The Atria Autotask integration takes billing data from Atria and updates the corresponding Recurring Services contract line quantity in Autotask .

This document will help you understand how the integration works and what you need to do to get it up and running.

Process Overview

1. Service Changes Tracked.

      Changes to provisioning occur in Atria, these are collated and stored in the database, tracking the change made and who made the change.

      For example:

1. A customer is created
2. A customer is assigned a service
3. A user is created
4. A user is assigned a service
5. A service is removed from a user
6. A service plan is changed for a user
7. An application or resource is assigned to a user
   

2. Atria Billing Process generates billing views

      On a daily basis, Service changes are used to generate billing data for the current Billing Period.  Non-billable data is filtered out based on pre-configured billing rules

3. Update Autotask Contracts

      Depending on the configured schedule, billing data is used to update Autotask. The Contract quantities in Autotask are updated to reflect the quantities returned from the Atria API.

Important Notes:

1. The integration at present, uses a 1:1 mapping between an Atria customer and an Autotask Account. This means that there is no direct support for reseller billing, however it is likely that Autotask can handle this natively through configuration.
2. Atria does not create Accounts or Contracts within Autotask, these must be configured in Autotask for the integration to work.
   
3. The integration looks for a Recurring Services Contract for the Customer - If you have multiple contracts of the same type within a customer, the results may be inconsistent.  

Configuration Process – Guidelines

Integration Installation Process

After this has been ran, you are free to continue with the integration. Integration Setup Process

Create a Job in Atria

A Job in Atria is a recurring task, this will perform the Autotask update on a scheduled basis.

1. Navigate to Configuration > Jobs

2. Select Add a new Job to show the Job form:

Give a meaningful name – this will be used to identify the job.  e.g "Transfer Billing Data to Autotask on 27th of each month"

Select “Autotask PSA” from the drop down list of available Tasks.

To start with, Select Verbose, this will give increased logging – you can adjust this later.

This determines the frequency of execution. The expression “0 22 26 * *” means that the process will run automatically at 10pm on the 26 ^th of the month. More information on CRON expressions is available here https://support.automate101.com/portal/en/kb/articles/cron-expressions-in-atria

This contains the parameters for your scheduled task, each parameter can have a default value. Parameters are stored in JSON format https://en.wikipedia.org/wiki/JSON

Example Parameters

1. {
2. "BaseUrl":"",
3. "ZoneUser":"fred@cspservices.com"
4. "CustomersFilter":["ASP", "SampleCustomerShortCodeName"],
   
5. "BillingPeriod": "Current",
6. "ProRatedTransactions": "False"
7. "AllowAtriaCreateItems": "True"
8. }

Secrets are encrypted and stored, once stored, they are unable to be retrieved and displayed in the UI. If you need to update them, re-enter the secrets on the Secrets page and resave the job.  if you missed the earlier step - follow this guide to setup the user in Autotask Guide on how to setup an API User in Autotask

To create the Secrets parameter set – copy below, then replace the XXXX with your values.

1. {
2. "UserName":"XXXXXXXXX",
3. "Secret":"XXXXXXXXX",
4. }

Press Save to create the Job

The job is now displayed in the Jobs screen:

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1. The Label of the new Job is shown in the list of Jobs.
2. The next Run date is shown – this is calculated based on the CRON expression, in this case – the next run will be on 26 ^th December at 10pm.
3. To test the execution, Click on the ellipsis and select “Run Now”
4. You can disable the job and stop it from running indefinitely by selecting disable.
5. Select delete to permanently remove the job, you will be asked to confirm before deletion.
   

Testing the Process

Manually run the job – the job may take a few moments to start, when the job has completed a link to the Log will be shown in the “Last Run Result” column. Click on this to view the runs of the job. From here you can select the run to see the detailed log entries.

Log Entries

Each line item in the log has an code, and a logging level.

Errors are likely to be technical issues – for example, if an API is unavailable this will result in an error and the process is u

Warnings are likely to need some intervention in order to resolve and are likely to be data related – e.g. Could not find something, a reference field is missing etc.

Verbose and Info provide information, but should not require action.

Prepare Service Catalog and Contracts

Please note - the contract type must be Recurring Services type

In order to make sure the integration is successful, some work may need to be done to configure the two systems to link records correctly. Depending on how you operate today, this could be very simple, or it may be more complex.

1. Setup Customer Mapping

Ensure all Atria Customers are correctly mapped to the Autotask Account ID. Copy the value from Autotask, and ensure it is set in Atria. 

2. Setup Product Mapping

Review all of the products managed in Atria and ensure everything that needs to be billed has an associated SKU which maps directly to the ServiceID in the Autotask Service Catalog.

For information on where to configure SKUs in Atria – read the Configuring Product SKUs in this guide https://support.automate101.com/portal/en/kb/articles/billing-setup-user-guide

Review and Configure Billing Rules

Setup Billing Rules to mark all non-important items as non-billable – this will stop them from being transitioned to invoices and potentially creating “Noise” in the log files.

If you have completed the Setup Product Mapping in Atria, it may be adequate for you to just exclude all items which do not have a SKU assigned.

For information on billing rules, there is more information in this KB https://support.automate101.com/portal/en/kb/articles/billing-rule-engine-user-guide

Example Monthly Billing Process

1. Billing period configured in Atria to start on 26th of the month
2. BillingPeriod in Autotask job set to “Previous”
   

On 25 ^th of month

1. Daily Atria billing job runs and generates complete billing data for month
2. Billing period closes
   

On 26 ^th of month

Autotask Billing process executes and updates contracts in Autotask, processing the Billing Period that has just completed.

Review and Resolve Results:

Data Integrity - Resolution Guide

Guidance for Resolving Data relationship issues between Autotask and Atria. All possible codes are listed at the bottom of this article.