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Creating User Profiles via External Data Sources Integration with Kaonavi

Updated
[Notice of UI Terminology Changes]
Along with sequential updates, the term "Member" is being changed to "User", and "Employee Number" is being changed to "User ID" within the help pages. If "Member" or "Employee Number" is still displayed on your screen, please read them as "User" or "User ID" while referring to this help documentation. For more details on the background, please check this announcement.

This page describes how to create User Profiles by integrating with Kaonavi as an External Data Source, along with other details. *Please note that this feature is temporarily set to private due to ongoing adjustments to some specifications. We plan to resume its release in the near future. The information on this help page will be updated as soon as the adjustments are complete.

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 with Kaonavi as an External Data Source, along with other details.
Reference: Creating User Profiles by Integrating with External Systems (External Data Sources)

Integrated Fields

By integrating with Kaonavi, 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 registration.

Kaonavi Field Name Josys Field Name
Before the space in Name Last Name
After the space in Name First Name
Employee Number User ID
Email Address Email Address
Hire Date Hire Date
Termination Date Termination Date
Department *Please check the image attached below the table Departments
 
- Status (Active/Terminated)
*If the termination date is before today, the status will be "Terminated".
*If the hire date is entered, the termination date is blank, and there is active usage in Kaonavi, the status will be "Active".

The department tree management information in Kaonavi (Admin Functions Top > Department Tree Management) will be synced to the Departments menu (Settings > Departments).

Reference) "Department" section in Kaonavi

Integration Steps

1. Connecting the App

⚠️ By connecting the app, information in the Admin Page > User Management
(Kaonavi Login Account information) will be retrieved.

Please refer to the Kaonavi article to complete the app integration with Josys.

Once the app integration is complete, a pop-up saying "Integrate External Data Source" will appear. Click "Integrate". If you have completed this step, please proceed to "3. Verifying the Integration Success".

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

2. Setting up External Data Sources Integration

⚠️ By setting up the External Data Sources integration, the user list from Kaonavi will be retrieved. Login Accounts used for operations will not be retrieved.

To use the user information registered in each SaaS tool as a master source,
please set up the External Data Sources integration with Josys using the following method:

  1. Click "Integrations > External Data Sources" from the left sidebar.
  2. If the app integration is complete, "Integrated" will be displayed in green text under the "User" category.
    Click "Integrate" on the right side of it. 
    Example: Display when app integration with Google Workspace is completed
  3. Select the workspace you want to integrate from the dropdown. *If you did not name the integration during the app integration, it will be created with the data "-" (Reference: Integration Name).
  4. Click "Run" at the bottom right.
  5. Confirm that "External Data Sources integration completed" is displayed.

3. Verifying the Integration Success

  1. Click "Users" from the left sidebar to open the User Profiles.
  2. If users with the icon of the integrated SaaS tool are registered in the User Profiles, the External Data Sources integration is complete.
Example: Display when External Data Sources integration with Google Workspace is completed

User Information Synchronization and Update Process

  1. The Email Address in Kaonavi is compared with the Email Address in Josys.
    If a match is found, only the "Department" and "Status" information will be overwritten.
    Additionally, if there are other fields that are blank on the Josys side, the latest data will be registered.

    *The Email Address is recognized as the same regardless of uppercase or lowercase letters.
  2. If no matching user is found, the Employee Number is compared with the User ID in Josys.
    If a match is found, only the "Department" and "Status" information will be overwritten.
    Additionally, if there are other fields that are blank on the Josys side, the latest data will be registered.
  3. If no matching User ID is found, the user will be added as a new user.

⚠️ In Kaonavi's API, there are two types of data: "User (Employee Information)" and "User (Login Account)".

User: This is the employee record containing information such as name, User ID, and status. Josys's "External Data Sources" integration uses only this "User" data to sync with the User Profiles.

User: This is the account information used to log in to Kaonavi. It does not contain employee information. "User" information retrieved from Kaonavi via app integration will not be synced to the User Profiles and will be displayed as "Unmanaged Users" in Josys.

Accounts that only have "User" data registered and do not have "User" data (where User ID or status is unregistered) will not be synced to the User Profiles even if you perform the External Data Sources integration.

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