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Provision team members from Azure Active Directory

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Naomi Papoushado
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Who can do this? TA_1.png

You should also be a Microsoft Azure AD admin or work with an Azure AD admin to complete these steps.

When setting up provisioning, ensure that you assign the necessary Gong seats for your team members. If you enable settings that require a seat, but don't assign the seat, the features won't be available for those team members. Once the seat is assigned the permissions and settings will be enabled for the team members.

Supported features

  • Push new users: New users created in Azure AD will also be provisioned in Gong

  • Push user updates: Updates made to the user's profile in Azure AD will be pushed to Gong

  • Push user deactivation: Deactivating the user or disabling the user's access to the application through Azure AD will deactivate the user in Gong

  • Push user reactivation: Reactivating a user in Azure AD will reactivate the user in Gong

  • Push groups: Push existing Azure AD groups and their memberships to Gong, which are then mastered by Azure AD

Step 1: Configure Azure AD in Gong

  1. Go to your company settings page > PEOPLE area > Team Member Provisioning.

  2. Select Azure as the provisioning source.

  3. A default assignment is set up where team members imported with this assignment are not assigned any seats, data capture capabilities or permissions. You can edit this or set up assignments for different teams.

  4. In the  Manager's provisioning settings area:

    1. Select Notify direct managers with recorded teams when a new team member is imported to send a notification by email when new team members are automatically provisioned.

    2. Select Managers can turn data capture on or off for their team to allow direct managers to change the data capture settings for their team members.

    Tip

    For more information, see "What are Manager's provisioning settings?" in the FAQ for team member provisioning article.

  5. Click SAVE.

Step 2: Configure Gong in Azure

Note that there's no direct link to the Gong app in the Azure Active Directory Gallery. To add the app, log in to your account, go to Enterprise Applications, choose New Application and then search for Gong. When you click the app, Microsoft starts adding it.

Step 3: Mandatory and available fields for automatic provisioning

  1. Make sure that the following mandatory fields are configured for all the users you want to provision in Gong:

    • Given name

    • Last name

    • Primary email (Note that the email domain must match your company primary domain, otherwise the user won't be imported)

  2. The following fields are optional, but it’s highly recommended to configure them for your users before provisioning in order to avoid the need for manual updates:

    Note

    Provisioned fields cannot be edited manually. If you leave a field empty, it can be manually set once in Gong. Thereafter, this field cannot be changed.

    • Manager Email: Enter the manager's email address. Without this field, Gong cannot build your org's hierarchy.

    • Phone number: Enter the phone number in any of the following formats:

      • (865) 365-1900

      • (212) 575-1994 ext 3437

      • (317) 251-0700 ext. 468

      • (202) 903-2585 x2991

      • (206) 324-1800 x 229

      • 540.946.4600 Ext. 143

    • Primary Phone Ext: Enter the extension number

    • Secondary Email: If users have more than one work email address, configure this field. If you need more, you can define these in Azure AD so they get added in Gong.

    • Private Email: If users have a private email, configure this field.

    • Title: Enter the user's job title

    • Manager Full Name: In the format firstname lastname, e.g. John Doe. If you do not have the manager email, make sure this field is populated with the manager's full name. If neither this field or the Manager ID field are defined, Gong cannot automatically build your org hierarchy. Note that, if there's more than one manager with the same name, Gong can't set the manager for the user and you'll have to set this manually in Gong.

    • Time zone: Use any of the values from the TZ Database Name column in the following wiki link:

      https://en.wikipedia.org/wiki/List_of_tz_database_time_zones

    • Country: Enter the country’s full name or 2 or 3 letter country code, according to ISO 3166-1 alpha-2 codes

    • State or Province: Enter the full state or province name, or two letter code according to the following ISO codes:

    • Locale: Use the following format: en-US. If you don’t define a locale for a user, they are assigned en-US by default. This field is used in Gong to identify the user weekend in order to avoid sending notifications when the user is not working.

How is the timezone calculated?

Note

Timezone offsets (e.g. -05:00) are not supported.

Gong calculates the user timezone according to the following hierarchy:

  1. Time zone attribute from Azure AD, if provided.

  2. Country attribute from Azure AD, if provided.

  3. State-or-Province attribute from Azure AD, in a country where timezones are different between states or provinces.

  4. Default timezone, as set for the company in Gong.

Step 4: Create automatic assignments in Gong

Automatic assignments are based on Azure AD groups.

  1. In Azure AD, locate the group/s you want to use in Gong, and push them to Gong.

  2. In Gong, go to your company settings page > PEOPLE area > Team Member Provisioning.

  3. Create an assignment to assign data capture, workspace, and permission settings to Okta groups:

    1. In the Assign settings area, click ADD ASSIGNMENT.

    2. Give the assignment a name.

    3. In the Azure AD groups area, select the Azure AD group you want to define the settings for.

    4. Select the Gong seats you want users in this group to have assigned to them.

      Note

      Ensure you assign the Gong seats required for the permissions and other settings included in the assignment.

    5. In the Workspaces and permissions area, set the permissions profile for each workspace in your organization.

    6. In the Data capture area, select which data should be captured and imported to Gong. For details see About managing team members.

    7. In the Update settings area, define how settings can be managed for this assignment:

      • Select Manual editing to manage data capture and permission settings for users in this assignment in Gong.

        After you create the assignment: if you make changes to group settings in Azure AD, they will not be pushed to Gong. However, you can edit the group settings manually in Gong.

      • Select Automatic updates to give Azure AD governance over data capture and permission settings in Gong.

        Define data capture and permission settings in Gong only when creating an assignment. Thereafter, other changes will only be applied to users in groups with this assignment when pushed from Azure AD.

    8. Click ADD ASSIGNMENT.

  4. Click SAVE.

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