In this article you will learn:

• What is Identity Mapping?

• How to View Identity Details

• Identity Mapping Errors

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 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).

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).

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).

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).

Step 5:

A details panel will now appear on the right side of your screen. In this panel you will see:

1. The identity name. Here you can click on the pen to the right of the name to edit the name.

2. 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.

How to Add Identities in Onna

When adding Enterprise Sources in Onna, identities sources will automatically be created for each authorized connection saved.

Adding Identities to Onna

Adding Identity Sources Directly

Select the Identity Mapping option from the left-hand taskbar.

In the Search Identities menu Click the Add Identities option.

Now, select your desired source identity to sync.

Enter the credentials to grant Onna authorization.

Once granted you will get a notification that your source identity will finish soon.

Adding Identities as part of Enterprise Syncs

When adding Enterprise Sources in Onna, identities sources will automatically be created for each authorized connection saved.

Searching Identities in Onna

Searching for Identities within Identity Mapping

To search through your identities, in the main Identity Menu you can select your desired source or use the search bar.

For finding identities with the search bar you can type in a few characters to begin.

You will be forwarded to our search screen with additional filters for email domain and Origin source to help further define your search.

If you select by source you will have the ability to filter for identities using the search bar and Email domain.

Note: If a new source has just been created in Onna, the User Identities may not have fully synced into Onna yet.

Viewing Identity Details

Once you locate your desired identity you can see the number of accounts and their icons mapped to the identity. Clicking on the identity or the three ellipses that appear will allow you to view details to the identity.

You can view the details of the account by clicking on one of the pull-down menus. It will give you more information regarding the Identity's account in the source such as first and last name, status in origin source, date added to Onna, and last update date.

Searching for files by identity

You can search for all files associated with your desired identity using basic search. Select your desired workspace or source and enter "@" along with the name of your desired identity.

Once you begin typing the identity's name it should pop-up in the menu below your search.

Once selected all files associated with that identity should populate in your results.

Identities and Preservation

Identities are the building block for the preservation functionality in Onna.

For more information on Preservations in Onna you can check our article here.