Skip to main content

Creating User Profiles via External Data Sources Integration with Okta

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 using this help guide. For more details on the background of these changes, please refer to this announcement.
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 Okta as an external data source, along with other details.

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

Integrated Fields

The following 6 fields are imported into Josys by integrating with Okta.
Other fields will not be imported into Josys, so please register them using methods such as CSV bulk registration.

Okta Field Name Josys Field Name
Last Name Last Name
First Name First Name
Employee Number User ID
Primary Email Email Address
Secondary Email Personal Email Address
Title Job Title
Department Departments
Division Departments
Created Date Start Date

Integration Steps

1. Integrating the App

  1. Please refer to Okta to integrate the app with Josys.
  2. Once the app integration is complete, if you have not yet set up the external data source integration, a pop-up saying "Integrate External Data Source" will appear. Click "Integrate." If you have completed this step, proceed to "3. Verifying the Integration Status."
  3. If you have already integrated the app in the past or if the pop-up does not appear, proceed to "2. Setting up External Data Sources Integration."

2. Setting up External Data Sources Integration

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

  1. Click "Integrations > External Data Sources" from the left sidebar.
  2. If the app is integrated, "Integrated" will be displayed in green text under the "User" category.
    Click "Integrate" on the right side of it.
  3. If you have integrated Okta with multiple accounts, select the workspace you want to integrate from the drop-down 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. Confirm that the message "External data source integration completed" is displayed.

3. Verifying the Integration Status

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

Syncing and Updating User Information

After setting up the integration, Josys and Okta will sync every morning. The sync behavior is as follows:

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

Related articles