Integrations Tab: Setting up Microsoft Entra ID

Overview

Among our available integrations for Fieldwire is a staple of user management for medium-to-larger-scale enterprises: Microsoft Entra ID. Formerly known as Microsoft Azure AD, this feature allows users with Business and Business Plus subscriptions to sync a group of users that exist in Entra ID directly to Fieldwire.

 

Table of Contents

• Connecting Microsoft Entra ID and Activating the Automation
• Adding Users in Microsoft Entra's Admin Center
• FAQs
  
  

Connecting Microsoft Entra ID and Activating the Automation

Connecting your Entra ID account includes setting up the necessary permissions for the automation to work correctly (you'll need to be an Account Manager in Fieldwire to enable this).
What you'll see below is a detailed and highly specific process, so we've included plenty of screenshots. Take your time and follow each step exactly.

In the Integrations tab of your Fieldwire account, click on Microsoft Entra ID.

Select the button labeled "Connect Microsoft Entra ID account". A modal will pop up, allowing you to type the name of the account you wish to connect to. Once you've entered it, click "Next".

The modal will expand, and show 3 required fields: "Client ID", "Client secret", and "Tenant".

Follow the instructions shown under each field to obtain the information from the Azure portal and input into Fieldwire. This means that to start, you'll need to go to the Azure portal > App registrations > New registration > Fill out the "Register an application" section for Fieldwire. Doing so will automatically generate the info you need for the "Client ID" and "Tenant" fields.

Here's an example of how to fill out the "Register an application" page:

Now that the Fieldwire application is registered, you can copy the application (client) ID and directory (tenant) ID and paste into the required fields of the "Connect your Microsoft Entra ID account" modal.

Prior to obtaining the "Client secret", go back to the Azure portal and select API permissions > Add a permission.

In the modal that appears, choose "Microsoft Graph", then "Application permissions".

Type "user.read.all" into the search bar that appears, check the box next to this permission, and click "Add permissions" at the bottom of the modal.

Follow the same process to add the "Group.Read.All" permission:

At this point, you can review the permissions you've configured. If "User.Read" is present, click on the three dots to the right; you'll see the option to remove this permission. Go ahead and do so.

Now, click the "Grant admin consent for Fieldwire" button:

Click "Yes" in the confirmation popup.

If admin consent was successful, proceed to the next step - generating the "client secret". Similar to the API permissions segment above, you'll go to the "Certificates & secrets" tab, then click "New client secret".

Here's an example of how to set this up: 

Now you can copy the value (not the ID) that was generated, and paste it into the "Client secret" field of the modal in Fieldwire. The characters will be obscured after pasting.

Click "Connect".

If the connection is successful, you'll see a confirmation, along with the option to "disconnect" in case that action is needed in the future.

Back in the Entra ID integration tab, click "Select group" and choose the user group that you wish to sync with Fieldwire.

You will see a confirmation that Microsoft Entra ID is connected, and that the automation is configured. Congratulations - the challenging component of this process is complete!

 

Adding Users in Microsoft Entra's Admin Center

Now that the account is connected and the automation is established, you'll want to add users to your chosen Entra ID group so they can be automatically synced to Fieldwire. Keep in mind, users that existed in this group prior to the activation of the automation will not automatically sync! Make sure to re-add these users as needed.

From within the Microsoft Entra admin center, go to the "All groups" tab, then choose the group that you selected for the automation.

Now, click into the "Members" tab and select "+ Add members".

A new window will pop up that allows you to select from a list of existing users in Entra ID. Click the checkboxes next to the desired users, then the "Select" button in the lower left corner.

You'll probably need to click the "Refresh" button a couple times to see the new users:

In the Fieldwire web app, go to the account-level "People" tab. Please note that it typically takes ~5 minutes for the changes you made on the Entra Admin side to take effect and be displayed in Fieldwire. If you're not seeing the expected users pop up in Fieldwire after that time, refreshing your webpage should resolve the issue.

Note: By default, any new users added through this integration are set to the "Account user" permission level. You can promote them to the "Account manager" level if it is needed. (Learn more about account permission levels here: Introduction to Account Permission Levels: Managers, Account Users, and Project Users).

FAQs

What is an example of the typical workflow for user onboarding with this integration?

Here's a graph we created to illustrate this:

 

Subscriptions and billing are sensitive features. What can happen with this automation?

Please review the table below:

 

Is there anything I need to do to gain access to the Entra ID feature?

If you have a Business or Business Plus subscription, you'll receive access to this and other Fieldwire integrations by default.

What happens if I remove a user from the selected Microsoft Entra ID group?

They will also be removed from your Fieldwire account/projects.

Can I still remove users in Fieldwire, in addition to Entra ID?

Absolutely, yes! Here's more information on how to do that: How to Invite or Remove a User from Accounts or Projects

Is this integration available at the Project level in Fieldwire?

No, it is currently designed for the Account level.

I have SSO enabled for my account. Will this integration speed up my process for adding users to Fieldwire?

Yes! Previously, Microsoft Entra ID users who also had SSO needed to follow a 3-step process:
1. add users to Entra ID, 2. log into Fieldwire, 3. add each user manually in Fieldwire.
This integration removes steps 2 and 3 - all you need to do is add your users in Entra ID (and, optionally, alter their permission level in Fieldwire).

What happens if a user that I add to our Entra ID group already has their own paid subscription?

In this case, the automation will have no effect and the user will not be added to your Fieldwire account. They will need to be manually invited to any projects that you choose, via this process: How to Invite or Remove a User from Accounts or Projects

If my Fieldwire subscription has a user limit, what happens if I add more users in Entra ID than the user limit specifies?

Once the user limit is met, any additional users from the Entra ID group will not be synced to Fieldwire.

I know that in the Fieldwire interface, I can add up to 100 users to my account within a 24-hour period. Does this apply to users added via Entra ID, too?

Yes, the limit still applies to the Entra ID integration as well.

I deleted a user in Entra ID, but they weren't removed from Fieldwire. Is this expected?

Yes - you'll still need to manually remove the user from the Entra ID group that is being synced to Fieldwire.

What happens if a user email address is updated in Entra ID?

This action won't be reflected in Fieldwire automatically. The individual user will need to change the email associated with their user profile by following this process: Q&A: How do I update my email address and other profile information?

 

More Information

Integrations Tab: Setting up a Connection
Integrations Tab: Setting up an Automation
Integrations Tab: Troubleshooting