How User Provisioning Works with Entra ID
When you add a user to a connected Entra ID group, a user account is automatically created in Newforma Konekt. This process is called “provisioning.”
Duplicate accounts are not created for users that already exist in Newforma Konekt. Instead, the user is registered as part of the Entra ID group and their account is thereafter managed by the Entra ID integration.
What Data Is Imported
When you provision a user, their information is imported from Entra ID. More specifically:
- Unique Microsoft ID
- UPN (User Principal Name)
- Email address
- First name
- Last name
- Company
- Country
- Account status (active or disabled in Entra ID)
- Job title
- My Site
- Language
All other information, including but not limited to department, preferred language, city, and phone numbers, is not imported.
How User Provisioning Works
Here’s what actually happens in Newforma Konekt when you provision a user:
- If the user doesn’t already have a Newforma Konekt account, one is created automatically and they receive the standard “Welcome to Konekt” email.
- Entra ID users show an Entra ID badge in the User Management page, so you can tell them apart from users added directly in Newforma Konekt or from other sources.
- Provisioning doesn’t set a user’s hub role, project role, or project permissions based on their Entra group membership. These need to be assigned manually in the User Management page.
- Licenses aren’t assigned automatically. Assign these manually in the User Management page after provisioning.
- If you rename a connected Entra group, the updated name syncs to Newforma Konekt automatically.
When a User Won’t Be Provisioned
Not every user you add to a connected Entra group gets provisioned. A user may be skipped if:
- They’re missing required information in Entra ID (first name, last name, or email address).
- Their account is disabled in Entra ID. Newforma Konekt saves a record of the user so that account can be created automatically if their status changes to active.
The Hub Owner or Hub Admin is notified of any skipped accounts in the import report sent after the group is added.
Keeping Profile Information Up to Date
Newforma Konekt imports a user’s profile information from Entra ID when you first connect their group. After that, most fields aren’t refreshed automatically. For example, if you update a person’s job title or country in Entra ID, that change won’t carry over to Newforma Konekt.
Email is the exception; Newforma Konekt will sync changes to a user’s email. However, you will need to contact Newforma Customer Support to confirm the email change before it is reflected in Newforma Konekt.
FAQ
- Q: What happens if you add a user to a connected Entra group but they already have a Newforma Konekt account?
- A: They won’t get a duplicate account. Their existing Newforma Konekt account gets linked to the group instead.
- Q: Can a user edit their profile information in Newforma Konekt even if they were provisioned via Entra ID?
- A: Yes. All fields except their email address are editable. Their email is managed by Entra ID and can only be changed there.