Creating an extended integration for Adobe users

Sync Oomnitza with Adobe to gain visibility of your Adobe users as data from Adobe is automatically transformed into consumable information and actionable insights.

Enterprise plan required to ingest user data into Oomnitza
The Adobe user integration requires the Adobe User Management API (UMAPI), which is only available to Adobe Enterprise plan customers. Because customers with an Adobe Teams plan can't enable UMAPI, the Adobe user integration is not supported for Teams plan accounts.

Contents

1. Before you start
2. Set your global variables
3. Creating the user integration
4. Creating custom mappings
5. Creating user workflows
6. Creating SaaS user workflows

Before you start

To easily find the records that are uploaded to Oomnitza, it's best practice to create a dedicated user account for each integration. This will make it easier for you to retrieve the records that are uploaded to Oomnitza from the vendor application. 

Creating integration users 

Set your global variables

Adding global variables

Save time when you create integrations and run workflows by adding connection information as global variables.

1. Click Configuration > General > Global Settings.
2. Click Add new variable.
3. Add the key value, which is the name of the variable.
4. Enter the value.
5. Save your changes.

The name of the global variables are

• Adobe.Organization Id. You enter your Adobe organization ID as the value. 
• Client ID. Enter your Adobe client ID as the value. 

Adding credentials

Before you create the integration with Oomnitza, add your credentials to Oomnitza. See Adding Adobe credentials to Oomnitza.

Creating the 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. User records and SaaS user records are retrieved. User records are displayed on the People page and SaaS user records can be accessed when you open the SaaS application record on the SaaS page and click the Users tab. In addition to retrieving information about the SaaS application such as usernames, you also retrieve key information such as the user's SaaS role and last activity which will enable you to reduce costs by monitoring SaaS usage and removing users who aren't using the SaaS application. To maintain data hygiene, you can enable the deactivate feature.
• Software SaaS Selection. Link the vendor application to the Oomnitza Software Catalog which is a repository of supported vendor applications and services. If an entry for the vendor application is not shown in the list, it means that the vendor application has not been added to the SaaS page in Oomnitza and linked to the catalog. See SaaS details overview. You can ignore this field because the vendor application is automatically linked to the catalog when the integration is saved.

Important
Now that user information can be retrieved and users deactivated when the integration is run, you can deactivate or remove the workflows that were added to retrieve SaaS user information and deactivate SaaS users. (The block that is used to complete these actions in workflows is the SaaS User Role Retrieval block.)

When you enable the Deactivate feature, the following actions are completed when the integration runs:

• If a user record is missing from the data source - the vendor application - or if the record is marked as inactive in the data source, the user record is deactivated in Oomnitza.
• If a user record was deactivated and is now available in the data source, for example, the user logs into the SaaS application, the user record becomes active in Oomnitza. 

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

When you edit the Integration details section, you can select the name or names of integration contacts.  Integration contacts will receive an in-app notification and an email, when the integration fails, when the integration fails to complete within 24 hours, or when the scheduled integration fails to run.

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 .

  Select 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 Adobe 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 a custom mappings to map the Adobe User Id to Oomnitza. 
   1. Click the down arrow on the Id field.
   2. Select Add new Oomnitza users field.
   3. Change the name of the field to Adobe User Id.
   4. Select the Unique checkbox.
   5. Click CREATE. 
3. Ensure that the Email is mapped to the Email field on the Oomnitza side (required for integration).
4. Ensure that the Username is mapped to the Username field on the Oomnitza side (required for integration).
5. Select the Role field on the Oomnitza mapping side.
6. Choose a suitable role from the list (a defined role is necessary for the integration)
7. Assign a sync key to a unique field, such as the Email.
8. Click UPDATE.

Standard Adobe to Oomnitza mappings

The following Adobe fields can be mapped to Oomnitza:

Country
Domain
Email
First Name
Groups List
Last Name
Status
Type
Username

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

Creating user 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 Using the API block. To locate the available presets, enter Adobe in the Select Preset search field. Select your preset of choice and for every preset enter the following information in the Configure section:

1. Your correct Adobe Credentials
2. Your Adobe Organization ID should be derived from the global variable you created when Set your Adobe Organization Id as a global variable. Alternatively, click Set Manually to manually enter your organization id.

