Do you have the employee logs of your organization set up in the Google Workspace directory? If yes, individually adding each member to AssetSonar might take up too much of your time. AssetSonar now integrates with Google Workspace to make this process a breeze.
Directly import members from your company’s Google Workspace directory into your AssetSonar account.
- Enabling Add On
- Importing Members
2.1. Importing users to Custom Roles
- Signing in with Google
- Syncing Members
- Mapping custom attributes
- Merging Users
- Setting up Alerts for user syncs and updates
- Managing domains for user imports
Once you have successfully integrated your Google Workspace directory with AssetSonar, your employees can easily log in to the application using their company Google accounts.
Let’s walk you through some basic steps on how to accomplish this!
Step 1: Enable Add On
Before you head any further, first enable the Add On from your AssetSonar settings. Follow the pathway: Settings → Add Ons → Google Workspace Integration → Enabled. Select the checkbox ‘Import users from Google Workspace’ as well if you want to import members from Google Workspace.
Learn how to detect cloud software using Google Workspace from here.
Step 2: Import Members
Next, comes the task of populating members in your AssetSonar account. To do this, go to the Members module from the side navigation bar and click on the More dropdown menu. From there, select Sync with Google Workspace → Import New Members.
This action will redirect you to the Google authentication page as shown below:
Sign in with your company’s Google account credentials. This will prompt the system to retrieve all the employees’ names and email addresses in your Google Workspace directory.
You’ll be able to see a preview of all the members to import. Hit the ‘Import Members’ button. Your AssetSonar account now includes a comprehensive log of all your employees.
Note: All members imported from the Google Workspace directory will be assigned the default role of a Staff User, and the following Default Member Settings will apply to them.
To change the default member settings, head to Company Settings → Member Settings → Default Member Settings, and configure the settings based on your preference.
2.1. Importing users to Custom Roles
If you want to map your users and their respective roles so that their hierarchy is reflected in AssetSonar, you can do so by checking the ‘Import Users from G Suite as Custom Role’ option. You will be able to map the attributes as shown below:
Note: If the data values for Roles and Teams are not already specified in AssetSonar, the users belonging to these Roles and Teams will not get provisioned into AssetSonar. You will receive an email listing the users that could not be provisioned.
If a custom role imported from the Google Workspace directory does not exist in AssetSonar, users belonging to that custom role can be provisioned to a default role in AssetSonar. You can set the Default Role using the option highlighted below:
Let’s say, you imported users belonging to the custom role Customer Success team from Google Workspace and this custom role is not present in AssetSonar, users belonging to this role will be provisioned as Administrators.
If you do not wish to provision these users as Administrators, you can also select the option ‘Provision to some role’ and provision these users to a custom role that already exists in AssetSonar.
Step 3: Sign in with Google
Our Google Workspace integration enables employees to log into AssetSonar with their company’s Google accounts.
You can verify whether your integration has been completed successfully. Here’s how to go about it:
- Enter your URL: subdomain.assetsonar.com in your search engine. The subdomain will essentially be your ‘Company name’.
- Click on ‘Sign in with Google’.
- This shall direct you to accounts.google.com. You can now get your employees to enter their Google account credentials and see if they’ve logged in.
Once you land at the AssetSonar dashboard and get the message “Successfully authenticated from Google account”, you’re good to go!
Data fetched with our Google Workspace integration:
- Cloud software/SaaS applications
If you wish to sync any changes made to Members in the Google Workspace directory onto AssetSonar, you can do so by going to Members → More → Sync with Google Workspace → Complete sync.
When the sync is complete, the system will notify you of the updated changes via email as shown.
You can also schedule daily auto-syncs from Settings → Add Ons → Google Workspace Integration and select the option highlighted below.
Enabling this setting will automatically run a sync every 24 hours and reflect changes made to users in the Google Workspace directory within AssetSonar.
5. Mapping custom attributes
AssetSonar also allows you to map and import custom attributes for users from the G Suite directory. This helps you model your organizational hierarchy in AssetSonar and adds an extra layer of information so you can take additional actions and maintain detailed records in your AssetSonar account.
Custom attributes refer to organization-specific data about users such as office location or employee start date. Learn how to create a custom attribute for user profiles in the Google Admin Console here.
Custom attribute mapping within AssetSonar helps enterprises and school districts in the following ways:
- IT Admins of enterprises can allot user listings to employees, send IT Assets to specific employee addresses, and manage personalized access to AssetSonar.
- IT Admins of school districts can manage item checkouts to homerooms, auditoriums, and individual students for specific teachers and courses.
To configure the mapping of G Suite custom attributes in AssetSonar, go to Settings → Add Ons → Google Workspace Integration → Import Users from Google Workspace and select ‘Enable Custom Fields Mapping in G Suite’.
This reveals additional fields below where you can configure the custom attribute mapping.
AssetSonar gives you the ability to map three types of attributes:
- Custom fields
Note: Before you configure custom attribute mapping, please make sure that the custom fields have already been created for the Members module in AssetSonar.
Below, we take the example of custom fields such as User Listing, School Location, and Homeroom teacher.
Now, go to your Google Admin Console and open up a user’s profile. Click to expand the User Information tab.
Here, copy the values of selected custom fields in the following format: ‘Userlisting.userlisting_group’.
Now, paste these onto the AssetSonar G Suite section as shown below.
Note: Copy and paste the values as they appear in Google Admin Console to avoid errors while mapping. There should be no spelling mistakes.
Replicate the procedure for other custom fields and update settings in AssetSonar.
Things to consider:
- While mapping Employee information from G Suite, you only need to copy and paste values in the format ‘EmployeeID’.
- While mapping Contact information, differentiate Phone (Home) and Phone (Work) by pasting them in the following format: ‘Phone.Home’ and ‘Phone.Work’.
- If you change the name of a custom field in Google Workspace, you do not need to change its value in the AssetSonar mapping settings.
To see updated changes, go to Members → More → Sync with Google Workspace → Complete Sync.
The system will notify you via email about the updated changes. This is how the custom fields will appear on the Member Details page once the mapping is successful.
6. Merging Users
You can provision Users from multiple sources whether manual or through a Google Workspace account into the system and can merge them as data gets updated so you can maintain the latest information on your users especially if they are added through spreadsheets. Merging will take place if the user is brought in through SAML, and/or manual entry (CSV or single port entry) and then merged via G Suite.
7. Setting up Alerts for user syncs and updates
AssetSonar allows you to set up and receive alerts whenever users imported from the Google Workspace directory are synced or updated. You can set these up from both “my Alerts” and “ServiceDesk Alerts”. Alerts that were previously sent through email are now grouped and can be managed through the Alerts section. Select the email alerts of your preference as shown:
Moreover, the content of the email alerts can be switched to pre-generated templates that can be easily renamed or edited. The default template for email alerts is shown below.
8. Managing domains for user imports
By default, AssetSonar imports users from all the domains linked to your company’s Google Workspace account.
In case you only want to import users from select domains, you can do so by picking and choosing the domains you’d like to sync with AssetSonar. Go to Settings → Add Ons → Google Workspace Users Integration → Domains and select the relevant option as shown.
Let’s say, you want to import users from the Austin office only and not the Denver office. You can select the domains as follows:
Note: Clicking on ‘Refresh Domains’ will populate in the Available Domains section any domains that are recently added to your Google Workspace account.
Now, hit ‘Update’. Go to Members → More → Sync with Google Workspace → Complete Sync → Proceed to update your Member repository in AssetSonar.
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