Sync Entra User to Zammad User

This n8n workflow automates the synchronization of user data from an external system (likely Microsoft Entra ID, based on the directory name) into Zammad. It identifies new users to create, existing users to update, and users to deactivate in Zammad based on a comparison with the external data source.

What it does

This workflow performs the following key steps:

1. Triggers Manually: The workflow is initiated manually, allowing for on-demand synchronization.
2. Fetches External User Data: It makes an HTTP request to an external API (presumably Entra ID) to retrieve a list of users.
3. Fetches Zammad User Data: It queries Zammad to get a list of all existing users.
4. Compares Datasets: It compares the external user data with the Zammad user data to identify:
   • New Users: Users present in the external data but not in Zammad.
   • Updated Users: Users present in both systems but with differing attributes (e.g., email, name).
   • Deactivated Users: Users present in Zammad but no longer in the external data source.
5. Processes New Users:
   • For new users, it prepares the data and creates them in Zammad.
6. Processes Updated Users:
   • For updated users, it prepares the data and updates their profiles in Zammad.
7. Processes Deactivated Users:
   • For users no longer found in the external system, it prepares the data and deactivates them in Zammad.
8. Merges Results: All processed items (created, updated, deactivated) are merged back into a single output stream.

Prerequisites/Requirements

• n8n Instance: A running n8n instance.
• Zammad Account: Access to a Zammad instance with an API token or credentials configured in n8n.
• External User API Endpoint: An API endpoint for your external user directory (e.g., Microsoft Entra ID, an HR system) that can return user data. This will require appropriate authentication (e.g., API Key, OAuth2) configured in the "HTTP Request" node.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON file.
   • In your n8n instance, click on "Workflows" in the left sidebar.
   • Click "New" and then "Import from JSON".
   • Paste the workflow JSON or upload the file.
2. Configure Credentials:
   • HTTP Request (External User Data): Edit the "HTTP Request" node (ID 19). Configure the URL, HTTP Method, and authentication details (e.g., API Key, OAuth2) to connect to your external user directory's API.
   • Zammad: Edit the "Zammad" nodes (IDs 552). You will need to create or select an existing Zammad credential in n8n. This typically involves providing your Zammad instance URL and an API token.
3. Configure Node Settings:
   • HTTP Request (External User Data): Ensure the HTTP request correctly fetches all necessary user attributes (e.g., email, first_name, last_name, active status).
   • Zammad (Get All Users): Verify the Zammad node is configured to retrieve all users.
   • Compare Datasets:
     • Key Field: Configure the "Key Field" in the "Compare Datasets" node (ID 836) to uniquely identify users (e.g., email).
     • Fields to Compare: Specify which fields should be compared to detect updates (e.g., first_name, last_name, email, active).
   • Edit Fields (Set): Review and adjust the "Edit Fields" nodes (IDs 38, 565, etc.) to map the incoming data from your external system to the expected Zammad user fields (e.g., firstname, lastname, email, active). Pay close attention to the active status for deactivation.
   • Zammad (Create/Update/Deactivate Users): Ensure the Zammad nodes for creating, updating, and deactivating users are correctly configured with the mapped data.
4. Test the Workflow:
   • Run the workflow once with a small, controlled dataset to ensure it behaves as expected.
   • Check the Zammad instance for newly created, updated, or deactivated users.
5. Activate the Workflow: Once tested and verified, activate the workflow. You can then trigger it manually as needed.