Google Device Data Integration Management

Important Note: In order to automatically create assets in Incident IQ from the Chrome Console you will need to enable the Create Asset option, as well as have location and models mapped in their respective tabs. Failure to do so can prevent some or all of your assets from importing/updating during scheduled syncs.

Guide Overview

The following guide is designed to give district administrators an overview of the following topics:

  • Managing what device data is created, updated, and deleted during the Google Device App system syncs
  • General asset syncing options
  • Setting up model and location mappings
  • Reviewing historical system syncs
  • Looking up a device’s Google data

Not what you were looking for? Perhaps one of these other guides will help:

App Management Introduction

The Google Device App is designed to give school districts the ability to create, manage, and automatically assign assets to students in Incident IQ by utilizing Google data. In addition, integrating Chrome devices into Incident IQ allows you to view an asset’s metadata in one convenient location. This includes basic device information, OS and firmware versions, Google identification, and other data agents may find useful during the course of working a ticket.

When installed, you can access the Google Device App by selecting Incident IQ Apps > Apps Management. This will take you to your Installed Apps page where you can select the Options button to access the Google app management.

Overview Tab

The Overview Tab provides allows you to set and review your authentication with Google, as well as provide you basic sync options.

The Status section allows you to quickly determine if your current authentication token is valid and whether or not IIQ can access the devices in Google. If your credentials are invalid, you can easily change the information used to access your console by clicking on the Reset button.

The Sync section allows you to quickly review what occurred during the last scheduled system sync. Clicking on the View Details link will automatically open the last syncs details. Additionally, you can also manually start a sync from here using the Start Sync button.

General Settings Tab

The General Settings tab has the settings that control when information is brought in or updated automatically, as well as field mappings between the Chrome Console and Incident IQ. As such, this tab controls the following integration settings:

  • Options that control if assets are automatically created, updated, and deleted during syncs.
  • The ability to turn on automatic room assignment for assets if you are storing this data in Google.
  • Custom field asset mapping options to pull in additional data for use in asset filters and custom view columns.
  • An option to enable the use of remote asset features available in Google directly on an asset detail’s page by administrators and agents with the correct permissions.

The Mapping section manages what data is created and updated in Incident IQ based on data coming from Google. This includes:

  • Only Update Custom Fields: Selecting this will only update custom field data for assets as setup in the Map custom values from googleDeviceData section
  • Create Asset: Selecting this will automatically create assets in IIQ to match any new device discovered in Google during a sync.
  • Update Asset: Selecting this will automatically update assets in IIQ to match any updates to a device’s data discovered in Google during a sync.

Underneath the Update Asset option, you will see a drop-down menu where you can select what default status iiQ should set for devices if they are currently active in Google. This includes an option to only update this status during syncs when a change in status is detected in Google.

You can also set what status a device is set to in iiQ if it is currently disabled, deprovisioned, or deleted from Google. As with the default status option above, you have the option to only update the status during syncs when a change in status is detected in Google. Additionally, you can also set whether these devices should be created in iiQ if they do not already exist, remain in iiQ, or are deleted iiQ entirely.

Activating the Create Rooms option will automatically create rooms associated with assets in Google if these rooms do not already exist in Incident IQ.

The Map custom values from googleDeviceData section allows you to map specific fields from Google to asset fields in Incident IQ.

It also, gives you the ability to pull in custom data fields and custom view column options. To set one of these fields up

  • Begin by clicking on the Add button.
  • Select the data field coming in from Google in the googleDeviceData custom value box.
  • Specify if the data should map to an existing default field, or if it should be pulled in from Google as a custom field.
  • If you pull this information into a custom field, you will also need to set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.

