Documentation
    {{docApp.userSession.userId}}
    {{docApp.userSession.userName}}
    {{docApp.userSession.email}}
    Issuer : {{docApp.userSession.issuerInstance}}
    Expires : {{new Date(docApp.userSession.validUntil).toLocaleDateString()}}

{{docApp.title}}

{{docApp.description}}

How can we help?

{{docApp.searchError}}
{{product.name}}

Searching in {{docApp.searchFilterBySpecificBookTitle}}

{{docApp.searchResultFilteredItems.length}} results for: {{docApp.currentResultsSearchText}} in {{docApp.searchFilterBySpecificBookTitle}}
Search results have been limited. There are a total of {{docApp.searchResponse.totalResultsAvailable}} matches.

You have an odd number of " characters in your search terms - each one needs closing with a matching " character!

{{docApp.libraryHomeViewProduct.title || docApp.libraryHomeViewProduct.id}}

{{docApp.libraryHomeViewProduct.description}}

  1. {{book.title}}

{{group.title || group.id}}

{{group.description}}

  1. {{book.title}}

{{group.title}}

{{book.title}}
More...

Importing users from cloud services

This Cloud Data Imports section of the documentation covers a feature coming soon that will be available in Hornbill Core UI builds higher than 2475.

Overview

Going beyond the provision of on-premise hosted utilities for importing user objects and related records, Hornbill also provides the ability to import user objects natively from various cloud data sources.

This feature enables seamless data imports into Hornbill instances from external cloud services, eliminating the need for customer-hosted binaries or configuration. The import process for user-type records is streamlined, while ensuring flexibility, security, and ease of management.

When importing users from cloud services, you will generally take the following steps:

  1. (One time only) If you have not yet imported data from cloud services, you must set up a KeySafe key.
  2. Read Data Mapping to understand how you can manipulate the user data as part of setting up your import configuration. You need to understand that you’ll be mapping your source data using Mustache tags, and that you can make changes to the data as you bring it in by applying transformations.
  3. Set up an import configuration. This varies based on your cloud platform. See the instructions for Entra ID or for Google Workspace, depending on your platform.

    Tip

    If you already have set up at least one import configuration, consider whether it makes sense to copy that one and make adjustments to it rather than creating an all-new one. See Copying an import configuration.

  4. Run a preview of the import. Make edits to your configuration until you’re happy with how the data looks.
  5. Run an impact analysis. Again, make edits to the configuration until you’re happy.
  6. Run the import using the Run Import option, which is when the users actually get imported. Another option is to schedule the import run.

Accessing Cloud Data Imports

Access to Cloud Data Imports is controlled by a system role called Data Imports Administrator. This role allows users to create and manage data-import configurations, and to run cloud-to-cloud data-import jobs.

To find Cloud Data Imports, navigate to Configuration > Platform Configuration > Data > Cloud Data Imports.

Setting up a KeySafe key

To securely connect Hornbill to the cloud platform from which you’re importing data, you’ll first need to create something called a Hornbill KeySafe key.

This key safely stores your login credentials and gives Hornbill permission to access the user data in your cloud platform.

  • Depending on your cloud platform, use either the Entra ID User Import key type or the Google Workspace User Management key type.
  • For help creating the key, see the Platform Configuration Guide.

Once your KeySafe key is ready and connected to your cloud platform account, you’re all set to move on.

How many separate imports will you do?

If you have both Full Users and Basic Users, you will likely want to do two imports. This is because all users brought in from a single import get assigned the same user type. You cannot import all of your users in one import and then later specify that some of them are are Full Users and others are Basic Users. You will need to do more than two imports if you’ll have more than two user types. Plan your separate import jobs based on how many different groups you will organize your users into.

Using the correct platform-specific import instructions

Cloud data-import configurations, although similar in many ways, do have target platform-specific implementations. Make sure to view the instructions for the platform you wish to pull data from:

But before you begin configuring your import, read on for more overview information that applies to all cloud imports regardless of data platform.

Copying an import configuration

An alternative way to create a new import is to copy an existing configuration. This is useful if you’ve already done the work of setting up a configuration and making sure it imports the user data as intended. Perhaps you need another import configuration that is similar to the first one. Rather than starting from scratch, it may make sense for you to copy the existing configuration and then make tweaks as necessary.

Copy an existing import configuration

To copy an import configuration:

  1. In Configuration > Platform Configuration > Data > Cloud Data Imports, at the top right of the configurations list, click the down arrow next to + Add New.
  2. In the Copy Cloud Import dialog, begin typing the name of the import configuration you want to copy, then when it appears in the filter, select it.
  3. In the New Import Name field, give the copied configuration a clear and unique name.
  4. Click Copy Import.
  5. The data source settings and source/import options from your existing import are copied over to this newly created copy. Use the Edit buttons in the settings and options to make tweaks to the configuration to suit the needs of your new import.

