Google Admin Console (GAC) allows IT teams to view all devices and users within their organization. By having this data with FMX, these IT teams can assign devices to users, create tickets on their behalf, and audit what they have available.

This article will explain how to set up your Google Admin Console (GAC) integration with FMX. These instructions are for users who have purchased the integration and have already been added to Prismatic. If you are interested in adding this integration, please get in touch with your account manager at FMX.

Before proceeding with the steps below, ensure that you have followed this support article to authenticate the Google Admin Console Integration.

*If you have already completed the GAC authentication and set up the user integration, go to the heading "GAC - Chrome Devices" and start there. 

Go to the Integrations Settings

In your FMX site, go to your admin settings. Then, go to the tab labeled “Integrations”. In this section, you will see all of the integrations you have on your FMX site through Prismatic. Prismatic is a platform that you will use to set up the integration between your GAC and FMX. The platform is embedded into FMX, and you will use it via the integrations tab. To access your integration to begin the setup process, select the integration you would like to work on. If you do not see the GAC integrations, reach out to your primary contact at FMX.

Once you select “GAC - Chrome Devices,” click the “Reconfigure” button to start the process. Users can also select the three horizontal dots to view additional actions, such as “View configuration”, “View details”, “Pause integration”, or “Deactivate Integration”.

 

GAC - Chrome Devices

Before setting up this portion of the integration, please make sure that you have the equipment types in FMX updated for what you would like them to map from in GAC. If they are not, then you will need to go back in and reconfigure the integration so that those types are an option during configuration. Please review this support center article on adding equipment types. 

Additionally, include any custom fields in FMX for the information from GAC that you would like to sync over to FMX.  Make sure to create non-required text custom fields and add your syncer user type to the “Permitted User Types” section. Below are the available GAC Options for devices:

  • deviceId
  • serialNumber
  • status
  • lastSync
  • supportEndDate
  • annotatedUser
  • annotatedLocation
  • notes
  • model
  • meid
  • orderNumber
  • willAutoRenew
  • osVersion
  • platformVersion
  • firmwareVersion
  • macAddress
  • bootMode
  • lastEnrollmentTime
  • kind
  • recentUsers
  • activeTimeRanges
  • ethernetMacAddress
  • annotatedAssetId
  • etag
  • autoUpdateExpiration
  • ethernetMacAddress0
  • dockMacAddress
  • manufactureDate
  • orgUnitPath
  • orgUnitId
  • firstEnrollmentTime

**See this support center article for instructions to add custom fields. The custom fields you create for the integration must be a text field, URL, or date (to be used with dates only). Other FMX custom field types will not work.

To set up the GAC integration for your Chrome devices, select the “GAC - Chrome Devices’ box in the instances view. To start this process, click the “Reconfigure” button in the top right of the screen.

Initial Configuration 

Once you select “Reconfigure”, click "Next" to move to the “Configuration” section. There is nothing you need to do in this first section.

Configuration

*If you have completed the GAC User integration already, this would be the same information you entered for the configuration section.

Next, fill out the following fields.

  • Hostname - this is your FMX hostname. This can be found in the URL of your site, and it is the text before “.gofmx.com”. For example: https://fmxschool.gofmx.com/. The bolded text is your hostname.
  • Password - this is the password of the FMX integration user you add(see details on this below

To sync this integration with FMX, create a new user account named "GAC Syncer" on your FMX site. Assign this account a user type specifically configured for integrations and ensure it is not set to update. Updating the integration's user type can cause it to not work properly.

To create a new user type, click the “Admin Settings" in the left sidebar, then select the ”User Types" tab at the top of the page. You can either select “Add User Type” at the top of the page or click the vertical three dots next to a user type that may have full access, like “FMX Administrator”, and click “copy”. Name the user type “FMX Integration”. For more information on user types, go to this support center article.

Next, go to the following setting and make sure the user type has the following permissions:

  • Building & Resource Access
    • Read - Any
  • Equipment Access
    • Create
    • Read - Any
    • Update- Any
    • Retire - Any
    • Permitted Equipment Types: Include All Desired
      • If the user type does not have access to the equipment type you want to sync with GAC, then those devices will not sync.
  • User & Contact Access
    • Administer
    • Read Users
    • Read Contacts
    • Delete
  • Permitted Access to All Desired Custom Fields

Fill out the next fields with the information you gathered from GAC. To obtain the information for these fields, make sure to complete the authentication steps from this support article. These steps should be done before reconfiguring the instance. If this has not been done, click cancel and complete the authentication. Then follow the steps.

The fields that need to be filled out are 

  • Client ID
  • Client Secret
  • GAC Customer ID 

Click “Connect” and follow the on-screen prompts to authenticate the integration with your GAC account. When finished, click next.