You can control whether or not the Google Device integration will update the owner field in Incident IQ using the following options in the Automatic asset assignment in iiQ drop-down menu:

  • Don’t automatically update asset owner in IIQ:  This option will prevent the Google Device Data integration from updating owner information in Incident IQ.
  • Automatically update owner in IIQ based on annotated user in Google:  This option will automatically update the device ownership of assets in Incident IQ based on the annotated user field in the Google Console.
  • Automatically update owner in IIQ based on last device user in Google:  This option will automatically update the device ownership of assets in Incident IQ based on the last logged in user in the Google Console.

The Google Options section manages what data is written back from Incident IQ into Google. This includes:

  • Write device status to Google: This option gives you the ability to assign permission to users so that they can disable, re-enable, and deprovision devices on an asset’s details page in iiQ. You can find further details on this feature here.
  • Write assigned user to Google: which will change the assigned user in Google to match the assigned user in iiQ.
  • Write assigned location to Google:  This option allows iiQ to change the assigned location in Google to match the assigned user in iiQ.
  • Write asset id to Google:  This option allows iiQ to change the annotated asset id field in Google to match the asset tag in iiQ.
  • Write asset notes to Google:  This option allows iiQ to change the annotated notes field in Google to match changes to the notes added to a device in iiQ.
  • Write orgUnitPath to Google:  This options allows iiQ to update the OU location of a device based upon IIQ location date. Please note, this will only work if the OU already exists in Google and the location mapping has been set between an iiQ location and a valid orgUnitPath. Additionally, this will only work for one OU path per location. If you have multiple sub-OUs for a location, it is recommended to leave this option turned off. You can find more information on this option here.

Import Note: It is highly recommended that you perform regular backups of your Chrome Cloud device data. Changes made by write-back options cannot be reverted through Incident IQ. If you have any questions about these options please consult with iiQ Customer Service prior to enabling them.

Batch Assign Users Tab

The Batch Assign Users Tab allows you to manually auto-assign devices to users based on the last user of the device.

Before beginning any batch assignment, you will first want to pull in a report of fresh user login data. This can be done by clicking on the Update Suggestions button.

The filters section allows you to add inclusion or exclusion filters to narrow the scope of your batch assignments. For instance, in the example below any device in the /kiosk OU would not be updated during this process.

And finally, you can preview any batch user assignment by clicking on the Generate Preview button. If the data appears to be correct you can then confirm running the full sync. If you are satisfied with the preview results, clicking on Assign A New Device Owner to Devices will allow you to complete the batch assignment. Please note, once this this process is started it cannot be canceled or undone.

Location Mappings Tab

This tab allows you to select or modify your current location mappings between IIQ and the Google Device Data App.

You can choose to automatically assign a device to a default location in Incident IQ if it does not match any location mappings set.

The Custom Mapping Options allows you to choose how you would like devices to map in IIQ.

When either is selected, you will be presented with a list of locations currently in the system. From here, you can select Auto-Map Location Names to match location names between IIQ and Google. Alternatively, you can also manually search for and select your location assignments if needed.

Model Mappings Tab

This tab allows you to select or modify your current model mappings between IIQ and the Google Device Data App.

You can use the Auto-Map Models button to automatically attempt to match models in your list of devices with models that already exist in IIQ.

Alternatively, you can also manually select what model your device should map to using the drop-down menus to the right of each listed device.

If your device will not auto-map and is not available from the drop-down options, then it most likely does not currently exist in IIQ. In this case, simply select the Create New Model button on the right of the device mapping in question to automatically create and activate this model during your data sync.

Verification Tab

The verifications tab allows you to utilize Google login activity to verify assets outside of the normal verification process.

From this page, you can kick off a single manual verification by clicking on the Start Verification button.

Alternatively, you can set up a Profile to automate your app verifications. Profiles allow you to automate your asset verifications, removing the need to start verifications manually.

