Intune Integration: Device Workflow

NOTE: Before implementing the Intune Device Workflow, you must complete the Intune Integration: Initial Setup.

With the Intune Device Integration enabled, all Intune-managed devices seamlessly sync into FMX. This unlocks a unified, real-time view of your device inventory and enables your IT team to:

• Audit and manage device assignments
• Track device ownership and location
• Streamline ticketing for device issues (loss, damage, repair, assignment)
• Organize devices by building, equipment type, or custom groupings

What Does the Device Workflow Enable?

• Automatically brings in device records from Microsoft Intune—including serial number, device name, manufacturer, model, OS version, assigned user, and more
• Devices are surfaced in FMX's Equipment module and associated with their respective building, site, and user
• Any change in Intune (ownership, state, assignment) is reflected in FMX during the next hourly sync
• Centralizes device management, streamlines IT tasks, and supports faster troubleshooting or device reassignments

Step-by-Step Device Workflow Setup

Step 1: Initial Configuration

• In the Integrations tab, select "Intune - Devices" and click "Reconfigure"

• The first screen is introductory - simply click "Next" to continue

Step 2: Configuration

• Enter your Tenant ID, Client ID, and Client Secret obtained during authentication setup
• Click "Connect" to establish the connection

• Enter your FMX Hostname (the text before ".gofmx.com" in your URL)
• Enter the Password and API User Email for your FMX integration user

• Optional: Enable "Include Assigned Users" to match Intune users with FMX users via email
• Click "Next" to continue

Step 3: Device Group Mapping

• Click "+ Add to Intune Group Mapping" to select which Intune device groups to sync

• For each group, map to the corresponding FMX Equipment Type and Building
• Optional: Check "Override Existing Equipment Type"
  • When enabled, this option will update the equipment type for devices that already exist in FMX to match the newly mapped type. If left unchecked, existing equipment will maintain their current type classification.
• Optional: Check "Override Existing Building"
  • When enabled, this option will update the building location for devices that already exist in FMX to match the newly mapped building. If left unchecked, existing equipment will maintain their current building assignment.
• Continue adding mappings as needed, then click "Next"

Step 4: Field Mapping Configuration

This critical step determines how device information from Intune will be represented in your FMX system. Proper field mapping ensures your team can easily identify and manage devices.

Required Field Mapping

Two fields must be mapped for proper functionality:

• "Equipment Tag" - Choose which Intune field will serve as the primary identifier in FMX (Device ID, Serial Number, or Asset Tag)

• "Link to Intune" - Choose the custom field set up to hold a direct hyperlink to the device in the Intune portal

Optional Custom Fields Mapping

FMX allows you to map additional Intune device data to custom fields in your system. Click "+ Add to Optional Custom Fields" to set up these mappings. Before starting the integration, make sure to create these custom fields in FMX as either Text or Date type fields with Grid Settings enabled.

• Text type fields you can map include:
  • Manufacturer - Device make (Apple, Dell, HP, etc.)
  • Model - Specific device model
  • Operating System
  • OS Version - Current operating system version
  • Serial Number
  • Compliance State - Whether the device meets security policies
  • Azure AD Device ID
  • Device Name
  • User Display Name
  • And many others
• Date type fields you can map include:
  • Last Sync Date - When the device last connected to Intune
  • Enrolled Date - When the device was added to Intune
  • EAS Activation Date

To complete the mapping process:

• Select the Intune field from the "Intune Field" dropdown
• Select the corresponding FMX custom field from the "FMX custom field" dropdown
• Continue mapping all desired fields
• When finished, click "Finish" to save your configuration

Review your field mapping carefully before completing configuration. Once finalized, these mappings will determine what device information is synchronized during each hourly update. You can modify these field mappings at any time by selecting "Reconfigure" in the Integrations section of FMX.

Initial Sync and Ongoing Updates

• Devices sync from Intune to FMX hourly after configuration
• All mapped fields appear in the Equipment module
• Changes in Intune (assignments, status updates) automatically reflect in FMX
• Note: This is a one-way sync - changes in FMX do not update Intune
• Optional: Enable "Include Assigned Users" to match Intune devices with FMX users via email
• Example scenario: When a device is reassigned in Intune from "John Smith" to "Jane Doe," the device's assigned user will update in FMX during the next sync

Using Device Data in FMX

• View and manage your entire device inventory from one central location
• Access complete device details, including user assignments and direct links to Intune records
• Streamline IT support with device-specific ticket creation
• Perform bulk updates to align pre-integrated device records
• Key use case: When a student reports a broken Chromebook, the help desk can quickly locate the exact device in FMX, create a repair ticket, and track its status - all with the device's complete history and specifications available

Best Practices & Tips

• Keep naming conventions aligned between FMX Equipment Types and Intune groups for easier mapping
• When onboarding new devices in Intune, be sure they are included in the synced groups to surface in FMX
• Use equipment custom fields to track additional data you need for asset management or IT support
• Regularly review and update field mappings as your device management needs evolve

Frequently Asked Questions

What device fields are synced from Intune to FMX?

• Serial number, device name, manufacturer, model, OS version, enrollment profile, purchase date, last user, and more

How often does device data sync?

• Sync occurs hourly

Can I update device info in FMX and have it reflect in Intune?

• No, the integration syncs devices one-way from Intune into FMX

What happens if I add or remove devices/groups in Intune?

• New devices added to synced groups will appear in FMX after the next sync; devices removed from Intune or moved out of a synced group will be updated or retired in FMX