Extended Connector Integration for Box Users

Let Oomnitza be your single source of truth!

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

Connect Oomnitza and Box 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 your users with your colleagues and management
  • Configurable workflows that you can easily create such as:
    • Workflows for transferring ownership of folders
    • Workflows for deactivating and deleting users

Before you start

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

To stream Box data into Oomnitza, you must add your OAuth 2.0 credentials to the vault in Oomnitza.

To add your credentials in Oomnitza, you'll need:

  • Client ID
  • Client secret
  • Scope

Tip
Don't forget to keep a copy of your client secret.

Useful links

blue_link.svg Box OAuth 2.0

blue_link.svg Box scopes

blue_link.svg Box API Reference

Add credentials to the vault in Oomnitza

To authorize connections between Oomnitza and Box, complete these steps:

  1. Log into Oomnitza.
  2. Click Settings > Credentials, and then click Add new credential (+).
  3. Add the information details.
  4. Click the AUTHORIZATION tab.
  5. From the Authorization Type list, select OAuth 2.0.
  6. From the SaaS list, select Box.
  7. Complete these actions:
    • Enter your client ID.
    • Enter your client secret.
    • Enter the scope or set of permissions such as manage_managed_users. For more information about permissions, see Box scopes.
  8. Click Authenticate
  9. Click CREATE

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

Info and connect details

  1. From the menu, click Settings.
  2. On the Integrations page, scroll down to the Extended section for User Integrations.
  3. Click NEW INTEGRATION.
  4. In the New User Integration sidebar, click Box.
  5. To integrate Oomnitza with the Box User Load, click APPLY and then click NEXT twice.

Connect page

Best practice
To ensure that only live user records are streamed from Box 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.

  1. Enter a descriptive name for the integration such as Box Users. That'll be the name of the user integration tile that is shown on the Integrations page.
  2. From the User Selection list, select User plus SaaS User.
  3. From the installation type list, select Cloud.
  4. From the Credentials list, select the credentials from the Oomnitza vault.
  5. From the Integration Preferences list, select Update only.   
  6. Enter the name of the user of the integration.
  7. Click Next.

Mappings

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

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

Before you click NEXT, complete these action:

  • Choose a user role, such as the Employee role.
  • Associate the Login Name with the Email and Username fields.
  • Map the ID field to the Box User ID field 

Associate the Login Name with the Email and Username fields

  1. Right-click Login Name.
  2. Select Email and Username.
  3. Select the Email field as the Sync Key.

Map the ID field to the Box User ID field 

  1. Right-click the Id field and select Add new Oomnitza user field.
  2. Enter Box User ID as the name of the field.
  3. Click CREATE.   

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

Schedule

By default, Box 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 what information is collected now, click the tile on the Integrations page and click RUN.

edit-integration.svg

Figure: Mock-up for illustration purposes

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. 

Next

Check out the presets that you can use to automate repetitive tasks.

Use API and SaaS user presets to create workflows

To create workflows, you must have a Box business account.

Use API presets to create user workflows

To reduce costs by automating repetitive and complex tasks, take advantage of the built-in presets.

Complete these steps:

  1. Click Software > Workflow > SaaS user Role.
  2. Click Add (+). A Begin and End block is automatically added to the workspace.
  3. Enter a name and description. 
  4. Click the Blocks tab.
  5. In the Integrations section, drag and drop the API block into the workspace.
  6. Click Edit on the API block.
  7. Enter Box to search for the presets.
  8. Select a preset:
    • Box Deactivate User. Create a workflow that automatically deactivates a user account in Box that was deactivated in Oomnitza.   
    • Box  Delete User. Create a workflow that automatically deletes a user account in Box that was deactivated in Oomnitza. 

      Important
      For the delete workflow to work, any content that the user owns must be removed before the workflow is run.

    • Box Transfer Owned Folder. Create a workflow that automatically changes the owner of a Box folder. For example, you can run this workflow to change the owner of the folders of a user that you want to delete. You'll be prompted to enter the ID of the new owner of the folder. 
  9. Configure and save your changes. 
  10. Edit the Begin block to schedule and trigger the workflow. For example, you might add these rules:
    • SaaS name equals Box
    • Deactivated equals 1
  11. Connect the blocks.
  12. Validate, launch, and save your workflow.

blue_link.svg Box: Change folder owner

Use the SaaS User Role Retrieval Role preset

Complete these steps:

  1. Click Software > Workflow > SaaS user Role.
  2. Click Add (+). A Begin and End block is automatically added to the workspace.
  3. Enter a name and description. 
  4. Click the Blocks tab.
  5. In the Integrations section, drag and drop the SaaS User Role retrieval block into the workspace.
  6. Click Edit on the SaaS User Role retrieval block.
  7. Enter Box to search for the presets.
  8. Select the Box User Role and click the right arrow.
  9. Click SAVE
  10. Connect the blocks.
  11. Validate, launch, and save your workflow.

Result

Depending on the schedule and rules that you configured in the Begin block,  all of the users that aren't found, or were deleted, or deactivated in Box are deactivated in Oomnitza.

blue_link.svg Understanding Workflows

Unleash the power of Oomnitza

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

  • Configure dashboards for your assets
  • Configure custom reports
  • Configure workflows for automating complex and repetitive tasks

blue_link.svg Getting started

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