Intune Integration: User Workflow

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

With the Intune User Integration enabled, all Intune-managed users seamlessly sync into FMX, giving your IT and admin teams the power to:

• View a unified, always up-to-date directory of users
• Audit user access, group membership, and assignments
• Organize users by job title, department, or other attributes
• Quickly create tickets and requests on behalf of any user

What Does the User Workflow Enable?

• Automatically brings in user records from Microsoft Intune—including name, email, job title, preferred language, business phone, direct Intune link, and more
• Users are added or updated in FMX’s “Users” and “Contacts” modules, including group and building assignments
• Any change in Intune (group membership, job title, permissions, etc.) is reflected in FMX during the next hourly sync
• Centralizes user management, supports fast onboarding, improves IT ticket routing, and strengthens audit trails

Step-by-Step User Workflow Setup

Step 1: Initial Configuration

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

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

Step 2: Configuration

• If you’ve previously set up the Device Integration, you can use the same “Client ID”, “Client Secret”, “Hostname”, API User Password, and API User Email here
• Enter your Client ID and Client Secret obtained during Azure authentication
• Click "Connect" to establish the connection

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

• Click “Next” to continue

Step 3: User Group Mapping

• Click "+ Add to Intune Group Mapping" to select which Intune user groups you wish to sync

• For each group, map to the appropriate FMX User Type (such as "Staff," "Student," "IT Admin," etc.)
• Choose whether group members should be added as Users or Contacts in FMX
• Optional: Check "Override Existing User Type"
  • When enabled, this option will update the user type for existing users in FMX to match the newly mapped type. If left unchecked, existing users will maintain their current user type classification.
• Optional: Check "Override Existing Accessible Building"
  • When enabled, this option will update the building access assignments for existing users in FMX to match the newly mapped buildings. If left unchecked, existing users will maintain their current building assignments.
• Continue adding mappings as needed, then click "Next"

Step 4: Accessible Building Mapping (Optional)

• For each Intune group mapped in the previous step, you can specify which FMX buildings users assigned to that group can access

• Only groups selected previously will appear here
• Complete all desired mappings and click “Next”

Step 5: Field Mapping Configuration

This critical step determines how user information from Intune will appear in your FMX system. Proper field mapping ensures your team can easily engage and support users.

Alternate Invoice Email (Optional)

• Select the Intune field you want to use for the alternate invoice email in FMX

• This field is used with the FMX invoice module to send billing information to guardians/parents in K-12 settings
• For more information about this feature, see the Alternate Invoice Email support article

Required Field Mapping

• "Link to Intune" – Creates a direct hyperlink to access the user in the Intune portal

Optional Custom Fields Mapping

FMX allows you to map additional data from Intune to custom user fields in your system. Before starting, create these fields as text fields in FMX and ensure they are available to the relevant user types.

• Text fields you can map include:
  • Business Phone
  • Job Title
  • Preferred Language
  • Any other custom field you need

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

Please carefully review your field mapping before completing the configuration. These mappings determine what user information is synchronized during each hourly update. You can modify mappings anytime by selecting "Reconfigure" in the FMX Integrations section.

Initial Sync and Ongoing Updates

• Users sync from Intune to FMX hourly after configuration
• All mapped fields appear in the Users and Contacts modules
• Changes in Intune (role, group assignments, user info) are automatically reflected in FMX
• Note: This is a one-way sync—changes in FMX do not update Intune
• Example scenario: If a staff member is promoted and their job title is updated in Intune, their record in FMX will reflect the new title automatically after the next sync

Using User Data in FMX

• Access a complete staff and student directory, with custom fields and direct links to Intune
• Use user info to populate tickets, assign requests, or manage permissions
• Enable faster onboarding: New Intune users appear in FMX automatically—no manual creation needed
• Review user access across buildings and user types for security and compliance

Key use case:

When a user submits a tech request, their FMX profile will show synced Intune details, enabling IT to assign the request more accurately and track device or ticket history.

Best Practices & Tips

• Align group and user type names between FMX and Intune for easier mapping
• Periodically review and update custom fields to capture all necessary user details
• Use “alternate invoice email” mapping if you need to send billing to guardians/parents
• Regularly verify field mappings as your organization’s structure or needs evolve

Frequently Asked Questions

What user fields are synced from Intune to FMX?

• Name, email, business phone, job title, preferred language, direct Intune link, custom/optional attributes

How often does user data sync?

• Sync occurs hourly

Can I update a user in FMX and have it flow back to Intune?

• No, sync is one-way: Intune → FMX only

What happens if a user changes info or groups in Intune?

• FMX will update that user’s fields, user type, and building access at the next sync. If a user is removed from Intune, their FMX account will be updated or retired based on configuration.