows see:
small_blue_link.svg Understanding workflows
small_blue_link.svg 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 small_blue_link.svg Getting started for more information.

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