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Creating User Profiles via External Data Sources Integration with SmartHR

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 your screen still displays "Member" or "Employee ID," 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 SmartHR 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 SmartHR as an external data source, along with other details.

Reference: Creating User Profiles via External Data Sources

Synced Fields

By integrating with SmartHR, 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 import.

SmartHR Field Name Josys Field Name
Last Name Last Name
First Name First Name
Employee Number User ID
Email Address *1 Email Address
Personal Email Address *1 Email Address
Job Title Job Title
Employment Status *2 Status
Employment Type *3 User Type
Hire Date Hire Date
Termination Date Termination Date
Department 1–10 Departments
Profile Image Profile Image
Custom Field for Work Email *1 Email Address
⚠️*1 Email Addresses
① In some cases, SmartHR accounts for pre-hire employees are created using their personal email addresses. In such cases, please create a custom field in SmartHR to manage work email addresses, sync it, and use the work email address to create the User Profiles. For details, please refer to the help page below.
Reference: Syncing Work Email Addresses from SmartHR Custom Fields

② If the domain of the email address registered in SmartHR differs from your company's email domain recognized by Josys, the email address will be registered in the "Personal Email Address" field, and the "Email Address" field will remain blank. This is because if you create a User Profile using a personal email address, it will not link to the user when app or SaaS accounts are later issued using the work email address after they join the company.
⚠️*2 Syncing "Terminated" Status from SmartHR to Josys
Even if a user is set to "Terminated" in SmartHR, this status will not reflect in Josys under default settings. To configure the settings to sync the status from SmartHR to Josys, please refer to the help page: here.
⚠️*3 Only the default "Employment Type" configured in SmartHR will be synced to Josys.
　　Any custom employment types created by the customer will not be reflected in Josys.

Integration Steps

1. Connecting the App

Please refer to SmartHR to connect the app with Josys.

Once the app is connected, 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."

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,
please set up the 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 app connection with Google Workspace is completed
  3. Select the workspace you want to integrate from the drop-down menu.
    *If you did not name the integration when connecting the app, it will be created with the name "-". (Reference: Integration Name)
  4. Click "Sync" in the bottom right.
  5. Confirm that the message "External data source integration completed" is displayed.
    Integration completed message

3. Verifying the Integration

  1. Click "User Profiles" from the left sidebar to open the User Profiles page.
  2. The integration is successful if users with the icon of the integrated 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. Josys compares the SmartHR Employee Number with the Josys User ID.
    If a match is found, only the "Department" and "Status" fields will be overwritten.
    Additionally, if there are other fields that are blank in Josys, they will be populated with the latest data.
  2. If no matching user is found, Josys compares the Email Address or Custom Field for Work Email from SmartHR with the Josys Email Address or Personal Email Address.
    If a match is found, only the "Department" and "Status" fields will be overwritten.
    Additionally, if there are other fields that are blank in Josys, they will be populated with the latest data.
    *The Email Address comparison is case-insensitive.
  3. If no matching Email Address is found, the user will be added as a new user.

💡About the Source of Information Synced from SmartHR
When creating User Profiles by integrating SmartHR as an external data source, the information is retrieved from the "Employee List" in SmartHR.
On the other hand, the information used for SmartHR in the Apps (accessed by clicking "Apps > Managed Apps" in Josys) is retrieved from "Common Settings > Email Address Accounts" in SmartHR.

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