Configure Sugar auto-provisioning

As an administrator, once you've set up single sign-on (SSO), your next step is to configure automated user provisioning to authorize, create, modify, or delete your users' identity once in G Suite, and have the changes to that identity reflected in Sugar.

Set up auto-provisioning for the Sugar application
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. In the Auto-provisioning section, click Configure auto-provisioning.
  5. Enter your Sugar Administrator’s Username and Password.
  6. Edit the Token Url field, replacing {your-sugarcrm-domain} with the domain name of your Sugar instance.
  7. If you've already created OAuth Keys for G Suite user provisioning on the Sugar Admin portal, enter the Consumer Key value in the Client Id field and the Consumer Secret value in the Client Secret field.
  8. Click Continue.

    Important: You might have to reauthorize if the admin password for Sugar changes. Changing the admin password will cause the original authorization to be revoked.

  9. Edit the endpoint URL, replacing {your-sugarcrm-domain} with the domain name of your Sugar instance.
  10. Click Continue.
  11. Verify that all mandatory Sugar attributes (those marked with an *) are mapped to Google Cloud Directory attributes. If not, click the Down arrow "" and map to the appropriate attribute.
  12. Click Continue.
  13.  Optional) Restrict provisioning to specific groups:
    1. Enter all or part of a group name in the Search groups field.
      A list of available groups appears. Select a group to add it and open a new search field.
    2. If necessary, add more groups and choose a scope. 
    3. To remove any group you added, click "" next to it.
  14. Once you’re done, click Continue.
  15. Choose how long deprovisioning actions should be delayed before taking effect. You can set the time to: within 24 hours or after one, 7, or 21 days. The default for each is to suspend the account within 24 hours. Select at least one of these options:
    • When an app is turned off for the user, suspend their account, hard delete their account, or both, after the number of days you choose

      A suspended account is temporarily unavailable until it's restored.

      A hard-deleted account can not be restored from either GSuite or Sugar. Please contact Sugar support to restore the user and their data.
       
    • When a user is suspended on Google, suspend their account, hard delete their account, or both, after the number of days you choose.
    • When a user is deleted from Google, suspend their account, hard delete their account, or both, after the number of days you choose.
       

      Tip: Always set more time before hard deleting a user's account than for suspending a user's account.

  16. Click Finish.
  17. In the Auto-provisioning section, click the activation slider.

    Note: The activation slider is disabled if Sugar isn’t turned on for any users. Click User access and turn the app on to enable the slider.

  18. In the confirmation dialog box, click Turn on.
Display auto-provisioning

Once provisioning is on, Google starts collecting usage information. You'll see the usage information in the Auto-provisioning section. There won't be any numbers next to the event names until you enable provisioning.

The following event names provide the usage information for the last 30 days:

  • Users created
  • Users suspended
  • Users deleted
  • Failures

For more information, see Monitor automated user provisioning.

Edit provisioning scope

You may want to restrict the scope of provisioning to members of groups you define. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. Click the Auto-provisioning section to open the settings page.
  5. Under Provisioning scope, click Edit.
  6. Enter all or part of a group name in the Search groups field. A list of available groups appears.
    1. Select a group to add it and open a new search field.
    2. If necessary, add more groups and choose a scope. 
    3. To remove any group you added, click "" next to it.
  7. Once you’re done, click Update.

The next time you edit provisioning scope, the groups you added appear in the Provisioning scope window. If you turned on the Sugar application for a set of organizational units, the provisioning scope is restricted to those users in the added groups who are also members of those organizations.

Deactivate auto-provisioning

To disable auto-provisioning for the Sugar application without losing all the configuration information:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. Do one of the following:
    • In the Auto-provisioning section, click the activation slider.
    • Click the Auto-provisioning section to open the settings page, then click Statusand thenTurn off.
  5. In the confirmation dialog box, click Turn off
Define deprovisioning timeframes

To define how long deprovisioning actions should be delayed before taking effect:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. Click the Auto-provisioning section to open the settings page.
  5. Under Deprovisioning, click Edit.
  6. Choose how long deprovisioning actions should be delayed before taking effect. You can set the time to: within 24 hours or after one, 7, or 21 days. The default for each is to suspend the account within 24 hours. Select at least one of these options:
    • When an app is turned off for the user, suspend their account, hard delete their account, or both, after the number of days you choose

      A suspended account is temporarily unavailable until it's restored.

      A hard-deleted account can not be restored from either GSuite or Sugar. Please contact Sugar support to restore the user and their data.
       
    • When a user is suspended on Google, suspend their account, hard delete their account, or both, after the number of days you choose.
    • When a user is deleted from Google, suspend their account, hard delete their account, or both, after the number of days you choose.
       

      Tip: Always set more time before hard deleting a user's account than for suspending a user's account.

  7. Click Update to save your edited deprovisioning configuration.
Remove auto-provisioning

To disable auto-provisioning for the Sugar application and remove all configuration information:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. Click the Auto-provisioning section to open the settings page.
  5. Under Delete configuration, click Delete.
  6. Click Delete to both deactivate auto-provisioning and remove all the configuration information.
    Existing users on Sugar will not be deprovisioned.
Important: If automatic provisioning stops and you need to reauthorize the application

If the admin password for Sugar has changed, automatic provisioning will stop working. In this case, the original authorization is revoked by Sugar, and you must reauthorize automatic provisioning.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenWeb and mobile apps.

  3. Click the Sugar application.
  4. Click the Auto-provisioning section to open the settings page.
  5. Under App authorization, click Reauthorize.
  6. Enter your Sugar username and password, then click Re-authorize.

After reauthorization completes, you're returned to the Auto-provisioning settings page in the Admin console.

Note: Your third-party application might revoke authorization for reasons other than the admin password changing. These reasons can include account inactivity, for example. Check with the documentation for the third-party application for scenarios in which authorization can be revoked.

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