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Creating User Profiles via Integration with OneLogin as an External Data Source

Updated

Overview

This page describes how to create User Profiles by connecting OneLogin as an external data source and provides related details.
Reference: Creating User Profiles by Connecting External Systems (External Data Sources)

Prerequisites

Please check the following before connecting an external data source:

  • You have IT Admin privileges in Josys.
  • You have "Account Owner" or "Administrator" privileges in OneLogin and can issue API Credentials.
  • You have verified your OneLogin subdomain.
    • Example: If you sign in at https://josys-it.onelogin.com, your subdomain is josys-it.
  • If you have already integrated another SaaS tool as an external data source for User Profiles, disconnect that integration first.
    • Reference: Disconnecting External Data Sources
⚠️ If OneLogin is not displayed on the "Integrations > External Data Sources" screen, please contact us.

Integrated Fields

By connecting OneLogin, the following 8 fields will be imported into Josys. Other fields will not be imported into Josys, so please register them using bulk CSV import or other methods.

OneLogin Field Name Josys Field Name
First Name First Name
Last Name Last Name
Username User ID
Email *1 Email Address
Title Job Title
Department Department
Activated At Start Date
Status *2 Status
⚠️ This is a one-way synchronization from OneLogin to Josys. Changes made in Josys will not be reflected in OneLogin.
⚠️ Work Locations are not synced from OneLogin.
⚠️ *1 About Email Address
If "Email" in OneLogin is blank, but "Username" is in email format (e.g., name@example.com), the Username will be registered as the email address.
If "Email" is blank and "Username" is not in email format, the email address in Josys will remain blank.

⚠️ *2 About Status
OneLogin statuses are mapped and synced to Josys statuses as follows:

OneLogin Status Josys Status
Active Active
Suspended / Locked / Password Expired / Awaiting Password Reset Suspended
Unactivated / Password Pending / Security Questions Required Initiated

Integration Steps

1. Connecting via App Catalog

If you have already integrated OneLogin in Josys, proceed to "2. Connecting as an External Data Source".
If not, please refer to this guide to integrate the app: OneLogin

When you integrate the app, a pop-up saying "Connect as an External Data Source" may appear. In that case, click "Connect" and proceed to "3. Confirming Successful External Data Source Connection".

2. Connecting as an External Data Source

To use user information registered in each SaaS tool as a primary data source, connect it to Josys using the following steps:

  1. Click "Integrations > External Data Sources" from the left sidebar.
  2. If the app is connected, OneLogin under the User category will show "Integrated" in green text. Click "Connect" to its right.
  3. If you have connected multiple OneLogin accounts, select the workspace you want to connect from the drop-down menu. If you did not specify an integration name during app connection, it will appear as "-". (Reference: Integration Name)
  4. Click "Execute" at the bottom right.
  5. Confirm that "External data source connected" is displayed.

3. Confirming Successful External Data Source Connection

  1. Click "Users" from the left sidebar to open User Profiles.
  2. If users with the OneLogin icon are registered in User Profiles, the integration is complete.

User Sync and Update Procedures

After connecting the external data source, Josys and OneLogin sync automatically every morning. If you want to sync immediately, go to "Integrations > External Data Sources" and click the refresh icon for OneLogin to manually sync. Reference: Data Sync Timing After Connecting External Data Sources

Sync behavior operates as follows:

  1. The Username registered in OneLogin is compared with the User ID in Josys User Profiles.
    • If a match is found, only "Department" and "Status" information will be overwritten.
    • For other fields that are blank in Josys, the latest data will be populated.
  2. If no matching Username is found, the OneLogin Email is compared with the Email Address in Josys User Profiles.
    • If a match is found, only "Department" and "Status" information will be overwritten.
    • For other fields that are blank in Josys, the latest data will be populated.
    • * Email addresses are case-insensitive.
  3. If no matching Email Address is found, the user will be added as a new user.

⚠️ Fields other than "Department" and "Status" (such as Name, Job Title, and Email Address) will not be overwritten once registered in Josys, even if updated in OneLogin. If changes are required, please edit them directly in User Profiles.

Disconnecting an External Data Source

  1. Click "Integrations > External Data Sources" from the left sidebar.
  2. Click the three dots (...) icon for OneLogin and select "Disconnect".

Disconnecting the external data source does not remove the OneLogin app integration. Reference: Disconnecting External Data Sources

Troubleshooting Sync Issues

User synchronization may stop if the following actions occur in OneLogin:

  • The API Credentials used for integration were deleted, disabled, or regenerated.
  • The administrator account that issued the API Credentials was deleted or its permissions were changed.
  • The API Credentials permissions (scope) were changed from "Manage All".

If this happens, issue new API Credentials with "Manage All" permissions, reconnect OneLogin with the new Client ID and Client Secret, and click the refresh icon for OneLogin under "Integrations > External Data Sources".

Also, if there are users with blank email addresses in Josys, check whether an "Email" is registered for that user in OneLogin, or whether their "Username" is formatted as an email address.

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