User and User Group Sync | Zoho Vault

User and User Group Sync

Organizations that already have existing accounts with identity providers like Microsoft Entra ID and Okta can easily import their users and user groups to Zoho Vault. Additionally, teams can now automatically sync users and user groups from their respective directory services. 

Note: This feature is only available in Zoho Vault's Professional and Enterprise editions.


Link your directory account (Okta, Microsoft Entra ID) with Zoho Vault to import or sync users and user groups.

To link your Microsoft Entra ID account with Vault:
  1. Log in to your Zoho Vault account as a super admin
  2. Click Settings, then select Users under the User Management section.
  3. Click Sync Settings, then select Link with Microsoft Entra ID.
  4. Log in to your Microsoft Entra ID account in the pop up window if you haven't already.
Follow the steps in this document (up to step 6 under Configuring the token in Zoho Vault) to link your Zoho Vault account with Okta.

Customizing user and user group sync

After linking your directory account with Zoho Vault, set up user and user group sync by clicking Sync Setting from the Users tab.
  1. Enable sync: Enable sync to get started. The integrated directory service will be auto-selected for your account. 
  2. Sync frequency: Select your choice of Hourly, Daily, or Weekly for sync frequency. You can fine-tune your selection using the Sync once every field accordingly.
  3. One-time password: When you integrate your directory service with Vault, a new Zoho account will automatically be created for every newly imported user. This auto-generated one-time password will grant users access to their Zoho accounts. 
    Note: Users will be prompted to reset this password at first login.
  4. If you want to automatically remove users deleted from your directory from Zoho Vault, select Deleted for the Users deleted from directory must be field. If you only want their accounts disabled in Vault, select Disabled.
  5. Hit Save. You will find the Next Sync field auto-populated with the schedule for the next auto-sync process.

Sync individual groups

To sync selected groups from your directory service, use the following steps:

Sync user groups from Microsoft Entra ID

  1. Access Settings, then click User Group under User Management.
  2. Select Import, then click Import from Microsoft Entra ID.
  3. Import relevant user groups if you haven't already. 
  4. Select Sync corresponding to the user groups of your choice to sync only those selected groups with Zoho Vault.

Sync user groups from Okta

  1. Access Settings, then click AD/LDAP Integration under Integrations.
  2. Select Import users.
  3. Import relevant user groups if you haven't already. 
  4. Select Sync corresponding to the user groups of your choice to sync only those selected groups with Zoho Vault.
Note: You can also revoke sync for specific user groups whenever required by following the same procedure.

Revoke app permissions

To disconnect your directory service from Zoho Vault, use the following steps:

Revoke app permissions in Microsoft Entra ID

  1. Log in to your Microsoft Entra ID account, then access My account.
  2. Select App permissions
  3. Select Revoke corresponding to Zoho Vault.

Revoke app permissions in Okta

  1. Log in to your Okta account as an admin.
  2. Select API from the Security tab.
  3. Delete the Zoho Vault token from the API tokens page.

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                    You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                        Manage your brands on social media

                                          Zoho Desk Resources

                                          • Desk Community Learning Series

                                          • Digest

                                          • Functions

                                          • Meetups

                                          • Kbase

                                          • Resources

                                          • Glossary

                                          • Desk Marketplace

                                          • MVP Corner

                                          • Word of the Day

                                            Zoho Marketing Automation

                                              Zoho Sheet Resources


                                                  Zoho Forms Resources

                                                    Secure your business
                                                    communication with Zoho Mail

                                                    Mail on the move with
                                                    Zoho Mail mobile application

                                                      Stay on top of your schedule
                                                      at all times

                                                      Carry your calendar with you
                                                      Anytime, anywhere

                                                            Zoho Sign Resources

                                                              Sign, Paperless!

                                                              Sign and send business documents on the go!

                                                              Get Started Now

                                                                      Zoho TeamInbox Resources

                                                                              Zoho DataPrep Resources

                                                                                Zoho DataPrep Demo

                                                                                Get a personalized demo or POC

                                                                                REGISTER NOW

                                                                                  Design. Discuss. Deliver.

                                                                                  Create visually engaging stories with Zoho Show.

                                                                                  Get Started Now

                                                                                                      • Related Articles

                                                                                                      • Integration with Microsoft Entra ID

                                                                                                        Zoho Vault can easily be integrated with Microsoft Entra ID for efficient collaboration and user management. With this integration, you can manage users' access to Zoho Vault from your Microsoft Entra ID portal, and allow users to access Zoho Vault ...
                                                                                                      • Importing Users and User Groups from Okta

                                                                                                        Zoho Vault allows admins to import multiple users and user groups from a federated single sign-on solution like Okta. Enterprises can now onboard their entire team or selective users from Okta in no time. This configuration involves two steps: ...
                                                                                                      • User Management

                                                                                                        There are three main areas when it comes to user management: Adding users Creating user groups Assigning roles Adding Users Zoho Vault provides different options for you to add users into your account. You can manually add users by sending them an ...
                                                                                                      • How many users can be added to a user group?

                                                                                                        A single user group can have as many as 250 users. Still can’t find what you’re looking for? Contact us. We will be happy to help. 
                                                                                                      • Single Sign-On for Okta and OneLogin

                                                                                                        Admins can integrate Zoho Vault with popular federated identity services that support SAML 2.0, such as Okta or OneLogin. Users of Okta and OneLogin can easily access Zoho Vault with just a single click. This enables enterprises to offer a seamless ...
                                                                                                        Wherever you are is as good as
                                                                                                        your workplace



                                                                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                          CRM Tips

                                                                                                          Make the most of Zoho CRM with these useful tips.

                                                                                                            Zoho Show Resources