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Create User Profiles by Integrating with External Systems (External Data Sources)

Updated
[Notice of UI Terminology Change]
With recent updates, the term "Member" on the screens is gradually being changed to "User." If you still see "Member" in some parts of this help documentation, please read it as "User." For more details on this change, please refer to this announcement.

With Josys, if you use tools such as Google Workspace, Microsoft 365 (Entra ID), or SmartHR, you can integrate the user information registered in those services as master data into Josys. By integrating them, your Josys User Profiles are automatically kept up to date, reducing the manual effort required to update information.

This page explains how to integrate with the external SaaS tools mentioned above.

Note: The screenshots in this article are currently taken from the Japanese version of the product. Some labels in the images may differ from the English interface.

Overview

With Josys, if you use tools such as Google Workspace, Microsoft 365 (Entra ID), or SmartHR, you can integrate the user information registered in those services as master data into Josys. By integrating them, your Josys User Profiles are automatically kept up to date, reducing the manual effort required to update information.

This page explains how to integrate with the external SaaS tools mentioned above.

Target Audience

IT administrators who want to integrate Josys with external SaaS tools to create User Profiles.

What You Can Do by Setting Up External Data Sources

By integrating your active SaaS tools with Josys, you can import the user information registered in those SaaS tools to create User Profiles. For details on the behavior and setup instructions for each SaaS tool, please refer to the links below.

We also offer a "Multi-Source" feature that allows you to integrate multiple tools with Josys. For more details, please refer to the help page below.
Create User Profiles by Integrating Multiple External Data Sources (Multi-Source Integration)

Frequently Asked Questions

  • Q: How can I check which apps are integrated as External Data Sources?
    A: From the left sidebar of Josys, click "Integrations > External Data Sources."
    Among the SaaS tools displayed under "Users," those with a "green checkmark" are the ones integrated as External Data Sources.
  • Q: When setting up an External Data Source, I see a "-" option and don't know what to do.
    A: If you did not register an "Integration Name" for the tenant when registering apps like Google Workspace or Microsoft 365, the tenant name will display as "-" by default.
    In this case, please refer to the steps below to "edit the tenant name of the integrated app and set up the External Data Source again."
    1. From the left sidebar of Josys, click "Apps > Managed Apps."
    2. Click the relevant app.
    3. On the app details page, click "Integration Name."
    4. Enter the integration name (integration memo) and save. The saved name will now be reflected on the External Data Sources screen.
    5. Try setting up the integration again from "External Data Sources."
  • Q: I changed an email address in the SaaS tool, but it is not reflected in Josys.
    A: Once user information is created in Josys, only "Departments" (and "Status" if integrated with SmartHR) are subject to overwriting, so email addresses will not be updated automatically.
    If a user's email address has changed, please edit it directly in the User Profiles.
    Note that if you have integrated Google Workspace or SmartHR, two-way synchronization is supported, so changes made on the Josys side will also be reflected in each SaaS tool.
    If you need to update email addresses for all users, please follow the steps below.
    1. Disconnect the External Data Source integration with User Profiles.
      For detailed instructions on how to disconnect, please refer to the help page below.
      Reference: Disconnect External Data Source Integration between User Profiles and External Systems
    2. Open the relevant user's information in User Profiles and click "Delete" in the top right.
      *Even if there are linked apps, the app information itself will not be deleted.
    3. Set up the External Data Source integration again from "Integrations > External Data Sources" and run the sync.
    4. Verify in User Profiles that the user has been registered with the updated email address. If the SaaS or apps were registered with the old email address, link the previously used email address as the user's associated ID.
    5. Open "Apps > Managed Apps" from the left sidebar.
    6. Click "Sync All" in the top right.
    7. Confirm that the apps are now linked to the newly registered user.
  • Q: SmartHR shows "Unregistered User." What is the difference between this and an Unmanaged User?
    A: Unregistered Users and Unmanaged Users are essentially the same. In SmartHR, accounts are often issued before a user officially joins the company, and information is registered using personal email addresses. Therefore, they are displayed as Unregistered Users to prompt you to link them to User Profiles.

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