Autotask

What You'll Need

• Access to retrieve Autotask API credentials.
• Admin or super-admin user role within Hudu.

Integration Features

• Companies.
  • Create client spaces within Hudu directly from Autotask companies, or seamlessly merge them into existing (already-created) client spaces.
• Contacts.
  • Pull contacts directly from Autotask and easily sort them into an asset layout of your choice ("People", "Contacts", "Company A employees", etc.)
• Devices/Configurations.
  • Pull configurations and device information from Autotask; sorted into asset layouts based on set sort rules and your primary sync location(s).
• Sites.
  • Pull sites/locations from Autotask.

What Hudu needs from Autotask

• Username (Key).
• Password (Secret).

Enabling the Autotask Integration

• Integrations can be enabled at any time, during Hudu environment testing or in production.

• Once enabled, integrations can be merged into existing documentation based on predefined rules.

• This allows you to configure the integration upfront or connect it later as needed.

• To enable the Autotask integration:

  • Navigate to the Hudu admin area (Admin → Integrations).

  • Select Autotask from the list.

Obtaining the Autotask Information

• Navigate to the Autotask Portal.
• In the left-hand corner, click on Admin → Account Settings & Users (top tab menu)
• Click on the Resources/Users (HR) tab → Resources/Users.
• Hover over the button that says + New and select New API User.
• Fill out the form like the screenshot, using "Hudu Technologies - Documentation" as the Integration Vendor.

• Click Generate Key to obtain the Username (Key) input.
  • Copy this exactly for use in Hudu.
• Click Generate Secret to obtain the Password (Secret) input.
• Copy this exactly for use in Hudu.
• Save the user settings.

Setting up the Integration in Hudu

Step 1. Connect to Autotask

• Enter the Username (Key) 
• Enter the Password (Secret) 

• Select Default Asset Layouts

  • Choose asset layouts (must be active asset layouts) from the list to designate as the default asset layouts

  • They store information that is pulled in but not explicitly mapped to another asset layout

• The Autotask integration requires three default asset layouts for:

  • Contacts
  • Sites
  • Configurations

• Select any data types to skip (optional)
• Select any additional options:
  • Auto-update names of Assets - If name is changed in Autotask, the name will automatically be updated in Hudu
  • Do not update basic company details - This will prevent the company details from being changed in Hudu if they are changed in Autotask
  • Match assets on primary serial - This option tells Autotask to match devices using their primary serial number. It helps ensure that assets are correctly identified and reduces the chance of duplicates when device names or other attributes change.
• Save the Settings

Step 2. Test connection and run an initial sync

• On the integration overview page, click Test Connection
• If successful, start an initial sync to bring in Autotask companies

Step 3. Match Autotask Accounts

• Before accounts from Autotask can be brought into Hudu, they must be matched to:

  • Existing companies in Hudu, or

  • New companies you create in Hudu

• Hudu recommends matching one client first for testing to ensure data imports correctly

• When the integration runs successfully for the first time:

  • Accounts from Autotask are imported

  • They appear in the Matched Companies List for the integration

• Navigate to Hudu Admin → Integrations → Autotask

• Open the integration and click Match Companies

• Review the list of companies and choose one of the following options:

  • Bulk create and/or match all companies

  • Match a company to an existing Hudu company

  • Create a new matched company in Hudu from an Autotask account

  • Leave a company unmatched (it and its data will not be imported)

• After matching companies, re-run the integration import to populate data for the matched or newly created companies

Step 4. Choose where Autotask configurations will fill to

• Add Sort Rules

  • Sort Rules determine how data types from Autotask are mapped to asset layouts in Hudu

  • They let you define specific rules that control where each asset type is placed

  • Any asset types imported without an assigned Sort Rule will automatically be placed into the default asset layout

  • Asset layouts used for Sort Rules can be created ahead of time in the Hudu admin area (Admin → Asset Layouts) and must be marked as Active

  • You can also create new asset layouts directly from this section if needed.

• Save the Settings

Setting Up LiveLinks

• Go to Autotask >> Admin.
• Click on Extensions >> Admin >> Automation >> AutoForms & LiveLinks  >> LiveLinks Designer.
• Click ((+ New)).
• Create a LiveLink with:
  • A label of your choice.
    • For example: "Jump to Hudu";
  • Category: Service Desk.
  • LiveLink Name.
    • For example "Hudu"
  • Base URL: https://myhuduwebsite.com/autotask_live_links/ and replace the mywebsitewebsite.com with your instance URL.
• Select Company for the Entity field. 
• Select CompanyID from the LiveLink Parameters list and click Insert.
  • This should populate <ACCOUNTID> as the QueryString Value.
• You will then need to set at least one role and one department for it to be active.

FAQ