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Creating User Profiles via External Data Sources with freee HR

Updated
[Notice of UI Terminology Changes]
As part of our ongoing updates, we are gradually changing the term "Member" to "User" and "Employee ID" to "User ID" within our help pages. If you still see "Member" or "Employee ID" on your screen, please read them as "User" or "User ID" while referring to this help documentation. For more details on the background of this change, please check this announcement.

This page describes how to create User Profiles by integrating freee HR as an external data source, along with other details.

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

This page describes how to create User Profiles by integrating freee HR as an external data source, along with other details.

Reference: Creating User Profiles by Syncing with External Systems (External Data Sources)

Synced Fields

By integrating with freee HR, the following 7 fields will be synced to Josys.
Other fields will not be imported into Josys, so please register them using methods such as CSV bulk upload.

freee HR Field Name Josys Field Name
Last Name Last Name
First Name First Name
Employment Status Status
User ID User ID
Login Email Address Email Address
Job Title Job Title
Department > Division Departments
Hire Date Hire Date
Termination Date Termination Date

Integration Steps

1. Connecting the App

Please refer to freee HR to connect the app with Josys.

Once the app is connected, if the external data source is not yet configured, a pop-up saying "Sync External Data Source" will appear. Click "Sync". If you have completed this step, please proceed to "3. Verifying the Integration".

If you have already connected the app in the past, please proceed to "2. Setting up External Data Sources".

2. Setting up External Data Sources

To use the user information registered in each SaaS tool as your master data, set up the External Data Sources integration with Josys using the following steps.

  1. Click "Integrations > External Data Sources" from the left sidebar.
  2. If the app is connected, "Connected" will be displayed in green text under the "User" category.
    Click "Integrate" on the right side.
    Example: Display when the integration with Google Workspace is completed
  3. Select the workspace you want to sync from the dropdown menu. *If you did not name it during the app integration, it will be created with the name "-". (Reference: Integration Name)
  4. Click "Run" in the bottom right corner.
  5. Verify that the message "External data source sync completed" is displayed.
⚠️You can only sync one business office from freee HR. If you have connected multiple business offices to Josys, select the specific integration you want to use as your external data source.

3. Verifying the Integration

  1. Click "Users" from the left sidebar to open the User Profiles.
  2. The integration is complete if users with the icon of the synced SaaS tool are registered in the User Profiles.
    Example: Display when the integration with Google Workspace is completed

User Information Sync and Update Process

  1. The User ID registered in freee HR is compared with the User ID in the Josys User Profiles.
    If a match is found, only the "Departments" and "Status" information will be overwritten.
    Additionally, if there are other fields that are blank on the Josys side, they will be populated with the latest data.
  2. If no matching User ID is found, the Primary Email Address in freee HR is compared with the Email Address in the Josys User Profiles.
    If a match is found, only the "Departments" and "Status" information will be overwritten.
    Additionally, if there are other fields that are blank on the Josys side, they will be populated with the latest data.
  3. If no matching Email Address is found, the user will be added as a new user.

Frequently Asked Questions

Q: Can I create Josys User Profiles from multiple business offices?
A: Currently, we only support syncing with a single business office as an external data source.

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