Creating User Profiles via External Data Sources Integration with Microsoft 365 – Josys Help Center

[Notice of UI Terminology Changes]
As part of our ongoing updates, we are gradually changing the term "Member" to "User" and "Employee Number" to "User ID" within our help pages. If your current screen still displays "Member" or "Employee Number," please read them as "User" or "User ID" respectively while using this help guide. For more details on the background of this change, please check 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 with Microsoft 365 as an external data source, along with other details.

Reference: Creating User Profiles via External Data Sources Integration

Integrated Fields

By integrating with Microsoft 365 (Entra ID), the following six fields will be synced to Josys.
Other fields will not be imported into Josys automatically, so please register them using methods such as CSV batch registration.

Microsoft 365 Field Name	Josys Field Name
Last Name	Last Name
First Name	First Name
Employee ID	User ID
User Principal Name *Can be changed to match by Email Address.	Email Address
Job Title	Job Title
Department	Department

💡When syncing from Microsoft 365 to Josys, users whose user type is "Guest" will not be imported.

💡Even if multiple email addresses (such as aliases or secondary addresses) are configured for a single account in Microsoft 365, only the address set as the "User Principal Name" will be synced and registered in Josys.
Any other additional addresses will not be synced.

💡By default, the Microsoft 365 "User Principal Name" is synced to the Josys "Email Address." If you want to sync the Microsoft 365 "Email Address" to the Josys "Email Address," please refer to the section "Syncing Microsoft 365 Email Addresses to Josys."

Integration Method

1. Connecting the App

Please refer to Microsoft 365 (Entra ID) to connect the app with Josys.

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

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

2. Enabling External Data Sources Integration

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

From the left sidebar, click Integrations ＞ External Data Sources.
If the app is connected, "Connected" will be displayed in green text under the "User" category.
Click Integrate on the right side.
*The screenshot below shows an example when the app connection with Google Workspace is completed.
Select the workspace you want to integrate from the drop-down menu. *If you did not name the connection when connecting the app, it will be created with the name "-" (Reference: Integration Name).
Click Run in the bottom right.
Confirm that the message "External data source integration completed" is displayed.

3. Verifying the Integration Status

From the left sidebar, click User Profiles to open the User Profiles.
The integration is successful if you see users registered in the list with the icon of the integrated SaaS tool.

Example: Display when integration with Google Workspace is completed

Filtering Users Integrated from Microsoft 365

When you integrate Microsoft 365 as an external data source, users whose user type is set to "Member" (i.e., not "Guest") in Microsoft 365 will be synced to Josys and registered in your User Profiles.
You can then filter and narrow down the list to keep only specific users in Josys, allowing you to remove unmanaged users from your Josys User Profiles.

Click Integrations ＞ External Data Sources.
Click the three-dot icon in the Microsoft 365 box, then click User Filter Settings.
A screen where you can set filter conditions will appear.
Select the group names or domain names from the drop-down menus.
If you also want to sync users whose user type is "Guest" in Microsoft 365, you can configure that setting here.
When you click the Update button in the bottom right, any users currently linked to Microsoft 365 in your User Profiles who do not meet the filter conditions will be removed from the User Profiles.

⚠️To prevent IT administrators who need access to Josys from being locked out, make sure they are included in the filter conditions.
Once you apply filtering in the external data source integration, the account list in the Apps section will also be updated to display only the filtered users.

⚠️This feature is only enabled upon request. Please contact support if you wish to use it.

⚠️If you apply a filter after previously integrating all employees, any existing users who do not meet the new filter criteria will be deleted from the User Profiles. (This will not delete their linked app accounts.)
Please note that the history and data of users excluded by the filter will be lost.
If they are included in the filter again later, they will be synced as new users.

⚠️Even if you filter and limit the users imported into your User Profiles, this filtering will not automatically apply to other apps.
For apps other than Google Workspace, all users registered in those apps will be synced.
Therefore, if there is matching information for a filtered user, it will be linked to their profile. However, if an excluded user is using the app, they will be registered as an unmanaged user.

Syncing and Updating User Information

After you complete the External Data Sources integration, Josys and Microsoft 365 will sync automatically every morning. The sync behavior is as follows:

The Employee ID registered in Microsoft 365 (Entra ID) is compared with the User ID in the Josys User Profiles.
If a match is found, only the "Department" information is overwritten.
Additionally, if there are other fields that are blank on the Josys side, they will be populated with the latest data.
If no matching Employee ID is found, the User Principal Name in Microsoft 365 (Entra ID) is compared with the Email Address in the Josys User Profiles.
If a match is found, only the "Department" information is overwritten.
Additionally, if there are other fields that are blank on the Josys side, they will be populated with the latest data.
*Email addresses are recognized as identical regardless of uppercase or lowercase letters.
If no matching Email Address is found, the user is added as a new user.

⚠️Regardless of whether the Microsoft 365 account status is active or inactive, the user will be created in the User Profiles with an "Active" status.

💡It is possible to switch the field synced to the Josys email address from the User Principal Name to the actual Email Address. Please contact us if you would like to make this change.

Syncing Microsoft 365 Email Addresses to Josys
(Switching from "User Principal Name" to "Email Address")

　　　〈If you want to sync the Microsoft 365 "Email Address" to Josys〉

By default, the Microsoft 365 "User Principal Name" is synced to the Josys "Email Address."
If you want to sync the Microsoft 365 "Email Address" to the Josys "Email Address," a configuration change is required. Please contact us to request this change.

　　　〈Behavior and Precautions when Switching from "User Principal Name" to "Email Address"〉

Overwriting the Primary Email Address
If you switch the Microsoft 365 sync field from "User Principal Name" to "Email Address," the email addresses currently registered in the Josys User Profiles will be automatically overwritten.
Linked Email Address
After the switch is complete, the UPN will be automatically registered as the linked email address in Josys.

Precautions when Switching to "Email Address"

Please note the following points when switching the sync setting from "User Principal Name (UPN)" to "Email Address (mail)":

Applies only to User Profiles: This switch only applies to the email addresses in the User Profiles. Due to system specifications, Microsoft 365 accounts displayed in the Apps section will continue to show the User Principal Name (UPN).
If the Email Address is blank in Microsoft 365: Users who do not have the "Email Address (mail)" attribute set (i.e., blank) in Microsoft 365 (Entra ID) will be skipped during synchronization. Their email address in the User Profiles will not change and will retain its previous value.
External Data Source Sync Required: To apply the changes after switching the setting, you must run an External Data Source sync, not a standard app sync.

Syncing Departments

The "Department" field in Entra ID is synced as the department in Josys.

For example, if you assign a department named "Organization A" to users in Entra ID, "Organization A" will be synced and created in Josys.
If you subsequently remove "Organization A" from all users' departments in Entra ID, it will not be automatically deleted from Josys.
If you wish to delete it, you must disconnect the External Data Sources integration, delete the department from Settings ＞ Departments, and then reconnect the integration.

If you do not want to sync department information from Entra ID and prefer to manage and edit departments directly within Josys, please refer to the following page:
Managing Departments during External Data Sources Integration