Introduction

Directory sync is designed to integrate your employee database with our platform seamlessly.

This feature automates the provisioning, updating, and de-provisioning of user accounts and access, simplifying the management of user settings such as roles, permissions, and specific inbox access for groups within your organization.

This guide will assist you in setting up and managing Directory Sync in your Heymarket account.

What is Directory Sync?

Directory Sync connects Heymarket with your employee directory systems, such as Azure, Okta, Google, Workday, Bamboo, and others. This ensures that your Heymarket user accounts are synchronized with your employee database, providing up-to-date access and security across your organization. Whether adding new employees, updating existing employee information, or removing access for departing staff, Directory Sync keeps your Heymarket account aligned with your workforce changes seamlessly.

Setting Up Directory Sync

Initiate Directory Sync Setup

To start integrating your employee database with Heymarket, follow these steps:

1. Navigate to Directory Sync Configuration:
   1. Navigate to Administration > Federation in your Heymarket account.
      1. Note Bene; Federation settings should be configured prior to configuring Directory Sync
   2. Look for the Directory Sync section and click "Configure".
   3. Configure Your Directory Connection: Clicking "Configure" will take you to a portal, where you can set up the connection with your directory.
   4. Once Directory Sync has been configured, this is what will be presented prior to creating the mappings

Mapping Directory Sync Groups to Heymarket

Mapping is a critical step to ensure that the right people have access to the right resources in Heymarket. Here’s how to map your Directory Groups effectively:

1. Identify the Groups in your Directory that correspond to different teams, roles, and inboxes you have in Heymarket. This preparation step is key to a smooth mapping process.

2. Map Each Group to Specific Elements in Heymarket:

   1. Team: Assign each Group to a specific Team within Heymarket. This is necessary if a Heymarket team owner is part of multiple teams.

   2. Role: Utilize Heymarket’s default roles or create custom ones to provide tailored access levels to your team members. This step ensures that each member has the right permissions based on their role within the organization.

   3. Inboxes: Define which shared inboxes each Group should have access to. Each inbox is identified by a name, phone number, and team members.

Domain Authentication

Domain Authentication ensures that only email addresses from verified domains can sign up or log in to Heymarket, enforcing stricter security for SSO or SAML access.

To set up domain authentication, follow these steps:

1. Access the Federation Page: Go to Administration > Federation (https://app.heymarket.com/admin/federation/) in your Heymarket account.
   1. Settings and Domains Prerequisites: Confirm that both the Settings and Domains are configured prior to completing the Domain Authentication.
2. Add Domains: In the Domains section, click Add Domain. You’ll be redirected to the WorkOS portal. 
   1. 
   2. Enter your email domain:
   3. 
   4. 
3. Enter Information in Hosting Provider: In your hosting provider, create a new DNS record with the following information:
   1. Type: `TXT`
   2. Content: `provided url`
4. Domain Validation: Depending on a successful configuration, your domain will be verified with 1 minute.
5. Manage Existing Domains: to remove a domain, simply click Delete next to a domain to remove it.

Notes

1. Directory Sync and SSO are not mutually exclusive, your Heymarket account can be configured with both.
2. If you map the same User Group to the same Role twice, the groups will be merged.
3. Only team owners or admins with "Federation Permission" can configure the Directory Sync.

4. Users can be in multiple groups in okta, and in multiple mapped groups in Heymarket. Directory Sync will figure out all the teams and inboxes the user should have access to based on all the groups they belong to and the associated mappings.

   e.g. if a user is in 2 groups in their IdP (group A and B)

   in Heymarket, if the group A mapping gives access to inbox 1 and group B gives access to inbox 2, then the user will have access to inbox 1 and inbox 2

Conclusion, Troubleshooting and Support

If you encounter any issues or have questions during the setup or management of Directory Sync, please refer to our detailed support documents or contact our customer support team at <help@heymarket.com> for assistance.