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Configure Autotask integration


Once your Autotask account has been connected, we can set it up for synchronisation with your Microsoft licenses or Google subscriptions.

User-Defined Fields

Goolash requires two new User-Defined Fields in your account:

  • Account UDF: automaker-domains (Text, Multi Line)
  • Contract UDF: automaker-uuid (Text, Single Line)

We use these fields to add metadata relating to Goolash to your Autotask accounts and contracts, and they help us make sure everything is synced up correctly.

You can create these yourself or ask Goolash to create them for you:

  1. Go to the Configuration page.

    Configuration page

    Note: If these fields do not exist yet, Goolash will warn you and automatically redirect you to this page.

  2. Press the Configure button for the Autotask application.

    Autotask configure

  3. Goolash will warn you that the User-Defined Fields are missing. Press the Resolve button to create them.

    Autotask configure

  4. Confirm your choose by pressing the Create Fields button in the window that opens.

    Autotask configure

Service mapping

Before we can synchronize your contracts, we need to know which product matches which Autotask service. These services are then added to your Recurring Contracts in Autotask based on your selection here.

  1. Go to the Autotask configuration page.

  2. The products sold by your connected account are listed along with each possible billing cycle on the left side of the table (1). Map them to your Autotask services by using the drop-downs on the right (2).

    Autotask mapping

    Note: if you don't offer all services, that's no problem. Only map those services you need.

  3. Press the Save Mappings button to store your selection.

    Save mappings

If you have not yet created any services in your Autotask account, you can refer to the Autotask documentation on how to set these up.

Advanced configuration

You can change the following options to fine-tune the synchronisation scheme even more on the Autotask configuration page.

Days before renewal

This determines the number of days that Goolash will look ahead for expirations. If an Autotask contract's end date falls within this amount of days, it will be renewed by pushing its end date forward one year.

Contract name

You can customize the format of the contract names. By default, we use the following format: %title% for %domain%

For example, if you have a G Suite Basic subscription for the domain foobar.com, the contract title in Autotask will be: G Suite Basic for foobar.com.

You can edit this field to match your current naming conventions. You can use the following dynamic variables:

  • %domain%: Customer domain. This variable must always be present.
  • %title%: A descriptive title for the contract, generated by Goolash.

Default Contract Period

We try to determine the contract billing period based on the subscription information we receive from the vendor. If we are unable to determine this, as is the case with Microsoft CSP licenses, we will fall back to the globally configured period.

By default this is set to yearly. You can change this to monthly here.

"Reset contract end date for expired flexible subscriptions to the day they ended.

When Goolash creates a Flexible contract in Autotask, it will always set the end date to be one year from its start date. If the Flexible contract ends, this date will be left unchanged by default.

Check this box if you want Goolash to change the Autotask Contract’s end date to the day the Flexible subscription was stopped.