When setting up a Profile you will be asked to provide it a name as well as fill out the following information:

  • Number of days of usage to review:  The number of days a user must log in to the system to successfully count as verified. 
  • Allow Shared Devices:  This option allows devices used by multiple users to be verified as long as the assigned owner logs in a number of times equal to what is set in the “Number of days of usage to review” field.
  • Schedule:  This option allows you to set up a schedule for when a verification should occur (once, daily, weekly, monthly, yearly). Additionally, you can also set a sunset date for the Profile here as well.
  • Select Assets:  This option allows you to set up filters for the types of devices this Profile will verify.

Once added, you can EditDelete, or review the status of any current Profile at the bottom of the Verifications page. Please note that you can set up multiple Profiles at once, as well as run them concurrently if needed.

Sync History Tab

This tab allows you to view your sync history between IIQ and the Google Device Data App.

Every sync, whether it completed successfully or not, is logged for reference purposes and available for review in the View details of a sync list.

Clicking on any sync, in particular, will open that sync’s details. From here, you can review the full list of what devices were updated, created, deleted, or skipped during the sync. Additionally, you can narrow down your view by using the filter options at the top of the list.

Asset History Tab

The Asset History tab allows you to search for basic information on any device currently located in your Google Console.

Simply enter in a valid serial number in the Search for asset field to begin your search.

Once you’ve selected a device, you’ll be able to see the following Google information:

  • External ID
  • Model
  • Owner Email
  • Organizational Unit
  • Serial Number
  • Location Name

Additionally, you’ll also see a list of actions applied to this device during recent system syncs.

Frequently Asked Questions

The following section consists of common questions that users have when installing and setting up the Google Devices integration. Please note, if you do not find to an issue you are experiencing in this section please contact the Incident IQ Customer Support team for further assistance.

What location should I use for my default location?

If you are unsure of what location you should utilize, we recommend setting the district/central office as your default location. Alternatively, you may also setup an entirely separate location (such as “Unassigned”) to utilize for this purpose as well.

Can I pull room information from Google Devices into Incident IQ?

If you are storing room information in Google Devices, you can tie this information to assets stored in Incident IQ. This includes the ability to create rooms for any given location if they do not already exist in the system. To do so, you will want to go to the General Settings tab and enable the room number option.

Can I map certain fields in Google Devices to default or custom asset fields in Incident IQ?

You can pull in data from Google Devices for use in asset filtering and custom view columns in the General Setting tab of the integration app. To set one of these fields up, you will need to begin by clicking on the Add button at the bottom of the Map custom values from googleDeviceData section. From here, you will now need to set the following:

  • Select the specific data field in Google Devices you want to pull in as a custom field
  • Set whether the data only pulls from Google to Incident IQ, sends from Incident IQ to Google, or flows in both directions (if both, data will push from Incident IQ to Google first.)
  • Specify if the data should map to a custom field
  • And finally, set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.

Why are assets not getting created during syncs?

For a sync to create assets automatically, the following options need to be turned on or mapped in app management as detailed in this section of this article:

  • The Create asset option must be turned on in the General Settings tab.
  • Location mappings, or a default location, must be set in the Location Mappings tab.
  • The model of the device must be mapped in the Model Mappings tab.

Please note, if your asset does not have a model associated with it in Google Devices, then the asset cannot be added automatically. However, you can manually create or import the asset into the system to circumvent this issue. During the next system sync, if Incident IQ detects a matching serial number inside of Google Devices, the system will then automatically associate the Google data with this asset.

Why are asset tags not updating during syncs?

By default, Incident IQ does not have the option to update asset tags automatically enabled for asset integrations. To turn on asset tag updates during syncs, select Incident IQ Apps > Manage from the left navigation bar, and the click on the Data Mapping tab. From here, check the Asset Tag option underneath the Asset Field Mappings section and then save.

Please note, even though this option is not enable by default, the asset tag field is required for asset creation. Because of this, when an asset is created during a sync without this option enable the following will occur:

  • If asset tag information is available, then the asset will be created with the asset tag stored in the Google Devices.
  • If asset tag information is not available, then the asset will be created with the serial number filled in for the asset tag.
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