Group Sync | Admin Guide - Zoho One

Group Sync

Overview

Group Sync enables you to import and synchronize groups from third-party apps into Zoho One. It simplifies group management by removing the need for manual updates, making the process fast and more efficient. With Scheduled Sync, any addition, deletion, or changes to group members in the third-party directories will be automatically reflected in Zoho One.

Prerequisites

Ensure you have any of the following roles in Zoho One to perform the action:
  1. Organization Owner
  2. Organization Admin
The steps to Group Sync vary between two user interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.
Spaces UI
Unified UI
Spaces UI

Import Groups from a Third-Party App in Zoho One

  1. Sign in to Zoho One, then click   on the top-right corner.
  2. Go to Directory Stores, then select the required store.
    Info
    Supported apps: Microsoft Entra ID, Okta, OneLogin and JumpCloud.
  3. Click Edit in the General Settings section, then select Groups in the Resource Sync.
  4. Under the Info tab, click Import groups under the Import Groups section.
  5. A confirmation message will appear stating that the group import has been scheduled. Click Done to proceed.
  6. Under the Schedule Groups Import section, Zoho One begins fetching and processing group data. If you want to stop the fetching process, click Cancel. This will halt the import and delete any staged group data.
  7. Click View under the Import Groups section to fetch and stage group data along with users. The Zoho One supports three types of group:
    1. New Groups: Shows the groups which appear for the first time. Select all or specific groups, then click Next.
    2. Updated Groups: Shows groups with modified data. Select all or specific groups, then click Next.
    3. Deleted Groups: Displays groups removed from the third-party directory. Select all or specific groups, then click Next.
  8. A summary screen will show all categorized groups and the actions to be performed. Review the details, then click Done.
  9. Once processing is complete, click View under the Group Sync. In the Groups tab, you will see the final list of imported groups and their associated users.
  10. To clear all imported group data, click Clear next to View, then click Clear to confirm the action.
Info
Importing groups does not create users in Zoho One. Only users who are already present in the directory will be assigned to the imported groups

Sync Users belonging to a specific group

You can set group-based conditions to sync only users who are members of a specific group in the third-party app.
  1. Under the Criteria section, click Edit, then select Users matching the criteria.
  2. Select Member of group from the options, choose the relationship, then select the group name you prefer. Click Save & Next.
Info
Group Sync is supported only if the third-party app allows groups import.

To Import Set Groups As Criteria

You can define rules based on group fields to filter which groups are imported. Only the groups that meet the conditions will be imported into the Zoho One
  1. Under the Criteria section, click Edit.
  2. Select Groups, then select Groups matching the criteria.
  3. Select the criteria from the options that you want, choose the relationship, and select the value you prefer. Then click Save and Next.

Group Mapping

You can map Zoho One group attributes with corresponding group attributes from the third-party app. This ensures consistent data alignment during sync.
  1. Under the Field Mapping section, click Edit.
  2. In the field mapping screen, select the group's field that you want to map between Zoho One and the third-party app. Then click Save & Next.

Additional Features

Resource Sync
You can now select the resources(Users and Groups) that you want to sync from the third-party app into Zoho One.

Mail Notification
You can now choose whether you want to notify the users through email after they are synced from the third-party app into Zoho One.
  1. Under the General Settings section, click Edit.
  2. Under the Resource sync, select the resources you want to sync.
  3. Under the Mail Notification, choose whether you want to notify the users via email.

Unified UI

Import Groups from a Third-Party App in Zoho One

  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Directory Stores, then select the required store.
    Info
    Supported apps: Microsoft Entra ID, Okta, OneLogin and JumpCloud.
  3. Click Edit in the General Settings section, then select Groups in the Resource Sync.
  4. Under the Info tab, click Import groups under the Import Groups section.
  5. A confirmation message will appear stating that the group import has been scheduled. Click Done to proceed.
  6. Under the Schedule Groups Import section, Zoho One begins fetching and processing group data. If you want to stop the fetching process, click Cancel. This will halt the import and delete any staged group data.
  7. Click View under the Import Groups section to fetch and stage group data along with users. The Zoho One supports three types of group:
    1. New Groups: Shows the groups which appear for the first time. Select all or specific groups, then click Next.
    2. Updated Groups: Shows groups with modified data. Select all or specific groups, then click Next.
    3. Deleted Groups: Displays groups removed from the third-party directory. Select all or specific groups, then click Next.
  8. A summary screen will show all categorized groups and the actions to be performed. Review the details, then click Done.
  9. Once processing is complete, click View under the Group Sync. In the Groups tab, you will see the final list of imported groups and their associated users.
  10. To clear all imported group data, click Clear next to View, then click Clear to confirm the action.
Info
Importing groups does not create users in Zoho One. Only users who are already present in the directory will be assigned to the imported groups

Sync Users belonging to a specific group

You can set group-based conditions to sync only users who are members of a specific group in the third-party app.
  1. Under the Criteria section, click Edit, then select Users matching the criteria.
  2. Select Member of group from the options, choose the relationship, then select the group name you prefer. Click Save & Next.
Info
Group Sync is supported only if the third-party app allows groups import.

To Import Set Groups As Criteria

You can define rules based on group fields to filter which groups are imported. Only the groups that meet the conditions will be imported into the Zoho One
  1. Under the Criteria section, click Edit.
  2. Select Groups, then select Groups matching the criteria.
  3. Select the criteria from the options that you want, choose the relationship, and select the value you prefer. Then click Save and Next.

Group Mapping

You can map Zoho One group attributes with corresponding group attributes from the third-party app. This ensures consistent data alignment during sync.
  1. Under the Field Mapping section, click Edit.
  2. In the field mapping screen, select the group's field that you want to map between Zoho One and the third-party app. Then click Save & Next.

Additional Features

Resource Sync
You can now select the resources(Users and Groups) that you want to sync from the third-party app into Zoho One.

Mail Notification
You can now choose whether you want to notify the users through email after they are synced from the third-party app into Zoho One.
  1. Under the General Settings section, click Edit.
  2. Under the Resource sync, select the resources you want to sync.
  3. Under the Mail Notification, choose whether you want to notify the users via email.