Org Unit Mapping

The next step is to map the Org Units in GAC to the FMX Equipment Type and Building. This defines how your devices in GAC will sync to FMX. To begin, click the “+ Add to Org Unit Mapping” button. 

Once clicked, you can map the Org Unit Path to the FMX Equipment Types and FMX Building. This will then bring over the devices in that Org Unit Path with the FMX equipment type and building that you choose. Then select the FMX Equipment and FMX Building for the devices in that org path to be mapped to. Repeat these steps to map over the devices you would like to bring to FMX.

Choose to "Override Existing Equipment Type" or not by checking the box. When the box is checked, the above equipment type selection will be applied to existing equipment in FMX belonging to this GAC OU. Otherwise, they will only be applied to new equipment.

Then choose to "Override Existing Building" or not by checking the box. When the box is checked, the building mapping below will be applied to existing equipment in FMX belonging to this GAC OU. Otherwise, it will only be applied to new equipment.

In the Org Unit Paths dropdown, you can choose the path you would like to map. When the “Apply parent configuration to child org units” toggle is on, all child org units will automatically inherit the same mapping configuration as their parent, unless a child org unit is separately mapped with a different configuration from its parent. When this toggle is off, all child org units will need to be individually mapped, regardless of whether they share the same configuration as the parent.

When finished, click “Next”. You can return to the map more Org units by reconfiguring the integration and going to this step.

Status Mapping

Once you select Next, you can start mapping which GAC status will correspond to the FMX Status.

First, you have the option to allow FMX to deprovision devices using the "Deprovision Chrome Devices" permission. Selecting this option will cause devices retired in FMX to become deprovisioned in GAC. This requires special scope permissions to work properly.

Next, click the “Add Status Mapping” button to begin. Then choose a GAC status from the list. Then select the FMX status you would like the device to be when the device has the corresponding GAC status. The options for FMX are “active” (equipment that can be used in FMX) or “Retired” (equipment that has been retired in FMX).

Field Mapping

Once you have finished the “Status Mapping,” click the “Next” button to begin mapping fields.

Equipment Tag

The equipment tag will be the name of the device in FMX. Choose the GAC field to match records from Google to FMX. This field should contain a unique identifier that will be used as the equipment tag in FMX. Changes made to Chrome devices in GAC will be automatically reflected in the mapped equipment types and buildings in FMX. Any changes made to mapped equipment types or buildings in FMX will be overridden by what is in GAC.

Sync User Assignments

The "Sync User Assignment" option allows you to pass assigned users on each equipment/device between FMX and GAC.

The following options are available:

  • None: No user assignments will be shared between FMX and GAC.
  • Sync with FMX as the source of truth: User assignments from FMX will be added to GAC as annotated users.
  • Sync with GAC as the source of truth: User assignments from GAC's annotated users will be added to FMX.

This requires special scope permissions to work properly.

Required Custom Fields

The “Link To URL Custom Field*” dropdown has you choose the FMX custom field that the GAC URL will sync to. This field will have a link to that device in GAC. The GAC URL field is the primary way we will identify which equipment in FMX matches which devices in GAC.

If the URL is not found in FMX (mostly when first turning on the integration), the integration will attempt to find an equipment item with the same equipment tag (using the selected field from the configuration field). If found, it will update the existing record. If not found, a new record will be created.

***When first setting up the integration, if you already have devices in FMX that you would like to have sync with what is in GAC, so that they match. The equipment items in FMX need to have the equipment tag in FMX updated to the GAC field you will be using for the equipment tag. For example, if you are choosing the serial number field (from GAC) for the FMX equipment tag field, then you will need to bulk update your FMX equipment items to have that as the tag in FMX. For steps on how to bulk update equipment in FMX, see this support center article.****

Optional Custom Fields

Lastly, choose which GAC fields you would like to map to FMX custom fields. You have the option to map any GAC field on the list. To do this, select the GAC field from the drop-down you would like. Then find the corresponding FMX field. Continue this process until you have all the fields you would like. 

**Make sure that an FMX field does not have more than one GAC field mapped to it. FMX fields can only be mapped once.**

If you see something in GAC you want to sync over to GAC, but do not have an FMX field, you can add a custom field in FMX and go back to this step later. 

To make changes to the integration or to add other fields, go back to the "Integrations" tab in the admin settings. Then open up either devices or users, then click the “Reconfigure” button. Then you can skip to the steps you want to update. 

Click “Finish” when you are done. If you would like the integration to not sync right away, click the "Pause" button by selecting the three horizontal dots.

To set up the integration for users from GAC go to this support article. 

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