Previewing an import

Once you have built your import configuration, before running or scheduling an import, make sure to first run one or more preview jobs.

When you click the Run Import button, you’ll see there are three ways to run an import: Data Preview, Analyze Impact, and the actual import itself. The first two allow you to make sure that your import configuration will work as intended before you run the actual import.

Data Preview, Impact Analysis, Run Import

When you run a data preview, by default, you get the first 50 records for review. You review these records from the Processing History tab. Check that the job runs as intended — that your user data is brought in the way you want. If not, make changes to your configuration and then run more preview jobs until you get it right.

Tip

You can change the default number of records returned in a data preview. For example, to diagnose a problem, you may want to run a preview for just a single user. In this case, you would set the data preview for just one record number (in Run Import > Data Preview), for example “From 1,234 to 1,234”.

To run a preview for an import configuration:

  1. In Configuration > Platform Configuration > Data > Cloud Data Imports, in the list of imports, find the config you want and click its name.
  2. In any of the tabs, click Run Import > Data Preview.
  3. Click the Processing History tab, and then the date for the the most recent run.
  4. In the Details tab, you can view the processing information.
    • The Details tab provides information about the import run as well as a summary of counts for records added and updated, new users added, roles granted, groups assigned, and any problems encountered.
    • The Log tab provides detailed information about each step of the run in chronological order. You can filter what you see in the log by source (System, iBridge, or Import) and by severity (Error, Warning, Notice, Info).
    • The Records tab provides information about each of the records returned in the preview. Do a spot-test by checking through a few records.

      Note

      If no records have been returned, the Records tab does not appear.

  5. (Optional) If your data preview reveals problems in the import configuration, use the Include Diagnostics toggle and run another preview. This option provides greater detail in the Log tab about what happened in the run.

Running an impact analysis

When you use the Analyze Impact option in the Run Import dropdown, the system runs through your import configuration and tells you the changes to be made, without actually making the changes. This way you can verify that the changes are as expected.

To run an impact analysis for an import configuration:

  1. In Configuration > Platform Configuration > Data > Cloud Data Imports, in the list of imports, find the config you want and click its name.
  2. In any of the tabs, click Run Import > Analyze Impact.
  3. Click the Processing History tab, and then the date for the the most recent run.
  4. In the Processing Information view, you can view the impact analysis.
    • The Details tab provides information about the import run as well as a summary of counts for records added and updated, new users added, roles granted, groups assigned, and any problems encountered.
    • The Log tab provides detailed information about each step of the run in chronological order. You can filter what you see in the log by source (System, iBridge, or Import) and by severity (Error, Warning, Notice, Info).
  5. (Optional) If your impact analysis reveals problems in the import configuration, use the Include Diagnostics toggle and run another impact analysis. This option provides greater detail in the Log tab about what happened in the run.

About viewing the processing history

The Processing History tab contains a list of all data-import jobs that have been executed using the selected data import configuration. You can see the run date; whether the run was a data preview, an impact analysis, or an actual import; the records processed and actioned; any problems encountered; and the job status (Initialized, Active, Completed, Succeeded, Failed).

You cannot run more than one import at once for any one import configuration. If you see a status of Initialized, this means the system is waiting for the first run to finish before beginning the next.

A status of Completed means that, while the import did not fail, you need to check the processing history because something didn’t work as intended.

To view the processing history for an import job:

  1. In Configuration > Platform Configuration > Data > Cloud Data Imports, in the list of imports that have run, find the job you want and click its name.
  2. In the Details tab, view the import details for the selected job. Here you can see when the import configuration was created and/or updated and by whom.
  3. (Optional) Click the Import Enabled toggle to disable the import configuration.

Scheduling an import

Once you are happy with the import configuration you have set up, its mappings, and the records output from your data previews, you can then run an ad-hoc full import by using the Run Import button. There is, however, another option for running imports: you can put them on a schedule.

To schedule an import to run one or more times:

  1. In Configuration > Platform Configuration > Data > Cloud Data Imports, in the list of imports, find the configuration you want and click its name.
  2. Click the Control & Schedule tab.
  3. Set up your schedule as required, specifying recurrence, time zone, next run date, days of the week, and number of executions before expiring.
  4. (Optional) If the schedule has previously run, click View Log to see its history.
  5. Click Save & Run.
  • Version {{docApp.book.version}}
  • Node {{docApp.node}} / {{docApp.build}}
In This Document