Active Directory Import

Active Directory Import synchronises user accounts from one or more directory services into OptimiDoc. It supports on-premises LDAP and Active Directory, Open LDAP, Lotus Domino, Azure AD (Entra ID), and Google Directory, with configurable attribute mapping, group replication, and advanced filtering. Each connection can search several directory paths, and a single OptimiDoc server can hold up to ten connections side by side.

How Active Directory Import Works

A synchronisation run processes each configured connection in turn:

1. Connect and search. OptimiDoc binds to the directory using the connection's credentials and searches every configured Directory path (search base) for enabled user accounts, combining the results.

2. Map attributes. For each account, standard fields (login, given name, surname, e-mail, home folder) are read directly, and the attributes you nominate (department, card, PIN, alias, external ID, default billing code) are read from the mapped directory attributes.

3. Match existing users. Each directory account carries a stable identifier (its objectGUID). OptimiDoc matches on this GUID, so accounts are recognised again even if their login or name changes.

4. Create, update, or reactivate. New accounts are created; existing ones are updated where fields have changed; and an account that had been deleted in OptimiDoc is reactivated if it reappears in the directory.

5. Replicate groups and departments. Departments and billing codes referenced by imported users are created automatically if missing. Group memberships are mirrored for the groups you list under Groups for replication — each becomes a matching OptimiDoc group (shown read-only, since directory synchronisation owns its membership).

6. Remove departed users. Because directory sources are authoritative, accounts previously imported from a connection that are no longer present in the directory are removed at the end of the run. (CSV import does not do this.)

The result of the most recent run — inserted, updated, and deleted counts — is shown in the Last Import Result card.

Navigating to AD Import

1. In the left sidebar, expand Users and click User Import.

2. The AD Synchronization tab opens by default. It shows the Last Import Result card at the top and the connection editor below.

Configuring a Directory Connection

Each connection is a numbered tab (AD 1, AD 2, …). Configure the following.

Connection Type

Select the Type from the dropdown:

Basic Settings

OAuth Authorisation (Azure AD and Google Directory)

Cloud directories authenticate with OAuth rather than a bind password:

1. Enter the Client ID and Client Secret.

2. Click the authorisation button. It reads Unauthorized (red) until consent is granted.

3. A popup opens the provider's consent flow; sign in with an administrator account and grant the requested permissions.

4. Once complete, the button reads Authorized, and the connection's tab shows a tick.

Advanced Settings

Turn on the Edit advanced settings switch to reveal the mapping and filtering options:

Groups for Replication

List the directory group names whose membership you want reflected in OptimiDoc. During a run, each user's membership in those groups is mirrored to a matching OptimiDoc group, which is created automatically the first time it is seen and thereafter shown read-only. This is how directory groups drive OptimiDoc permissions without manual group assignment. Leave the list empty to import users without replicating any group membership.

Managing Multiple Connections

• Click Add Domain to add another connection. Up to ten connections can be configured; each occupies its own AD tab.

• To remove a connection, open its tab and click Remove AD. A confirmation dialog appears — "Are you sure you want to remove this AD configuration? The change will take effect after you save." — and the removal is applied when you next save. The first connection cannot be removed.

Running a Synchronisation

1. Configure the connection(s).

2. Click Synchronize.

3. The Last Import Result card shows a live progress bar and status messages while the run proceeds. When it finishes, the card reports:

If a connection fails, the status shows Error with a message, and the run continues with the remaining connections.

Saving Without Synchronising

Click Save to persist the configuration without running an import. Saved connections are reused by the next manual run and by Automatic Synchronisation.

In Summary

• One connection can search several Directory paths; a server can hold up to ten connections.

• Accounts are matched by objectGUID, so renames are handled cleanly.

• Departments, billing codes, and replicated groups are created automatically.

• Directory sources remove accounts that disappear from the directory; run imports on a schedule with Automatic Synchronisation.

Related articles

• CSV Import

• Automatic Synchronisation

• Groups

• Managing Users