User unification

User Unification

Prerequisites

Roles required to perform this action:
  1. Organization Owner
  2. Organization Admin

Overview

User Unification streamlines user management by syncing the user's profile data between Zoho One and the connected Zoho applications. This simplifies the administrative burden by eliminating the need for manual updates in each app individually, thereby ensuring consistency and accuracy across your organization. It is supported across fifteen Zoho applications: SDP, CRM, Desk, Projects, Bigin, Assist, Lens, Sign, Books, Expense, Invoice, Billings, Commerce, Checkout, and Connect.

The synchronization is based on mapped profile fields between Zoho One and the associated Zoho apps. Here's an example: William Woods joins Zylker as a technician. His details are added to Zoho One and need to be synced with Assist. Once field mapping is configured, William's profile will be automatically created in Assist with all the relevant details. If William changes departments or his location is updated in Zoho One, those changes will automatically sync to Assist.

The steps to unify 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

To unify Zoho One users with other Zoho apps

Set up provisioning

  1. Sign in to Zoho One and click  on the top-right corner.
  2. Go to Applications, then click the required app.

    Notes
    If your desired app is not listed, you can add it in Zoho One and continue with field mapping.
    Supported applications: CRM, Desk, Projects, Bigin, Assist, Lens, SIgn, Books, Expense, Invoice, Inventory, Billings, Commerce, Checkout, and Connect.

  3. Go to Sync Settings tab and toggle on Setup Provisioning to enable the sync between the user's profile in Zoho One and the application with default mapping.



Configure field mapping

Once you have enabled Setup Provisioning, you can configure field mapping.
  1. Click Edit in the Field Mapping Section.



  2. In the field mapping screen, select the fields that you want to map between the app and Zoho One.



    Notes
    If you'd like to map a field that is present in the app but not in Zoho One, then click Edit next to the field, select the Profile field, and choose the required field to be mapped, then click Done. 
    If you'd like to have a constant value set in the app for any fields, click Edit next to the field, select Hardcoded value and enter the value, then click Done.
  3. The SAMPLE USER will be the organization admin. Click Change if you want to select a different user.
  4. Click the Unmapped tab and map the required fields.
  5. Click Save.

    Notes
    To revert all changes made to the existing mapping, click Reset fields. While configuring field mapping, if you map the mandatory fields of the app, then those fields will not be displayed when you are assigning a new user. Fields that are dependent on each other are either to be mapped together or must be left unmapped.

Quick Sync

Quick Sync initiates an immediate synchronization between Zoho One and the app. The profile fields of all existing users in the app are updated based on the changes made in Zoho One.
  1. Sign in to Zoho One and click  on the top-right corner.
  2. Go to Applications, then click the required app.
  3. Go to Sync Settings tab, toggle on Setup Provisioning.
  4. Click Sync, then click Confirm.



Unified UI

To unify Zoho One users with other Zoho apps

Set up provisioning

  1. Sign in to Zoho One and click Directory in the left menu.
  2. Go to Applications, then click the required app.

    Notes
    If your desired app is not listed, you can add it in Zoho One and continue with field mapping.
    Supported applications: CRM, Desk, Projects, Bigin, Assist, Lens, SIgn, Books, Expense, Invoice, Inventory, Billings, Commerce, Checkout, and Connect.

  3. Go to Sync Settings tab and toggle on Setup Provisioning to enable the sync between the user's profile in Zoho One and the application with default mapping.

Configure field mapping

Once you have enabled Setup Provisioning, you can configure field mapping.
  1. Click Edit in the Field Mapping Section.
  2. In the field mapping screen, select the fields that you want to map between the app and Zoho One.

    Notes
    If you'd like to map a field that is present in the app but not in Zoho One, then click Edit next to the field, select the Profile field, and choose the required field to be mapped, then click Done. 
    If you'd like to have a constant value set in the app for any fields, click Edit next to the field, select Hardcoded value and enter the value, then click Done.
  3. The SAMPLE USER will be the organization admin. Click Change if you want to select a different user.
  4. Click the Unmapped tab and map the required fields.
  5. Click Save.

    Notes
    To revert all changes made to the existing mapping, click Reset fields. While configuring field mapping, if you map the mandatory fields of the app, then those fields will not be displayed when you are assigning a new user. Fields that are dependent on each other are either to be mapped together or must be left unmapped.

Quick Sync

Quick Sync initiates an immediate synchronization between Zoho One and the app. The profile fields of all existing users in the app are updated based on the changes made in Zoho One.
  1. Sign in to Zoho One and click Directory in the left menu.
  2. Go to Applications, then click the required app.
  3. Go to Sync Settings tab, toggle on Setup Provisioning.
  4. Click Sync, then click Confirm.