The API block comes with the following Adobe presets:

• Get User Details
• Add User to Group
• Remove User from Group
• Remove User from Org
• Update User Information

Using the Adobe Get user details preset

The Get user details preset enables you to get the details of an Adobe user by email. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the user email is referenced in the property {{email}}. You can map the user email to this field by following the mapping steps in Creating custom mappings or enter the email directly, for example: [e-mail].
3. Select the Response tab. Map the Response field {{response}} to an Oomnitza field. For example, you could map {{response.user.status}} to an Oomnitza field. For further information, refer to Mapping positive and negative responses

For further information, refer to Adobe User API.

Using the Adobe Add User to Group preset

The Add User to Group preset enables you to add an Adobe user to a group by email. When creating a workflow with this preset, the following information is required:

• Group Names. For example, Document Cloud 1, Support for AEM Mobile.

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You will notice that the user email is referenced in the property {{email}}. You can map the user email to this field by following the mapping steps in Creating custom mappings or enter the email directly, for example: [e-mail].
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field. Once you have the entire response, you should then map individual JSON values to custom fields. For further information, refer to Mapping positive and negative responses
    

Using the Adobe Remove User from Group preset

The Remove User from Group preset removes an Adobe user from a group by email. For this preset you need to supply the same information as described in the Using the Adobe Add User to Group preset. The preset is configured in the same manner as the Add User preset with the exception that the value removeis set in the Advanced Mode>Body.

 [{"remove": {"group": ["Document Cloud 1", "Support for AEM Mobile"]}}]}]

Using the Adobe Remove User from Organization preset

The Remove User from Organization preset removes an Adobe user from the organization.

Warning
If the Delete User checkbox is selected for this preset, the Adobe user is permanently deleted. 

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You will notice that the user email is referenced in the property {{email}}. You can map the user email to this field by following the mapping steps in Creating custom mappings or enter the email directly, for example: [e-mail]. The property {{deleteAccount}}is set to false unless you opt to delete the user permanently.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field. Once you have the entire response, you should then map individual JSON values to custom fields. For further information, refer to Mapping positive and negative responses
    

Using the Adobe Update User Information preset

The Update User Information preset updates a users First Name, Last Name and Email, using their existing email address. When creating a workflow with this preset, the following information is required:

• New Email 
• New First Name
• New Last Name

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You will notice that the user email is referenced in the property {{email}}. You can map the user email to this field by following the mapping steps in Creating custom mappings or enter the email directly, for example: [e-mail]. The {{update}}object contains the details that will be updated.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field. Once you have the entire response, you should then map individual JSON values to custom fields. For further information, refer to Mapping positive and negative responses

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Creating SaaS user workflows

You can create a SaaS User workflow in Oomnitza using the Adobe User Role preset. This preset supplies you with the Role of your SaaS users.

Do you know
When Oomnitza syncs with the 3rd party vendor's API, it automatically retrieves user role information. And, you also have the option —if you select Deactivate when you create or edit the integration —  to automatically deactivate missing or inactive user records. This means that you don't have to create workflows that use the SaaS User Role retrieval block to get user role information or deactivate users! 

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 Adobe User Role preset, complete the following steps:

1. Click Configuration > Workflows > SaaS Users from the menu.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
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 Adobe in the search field and choose the Adobe User Role preset.
8. Click the right arrow >.
9. Your correct Adobe Credentials that you created in Adding the credentials.
10. Your Adobe Organization Id should be derived from the global variable you created when you Set your Adobe Organization Id as a global variable. Alternatively, click Set Manually to manually enter your organization id.
11. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Adobe > Users if they are not found in your Adobe instance.
12. Click SAVE.
13. Connect the blocks.
14. Save, validate, and activate your workflow.

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

Tip 
Run the Adobe Remove User workflow in conjunction with the User role preset to help you remove users that are deactivated in SaaS > Adobe > Users.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.