In this article you will learn:
What is Identity Mapping?
Identity Mapping in Onna associates the data from a user’s email address in an application with a unique identity in Onna. This unique identity in Onna allows you to search and find all of the relevant data associated with that identity across multiple data sources. By associating each custodian with a unique identity in Onna it allows you to create preservations, search based on identity, and filter search results based on identity.
Identity mapping occurs automatically upon ingestion of data into Onna from the data source. As an admin you don’t need to do anything to ensure identity mapping happens. You are able to use the Identity Mapping section of your admin console to view details about different identities within Onna.
Please Note: Onna does not support identity mapping for custodians that are external from the client's Slack instance (those added from another organization via Slack connect).
Onna categorizes a unique user based on their email address. If a custodian is using different email addresses in different applications that are both synced into Onna, Onna will see this as different identities.
Onna Connectors that Support Identity Mapping
- Dropbox Business
- Google Workspace
- Microsoft Outlook Enterprise
- Microsoft Teams Enterprise
- Quip Enterprise
- Slack Enterprise
How to View Identity Details
To view details about unique identities associated with data within Onna follow the steps below:
Step 1:First you’ll navigate to the ‘Identity mapping’ page of the admin console (a). Then, you’ll start typing the email address of the identity you want to view into the search box at the top of the page (b). |
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Step 2:After you start typing the email address into the search (a), Onna will pull up any emails that match or partially match what you’ve typed in (b). From here you can move to Step 3 or 4 to filter through the list, or you can view data sources associated with an identity (c). |
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Step 3:If you get a list of possible identities, you can filter through these by ‘Email domain’ (a) or by source or by ‘Origin source’ (b). |
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Step 4:Once you’ve found the identity you want to view, click on the ellipsis next to the identity (a), then click on ‘View details’ (b). |
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Step 5:A details panel will now appear on the right side of your screen. In this panel you will see: a.The identity name. Here you can click on the pen to the right of the name to edit the name. b. A list of associated data sources for this identity. Here you can click on the arrow next to each data source to get information including: first and last name, the status of the identity in the origin source, the date added to Onna, and the date last updated. |
Identity Mapping Errors
Identity Mapping occurs when data is synced from some enterprise connectors. All enterprise connectors require the use of an authorized connection in order to collect identities from that source. An authorized connection allows Onna to collect identities from user accounts across your organization.
| At times, syncs using enterprise connectors may fail due to an issue with the authorized connection credentials for that source. If you notice a red ‘!’ sign next to one of your identity sources that source is encountering an error. |
Below is a list of errors that could cause the sync to fail and how to resolve the issue. Should one of these errors occur, identities will stop syncing and will not continue syncing until you resolve the issue.
| Error | Cause | Solution |
| Expired Credentials | The credentials used to create the authorized connection with the data source have expired. | Update the credentials within the data source and then renew the credentials in Onna. |
| Revoked Credentials | The authorized connection credentials that had been shared with you have been revoked by the user who shared them with you. | Contact the user who shared the credentials to resolve the issue. |
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