Syncing users

Once single sign-on is complete, the User sync option becomes available on the Users page. Entity admins can now proceed with one of the following: 

• Trigger the user sync process manually through the Entity Management console. 
• For entities with user management systems, enable automatic sync instead for convenience. For more details, refer to the article below:  
  • Setup instructions for Microsoft Entra ID SCIM and SAML SSO

Important reminders

Before you begin, note the following precautions: 

• If you are an Administrator of services such as Microsoft Entra ID (formerly Azure AD), Google Workspace, etc., make sure to enable the mailboxes of all users within your entity so they can receive important myViewBoard updates.
  
  
• This process pulls user data from Microsoft Entra ID or Google Workspace directories. Newly added users to Microsoft Entra ID or Google Workspace may take up to 24 hours to populate. Once the process has started, check your user lists and re-sync if users still do not appear after 24 hours.
  
  
• By default, the "Keep previous users" setting is checked. If you do not select the "Keep previous users" setting, the sync process will first remove all users already added to your entity. Afterwards, only the selected users will be added by the sync process to your entity. 

Microsoft Entra ID

The steps below require that you have set up Microsoft Entra ID to grant access to myViewBoard first. Afterwards, perform the following steps:

1. Go to the   Users page.
2. Click   Add.
3. Click   User Sync with Microsoft Entra ID.
4. On the next page, sign in with a Microsoft Entra ID Global Administrator account. 
   Allow permissions if necessary.
   
   

   
   
   
   

5. On the User Sync page, select one of the following sync options:
   1. All users. 
      Create myViewBoard accounts for all users in your organization.
   2. Group.
      Create myViewBoard accounts for pre-defined groups in your organization.
   3. Keep previous users.
      If checked, previously added users will remain in the entity. This is checked by default.
      
      
6. Click the Sync button and wait for the sync process to complete:
   1. A blue banner indicates the sync is in progress.
   2. A green banner indicates the sync was successful.
      
      
7. Refresh the page to view all newly added users.

Note that newly added users for Microsoft Entra ID may take up to 24 hours to populate. Please check your user lists and re-sync if users do not appear.

Google Workspace

The steps below require that you have set up Google Workspace to grant access to myViewBoard beforehand. Afterwards, perform the following steps:

1. Go to the   Users page.
2. Click   Add.
3. Click   User Sync with Google Workspace.
4. On the next page, sign in with your Google Workspace Super Admin account. 
   Allow permissions if necessary.
   
   
5. On the User Sync page, select one of the following sync options:
   1. All users. 
      Create myViewBoard accounts for all users in your organization.
   2. Group.
      Create myViewBoard accounts for pre-defined groups in your organization.
   3. Unit.
      Create myViewBoard accounts for pre-configured units in your organization.
   4. Keep previous users. 
      If checked, previously added users will remain in the entity. This is checked by default.
      
      
6. Click the Sync button button and wait for the sync process to complete:
   1. A blue banner will appear, indicating the sync is in progress.
   2. A green banner will appear to indicate the sync is successful.
      
      
7. Refresh the page to view your newly added users.

Note that newly added users for Google Workspace may take up to 24 hours to populate. Please check your user lists and re-sync if users do not appear.

Verify sync success

If the sync process was successful, your selected users should now appear in the user list below.

Moreover, a successful sync triggers the following:

• All added users receive an email requesting them to set a password for their new myViewBoard account. Once they complete this process, they are now part of the entity.
• Users can now log in to both myViewBoard.com and the myViewBoard software by using their email address and the password they just set.
• The Entity administrator now has the ability to add or remove a user from the Entity, as well as promote selected users to admin roles.