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Creating an extended integration for Box users

  • August 17, 2023 15:07
  • Updated

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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 your users with your colleagues and management

Before you start

Before you can create the user integration with Oomnitza, you need to have completed the steps in Adding your Box credentials to 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. Search for the integration in the sidebar.
  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, the option Create & Update is selected, which allows for editing existing user records and adding new ones. If your goal is only to edit existing user records, choose Update Only. On the other hand, if you only want to add new records, select Create Only.

User selection: Select User only to create user records and add them to the People object.  Select User plus SaaS User to create and add user records to the Software > SaaS object. Once your users are created in the SaaS menu, you can create SaaS user workflows to validate the existence of a given user in a SaaS system and to pull role information from your SaaS System. For steps see Creating SaaS user workflows.

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 Edit edit_black_pencil_icon.svg:

  1. Update the integration name if necessary. 
  2. From the User Selection list, select an option. 
  3. For installation type decide whether you want to store the credentials locally or in Oomnitza:
    1. Select Local if you want to store credentials locally.This mode does not support OAuth or AWS.
    2. Select Cloud if you want to store credentials in your Oomnitza instance.
  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 Edit edit_black_pencil_icon.svg.
  2. Configure your schedule.
  3. Click Update.

Mappings

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

Creating custom mappings

Map the Box fields to Oomnitza fields and create custom mappings to get the user information that you need.

  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 Box 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 Box User ID.
    4. Select the Unique checkbox.
    5. Click CREATE. 
  3. Ensure that the Login Name 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 Box to Oomnitza mappings

The following fields can be mapped to Oomnitza: 

Address
Avatar Url
Connector Sync Time
Created At
Id
Job Title
Language
Login Name
Max Upload Size
Modified At
Name
Notification Email List
Phone
Space Amount
Space Used
Status
Timezone
User Type

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. 

Complete these actions:

Associate the Login Name with the Email and Username fields

  1. Select the down arrow next to the Login Name.
  2. Select Email and Username from the list.
  3. Select the Email field as the Sync Key.

Map the ID field to the Box User ID field 

  1. Select the down arrow next to the Id field and select Add new Oomnitza users field.
  2. Enter User External ID as the name of the field.
  3. Click CREATE.   

Did you know? 
You can define rules for your integration by selecting Edit integration edit_integration.svg on the mapping page. 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 Add new field  add_grey_rectangel_icon.svg on the mapping page. All you need to do is specify the property name. 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, select Launch to activate your integration. 

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

small_blue_link.svg If you selected Local as the installation type when creating the integration, refer to Running an extended integration locally.

Getting your results
To view the information that is collected about your assets, click Assets. To view the information about software, click the Software tab.  
To view the information that is collected about your users, click People. If you selected User plus SaaS User when running the user integration, you can also find a list of users in the Software > SaaS menu

Related Links

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, 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.

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