Creating User Profiles via External Data Source Integration with Google Workspace – 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 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.

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 Google Workspace 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 Google Workspace, the following seven fields will be imported into Josys.
Other fields will not be imported into Josys, so please register them using methods such as CSV bulk upload.

Google Workspace Field Name	Josys Field Name
Last name	Last Name
First name	First Name
Employee ID	User ID
Primary email	Email Address
Contact info > Email	Personal Email Address
Job title	Job Title
Organizational unit	Departments

⚠️The above details do not represent information synced from Josys to Google Workspace.

Integration Steps

1. Connecting the App

Please refer to Google Workspace to connect the app with Josys.

Once the app is connected, a pop-up saying "Integrate as External Data Source" will appear. Click "Integrate." 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. Performing the External Data Source Integration."

2. Performing the External Data Source Integration

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

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.
Select the workspace you want to integrate from the dropdown menu. *If you did not name the integration when connecting the app, it will be created with the name "-" (Reference: Integration Name).
Click "Run" in the bottom right corner.
Confirm that the message "External data source integration completed" is displayed.

3. Verifying the Integration Status

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

Example: Display when integration with Google Workspace is completed

Filtering Users Integrated from Google Workspace

Josys provides a filtering feature that allows you to visualize only a subset of users registered in Google Workspace.

Normally, when you integrate an external data source, all users registered in Google Workspace are imported. You can then narrow down the list to specific users within Josys, allowing you to remove unmanaged users from the Josys User Profiles.

💡This feature is only enabled for customers who have requested it.

Click "Integrations" > "External Data Sources."
Click the three-dot icon in the Google Workspace box > "Member Filter Settings."
You can filter by domain and organizational unit. You can also add filter groups using OR conditions.

⚠️To prevent IT administrators from being deleted from User Profiles and losing access, ensure that the administrators who need to log in to Josys are included in the filter conditions.
Clicking the input field will display the information created on the Google Workspace side.
Once filtering is applied to the external data source, the app's account list will also update to display only the filtered users.

⚠️If you apply a filter after already integrating without filters and creating User Profiles:
Users who are excluded by the new filter will be deleted from the User Profiles.

*Associated apps and other data will not be deleted.
*This only affects users created through the Google Workspace integration; manually created users will not be affected.

Please note that in this case, the excluded users and their history will be deleted.
If they are included in the filter again later, they will be imported as new users.

⚠️Even if you filter and create User Profiles with only a subset of users, other apps will not be filtered.
For apps other than Google Workspace, all users registered in those apps will be imported.

Therefore, if an excluded user is using an integrated app, they will be registered as an unmanaged user.

User Information Synchronization and Update Process

The Employee ID registered in Google Workspace is compared with the User ID in the Josys User Profiles.
If a match is found, only the "Departments" 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 Primary email in Google Workspace is compared with the Email Address in the Josys User Profiles.
If a match is found, only the "Departments" information is overwritten.
Additionally, if there are other fields that are blank on the Josys side, they will be populated with the latest data.
*The Email Address comparison is case-insensitive.
If no matching Email Address is found, the user is added as a new user.

⚠️Regardless of whether the Google account status is Active, Suspended, or Archived, the user will be created as an "Active" user in the User Profiles.