Creating an extended integration for Dropbox users

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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
• Workflows that can be used to onboard and offboard employees such as: 
  • API workflows for deactivating and deleting users in Dropbox
  • SaaS user workflows for validating SaaS users, retrieving SaaS user information such as user role information, and deactivating SaaS users

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Create the user integration

Create workflows

Before you start

Before you can create the integration with Oomnitza, you need to have added your Dropbox credentials to Oomnitza. For further information, refer to Adding your Dropbox credentials to Oomnitza.

Create 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. 

Creating custom mappings

Map the Dropbox 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 custom mappings to map the Dropbox fields that you want to add to Oomnitza:
   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. For example, you can change the name of the ID field to Dropbox User ID.
   4. 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.

Custom Dropbox to Oomnitza mappings

The following Dropbox fields can be mapped to Oomnitza:

• Connector Sync Time. Time and date when the connector runs.
• Created at Timestamp. When the user joined Dropbox.
• Dropbox Account ID. The ID of the user who interacts, shares or uploads content, in Dropbox.
• Dropbox Membership Type
• Email
• First Name
• ID. The ID is used to identify a user who is a member of a team in the Dropbox business API.
• Name
• Last Name
• Status

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

Create workflows

You can create a Saas User workflow in Oomnitza using the Dropbox User Role preset. This preset retrieves the users' role information.

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.

To create a Saas User workflow using the Dropbox User Role preset, 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 retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Dropbox in the search field and choose the Dropbox 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 > Dropbox > Users if they are not found in your Dropbox instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Dropbox 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 Dropbox.
3. Click Users in the side pane.
4. The Role column is populated with the user details to confirm that this user has been found in your Dropbox SaaS.

Next steps

Create an offboarding workflow using an API block. Select the following presets:

• Dropbox Deactivate User: Select WipeData to delete the user's data on their linked devices. See Dropbox suspending users
• Dropbox Delete User: You can create a workflow that automatically deletes a Dropbox user that was deactivated in Oomnitza. To create the workflow, you are prompted to provide values for the following fields:

  • Optional. Wipe data. If selected, the data is deleted on the linked devices.
  • Transfer Destination Email. You enter the email address of the new user. The files from the deleted user account will be transferred to this user.
  • Transfer Admin Email. You enter the email address of the admninistrator who will be notified if errors are generated during the transfer.
  • Optional. Keep Account. The user keeps the email address that is associated with their Dropbox account and the data in their account that is not restricted to team members. To keep the account, the Wipe data checkbox must be deselected.
  • Optional. Retain Team Shares. If selected, the user retains access to Dropbox folders. The Wipe data checkbox must be deselected and the Keep Account checkbox must be selected.

  Check out the Dropbox documentation on deleting and deactivating users and the descriptions of the various parameters. See Removing Dropbox members.

Important
When creating the offboarding workflow, ensure that the Begin block criteria accurately identifies inactive users. For example, for SaaS user workflows you can set the To be Deleted in SaaS flag to Yes, or for People workflows, you can set the Offboarding Date to Current date.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.

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

 Getting started