Autotask PSA

One native integration that can be set up within Hudu is Autotask PSA.
Before setting up your Autotask integration, please read over our Understanding Integrations article to learn basic concepts and useful tips.
 
In order to set up an integration with Autotask, you will need:
 
  • Access to retrieve Autotask PSA API credentials.
  • Admin or super-admin user role within Hudu.

    At any time, you can come back to your Hudu admin area >> Integrations >> Autotask to make changes to the integration.

Integration Features

Hudu's integration with Autotask PSA allows you to sync over:
 
  • 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.

    Use our new Hudu Assist browser extension feature to bring the power of the Hudu interface into the tools your team is already using. For more information, visit our Hudu Assist article!

What Hudu needs from Autotask

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

 

 

Guides

Enabling Integrations

Integrations can be enabled at any point during your Hudu environment testing and/or during production. Integrations can be merged into your existing documentation based on set rules; providing the ability to start with integration setup, or easily connect them at a later date.
 
To enable the Autotask integration:
 
  • Navigate to Hudu admin area >> Integrations.
  • Select Autotask from the list.

    If you're running on a Hudu version before 2.1.5.15, you'll need to select create integration.

 

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.

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  • 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.

 

In Hudu

  • Paste the Username (Key) and Password (Secret) that you copied previously into Hudu.
  • Designate Primary Sync Locations for both Contacts and Locations (see section below for more information).
  • Save the settings.

    Make sure to test the integration for a successful connection before continuing; do not continue until you see a connection successful message display.

  • Start the sync. After inputting all settings and ensuring the connection was successful; start the sync to push initial data to Hudu from Autotask (this is required before moving on).

 

Primary Sync Location

Primary sync location(s) serve as your "junk drawer" asset layout(s); storing the information that is being pulled in, but not otherwise told where to be placed.
The Autotask PSA integration requires you to designate two primary sync locations. These are contacts and locations.
 

Connect_Autotask_-_OrganizedCo.png

  • Navigate back to your Hudu admin area >> Integrations >> Autotask ((Edit Settings)).
  • Choose asset layouts (must be active asset layouts) from the list to designate as the primary sync locations.

    If you don't see/have not created any asset layouts yet, you’ll need to create these. Visit Asset layouts for additional information!

 

 

Matching Companies

Before your companies (and their corresponding data) from Autotask can be brought into Hudu, they must first be matched to companies that either already exist within your Hudu environment; OR to companies that you create now.
 

    Hudu recommends matching one company first, for testing purposes, to ensure that your information comes over correctly.

  • The first time your integration connection runs successfully, it will attempt to bring in companies from Autotask. These are then added to the Matched Companies List of that integration.
    • Navigate to your Hudu admin area >> Integrations >> and find Autotask PSA from the list. Click on it.
    • It should now have a button that says Match Companies.
    • Go through the list of companies and either bulk create/match all OR decide to:
      • Match the company to an existing (already created) client in Hudu;
      • Create a matched client within Hudu from an Autotask company;
      • Leave unmatched: company (and corresponding data) will not be created/brought into Hudu.
  • Once you have matched your companies, you must re-run the integration import to fill in all the data for the newly matched/created companies.
    • Stop and start the integration again.

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Other Options

  • Choose which items, if any, you'd like to skip from being brought into Hudu.
  • Choose to have the integration auto-update the names of assets.
    • This allows the name of the asset to be changed (contact, location, or configuration) when it's changed in Autotask. Otherwise, it will not change.

Connect_Autotask_-_OrganizedCo.png

 

Sort Rules

Sort rules allow you to select which data types (from Autotask) will be mapped into which asset layouts (within Hudu). They allow you to specify certain "rules" for asset types as to where they get placed; any asset types that are brought in, but are not told where to be placed via sort rules, will be placed into the corresponding primary sync location.
 
The asset layouts that you're choosing to sort into can be created beforehand (Hudu admin area >> Asset Layouts; ensure that they're marked active) OR you can create new asset layouts here.
 

Connect_Autotask_-_OrganizedCo.png

  • Save your settings and stop/start your integration sync again to reflect your changes.

 

Setting Up LiveLinks

You can set up LiveLinks to automatically open Hudu companies from Autotask.
 
  • 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.

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FAQ

How often do integrations sync?

Answer: Native integrations will automatically re-sync (update) every 3 hours.
You can also use either the global or the card-specific re-sync features to refresh native integration syncs at any point.

Why is my integration taking a long time to finish?

Answer: If the Autotask sync has been loading for a significant amount of time (it can take up to 10 minutes), follow the steps below:

    • Test the connection to ensure Hudu and Autotask are communicating correctly.
    • Verify your Autotask credentials.
    • Refresh the page (while a sync is actively running).
    • Stop the sync and restart the sync.
Accidentally deleted an integration card; how do I get this back?

Answer: It should appear on subsequent re-syncs. If it is still not appearing, ensure that it has not been archived; and still exists in your sort rules.

Notes: Active integrations sync automatically every 3 hours; manual re-syncs can be performed either within an integrations’ settings page or by clicking the top right re-sync button.

How does archiving work with Autotask?

Answer: By default, Hudu will bring over all assets in a company/client from Autotask. When an item is marked inactive, then it is sent to the Company's Museum. If marked active in Autotask, then it will be brought out of the museum.

I'm missing devices coming from the sync.

Answer: Hudu matches on Autotask's Configuration Category (not Configuration Item Type). Make sure that the first category is matched up in Hudu. A common issue is that you may have your devices as something like Standard > Workstation, which means you would need to match Standard in Hudu (not workstation). Make sure you have the type in blue matched in Hudu.

Notes: A common issue is that you may have your devices tiered something like Standard > Workstation, which means you would need to match Standard in Hudu (not Workstation). Make sure you have the type in blue matched in Hudu.

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