Entra Contacts to Zammad User Sync

For Zammad, this workflow automates the synchronization of Entra contacts, ensuring that user data is consistently updated. It identifies new, updated, and removed users, streamlining user management and enhancing data accuracy. By integrating multiple systems, it saves time and reduces manual errors, facilitating efficient communication and support.

7/8/2025
14 nodes
Medium
manualmediumsticky notezammadcomparedatasetssplitoutadvancedapiintegrationlogicconditional
Categories:
Manual TriggeredMedium Workflow
Integrations:
Sticky NoteZammadCompareDatasetsSplitOut

Target Audience

This workflow is ideal for:
- IT Administrators managing user accounts in Zammad and Microsoft Entra.
- Customer Support Teams needing to synchronize user data between platforms for better service.
- Data Analysts looking to maintain accurate and up-to-date user information across systems.
- Business Owners wanting to streamline operations and reduce manual data entry errors.

Problem Solved

This workflow addresses the challenge of keeping user data synchronized between Microsoft Entra and Zammad. It automates the process of:
- Identifying new users in Entra that need to be created in Zammad.
- Updating existing Zammad users with the latest information from Entra.
- Deactivating users in Zammad who are no longer active in Entra.
This automation reduces manual effort, minimizes errors, and ensures that user information is always up-to-date.

Workflow Steps

  • Manual Trigger: The workflow starts when the user clicks ‘Test workflow’.
    2. Get Zammad Users: It fetches all existing users from Zammad.
    3. Get Contacts from Entra: It retrieves contact information from Microsoft Entra.
    4. Filter Contacts: Filters contacts to ensure only relevant entries are processed.
    5. Zammad Universal User Object: Prepares the user data structure for Zammad.
    6. Merge Data: Combines the existing Zammad users with the new Entra contacts based on email addresses.
    7. Find New Users: Identifies users that need to be created in Zammad.
    8. Update Existing Users: Updates the information of existing Zammad users with new data from Entra.
    9. Find Removed Users: Identifies users in Zammad that are no longer active in Entra.
    10. Deactivate Users: Deactivates users in Zammad who are no longer present in Entra.
    11. Create New Users: Creates new users in Zammad for any new contacts found in Entra.

    • Customization Guide

    Users can customize this workflow by:
    - Adjusting Filters: Modify the filtering conditions in the ‘Filter contacts if needed’ and ‘Filter if needed’ nodes to suit specific business needs.
    - Changing Zammad User Fields: Update the fields in the ‘Zammad Universal User Object’ node to include additional user attributes as necessary.
    - Modifying API Credentials: Ensure that the API credentials for both Microsoft Entra and Zammad are correctly set up to enable seamless data transfer.
    - Adding Additional Nodes: Users can add nodes for logging or notifications to alert when users are created, updated, or deactivated.