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Syncing users and companies from BMC Helix ITSM

As an administrator, you can sync specific users from BMC Helix ITSM to BMC Helix Portal. The users are synced with their associated groups. After the sync operation is complete, assign the required roles and permissions to the synced users. The synced users, identified by the External type, are displayed on the same page as other users.

You can also sync companies from BMC Helix ITSM to BMC Helix Portal to manage company data. The synced companies are displayed under Organizations. You can sync up to 20 companies in a single sync operation.

Warning

Considerations

  • A maximum of 200 users can be synced at a time. To sync more than 200 users, contact BMC SaaS Operations team.
  • Only the following BMC Helix ITSM users are synced:
    • Users for which the OpenID Connect (OIDC) authentication is configured.
    • Users who have the following BMC Helix ITSM license types: fixed, floating, or bundled
  • Users who have the read license type are not synced. If such a user attempts to access a service such as BMC Helix Dashboards, a new user account with read-only access is dynamically created after authentication. To grant broader access to dashboard features, see Managing role-based access control in BMC Helix Dashboards.
  • Syncing BMC Helix ITSM companies is available only for Managed Service Provider (MSP) tenants.
Information
Scenario

John is an administrator at Apex Global. His organization uses BMC Helix ITSM for service management. John requests that the BMC SaaS Operations team sync BMC Helix ITSM users to BMC Helix Portal. After the sync operation is completed, he realizes that some of the users are not synced. He uses the Sync users via regex option on the BMC Helix Portal UI to sync these missing users, which saves him the time to contact and coordinate with the BMC SaaS Operations team.

To sync users and companies from BMC Helix ITSM

  1. Log in to BMC Helix Portal.
  2. Select Configure > ITSM sync.
  3. To sync users, perform these steps:
    1. Click User sync.
      ​​​​​
      Sync users via regex

    2. In the Type expression box, type a regular expression to search for BMC Helix ITSM users.

      Example

      The following regular expression fetches all the users that have a name starting with Mike.

      ('Login Name' like "Mike")
    3. Click Search.
      A list of users that match the specified criteria is displayed.
    4. Click Sync users.
      The sync operation is initiated.
    5. Select User access > Users and keys and verify that all the synced users are displayed on the page.
    6. To clear the search results and specify a different search criteria in the expression, click Reset.
  4. (Only for MSP tenants) To sync companies, perform these steps:
    1. Click Company sync.

      Company sync
    2. In the Search expression box, specify a regular expression to define your search criteria.
    3. Click Search.
      A list of companies that match the specified search criteria is displayed.
    4. Select the companies that you want to sync.
    5. Click Sync companies.

 

Related topics

User identities

User groups

Roles and permissions

 

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BMC Helix Portal 26.1