Tracking Office 365 Users in Autotask

A challenge that many MSPs face is understanding which of their PSA contacts are also found in Office 365. Figuring this out can help MSPs keep their PSA data cleaner for better billing and support. 

CloudRadial allows you to sync contacts from Office 365 to your PSA. Furthermore, it can also show you which of those contacts are found in the PSA with the help of custom fields.

• How CloudRadial Tracks Office 365 Users in the PSA
• Establishing the PSA/Office Sync
• Autotask Instructions

How CloudRadial Tracks Office 365 Users in the PSA

To help you know which users are synced from Office 365, you can add a custom field with the label IsOffice365 to the contact entity. Then, as users are synced/updated from CloudRadial, those that are found in Office 365 will have this field updated.

Establishing the PSA/Office Sync

Regardless of the specific PSA, the first step is to follow these instructions to establish the PSA/Office 365 sync through CloudRadial. 

1. Navigate to Partner > Clients
2. Locate the specific company you require
3. Use the 3 blue dot menu options to Edit the company 
4. Find the PSA / Office 365 Synchronization section
5. Enable the option to Update PSA contacts from Office 365 users?

Now, CloudRadial will establish a sync process between itself, the PSA, and Office 365. This link is necessary to mark the users as being from Office 365 or not. 

Below, you can find PSA-specific instructions on how to establish the link.

Autotask Instructions

1. Navigate to Admin > Features & Settings
   
                              
   
   
2. Expand the option for Application Wide (Shared) Features
3. Select User-Defined Fields
4. Select the Contacts tab and use the +Add button to add a new user-defined field (UDF)
5. Create the UDF with the following conditions:
   • Name: IsOffice365
   • Description: Office 365 Sync Status
   • Field Type: Numeric
   • Number of decimal places: 0
   • Default value: 0

Once completed, use the Save & Close option to save your UDF.

Now, the next sync between the PSA and Office 365 from CloudRadial (either automatically overnight or manually) will populate the new custom field. In a given company in Autotask, the contacts screen will show users that are found in Office 365 with a value of 1. Contacts not found in Office 365 will display as 0.

If you're having trouble seeing the field pull through, check the farthest column to the right and/or ensure that your IsOffice365 column is set to display. You can use the column view button at the top left of the Contacts tab of an account in Autotask to enable or disable it.