Organizations and Mapped Organizations

Your clients live in Deepwell as Organizations, and Deepwell imports them from your PSA. Your PSA is the source of truth your billing and your tickets already use, so a client must exist in your PSA before it exists in Deepwell. That keeps your Reports in step with the client records you already work from.

Your PSA isn't the only system you can connect. You can connect your other tools too, for example backup or security systems, then map the client records from each one onto your Organizations. That mapping is what lets a Report get the correct data for the correct client from every tool you've connected.

Only an MSP Admin can import clients, invite the contacts of a client, and map Organizations. The Org Mapping screen is for an MSP Admin only. An MSP User doesn't see it in the menu.

How to import your clients from your PSA

1. Go to Organizations, in the Orgs & Users → Manage menu. Before your first import, the page reads Set Up Organizations.
2. Select Sync Organizations.
3. Deepwell shows the client companies that it found in your PSA. Select Approve.

Deepwell makes one Organization for each client company in your PSA.

How to map your other systems to your Organizations

Connect your other systems, then map their client records on the Org Mapping screen. The screen shows a card for each system you've connected, for example Acronis or SentinelOne. Select a card to open the lists of that system. Each system has two lists:

• Suggested: each row has a client record from that system and the Organization of the most probable match. Each row also has a confidence score and the PSA ID of the Organization, so you can tell apart clients that have similar names.
• Mapped: the pairs that you confirmed. Each pair is a Mapped Organization.

Select Approve on a suggestion to make the mapping. For a group of suggestions, select the rows, then use the Approve: controls above the list: Selected approves the rows you selected, Exact Match approves every row whose names match exactly, and All approves every suggestion. Deepwell asks you to confirm before it approves a group. Sort the list by confidence to review the least certain matches first.

Some rows have no suggestion, because the names are too different or because Deepwell already mapped the nearest match, and a suggestion can also be incorrect. Select Find match on a row with no suggestion, or Change match on a row with an incorrect one, then select the correct Organization and select Approve mapping. The results show the external PSA ID of each Organization, so you can tell apart clients that have similar names.

If Deepwell maps a record incorrectly, select Unmap. The record goes back to the Suggested list.

How to import Organizations from a Connection

Deepwell knows where the client records are in a supported Integration. A Connection that you set up yourself needs an Organization Import, which tells Deepwell which request returns the client records and which fields identify each record.

Only an MSP Admin can make an Organization Import. New Import is available later. It isn't on the Org Mapping screen yet for any account.

Select New Import on the Org Mapping screen to start.

Step 1: Select Connection

Select the Connection that holds your client records. Deepwell then opens Configure Organization Source.

Step 2: Configure Organization Source

1. Type the Request path that returns the client records. Deepwell shows the full request URL below the field.
2. Add the query values and the header values that the request needs. The headers of the Connection are already in the list, read-only, with each secret value hidden.
3. Select Test Request. Deepwell gets a sample response and counts the Record Lists in it.
4. Review the sample response. To read the unchanged data, open View raw response.
5. Select Continue to Configure Organization Import.

To fill the fields with an example configuration, select Use sample values. This replaces what you typed, so use it before your own values, not after.

Step 3: Configure Organization Import

1. In Records, select the Record List that holds the client records. Deepwell shows each Record List that it found in the sample response.
2. In Required fields, make an Import Field Mapping for Integration ID and for Organization name. Select the source field of each one. External identifier is optional.
3. Review the sample value beside each field to make sure that you selected the correct one. A Suggested badge marks a field that Deepwell matched for you.
4. Review Example matches. Deepwell shows the records that it would import, with the Organization of the most probable match and a confidence score.
5. Select Save Organization Import.

Deepwell saves the Organization Import and goes back to Org Mapping. The client records of that Connection are then on the screen, and you approve the suggestions as you do for each other system. See How to map your other systems to your Organizations.

How to invite the contacts of a client

Open the Organization. There are two ways to invite a contact:

• From your PSA contacts. Under ConnectWise Contacts, find the person, by name or by email, and select Invite on their row. Their status changes to Invited.
• By email address. Under Invite User, select + Invite User by Email. Type the Email Address of the contact, and if you like a First Name and a Last Name, then select Send Invite. Without a name, Deepwell shows the contact by their email address.

Either way, the invitation appears under Pending Invites until the contact accepts it. Deepwell sends an invitation email only when you invite by email address. The email invites the contact to join your MSP and has a Get Started button. See Email that Deepwell sends in your name. When you invite from your PSA contacts, Deepwell doesn't send an email, so give the contact the address of your portal yourself. See Where your clients sign in. The contact signs in there with their Microsoft account to read the Reports you deliver. Once they accept, they move to Users.

If Deepwell shows Failed to invite ⟨email address⟩, reload the page. If the contact is then under Pending Invites, the invitation exists and only the email didn't go. Give the contact the address of your portal yourself, as for a PSA contact.

A contact in Users can get an email each time you deliver a Report to their Organization. See Who gets an email when a Report Snapshot is delivered.

How to keep your Organizations current

Your client list changes over time, so run a synchronization when it does. Go to Organizations in the Orgs & Users → Manage menu and select Sync Organizations, and Deepwell compares your PSA with your current Organizations and shows you a plan before it changes anything:

• Add: new client companies in your PSA. Deepwell creates an Organization for each one.
• Update: mapped Organizations whose name or details changed in your PSA.
• Archive: Organizations that are no longer in your PSA.

Review the plan, then select Approve to apply it. A synchronization runs only when you start it, so nothing changes on its own.

After you connect a new system, map its client records on the Org Mapping screen in the same way as before. Once an Organization is mapped, each synchronization keeps it current.

Import Settings: how Deepwell asks your PSA for companies

Import Settings decides how Deepwell requests the list of client companies from your PSA when you select Sync Organizations. Deepwell sets it up when you connect your PSA, and most MSPs never open it. Open it when a synchronization finds no companies, or the wrong ones, or when support asks you to. It is not the New Import flow on Org Mapping, which is for systems other than your PSA.

Only an MSP Admin can change these settings. For other Users the control is disabled and reads Only an MSP admin can edit Import Settings.

1. Go to Organizations, in the Orgs & Users → Manage menu. The Import Settings control is next to Sync Organizations once you have a PSA Connection.
2. Select Import Settings. Your Connection's credentials are not in this dialog, so a change here can't sign Deepwell out of your PSA.
   • Request URL: the path Deepwell requests from your PSA for its companies.
   • Query parameters and Headers: extra values that Deepwell sends with that request, as Key and Value pairs. Select + Add for a new row.
   • Walk pages when the Integration paginates: tick it when your PSA returns companies one page at a time. Deepwell then asks where the Next-page value comes from and how to Send value as on the next request, and lets you set Maximum pages.
   • Transform: a JSONata expression that maps each company record to the fields Deepwell needs: integrationId, externalName, and an optional externalIdentifier.
3. Select Save Settings. Deepwell confirms with Import Settings saved. Run Sync Organizations to see the result.

If Deepwell can't load your current settings, it shows Unable to load your Import Settings. Showing empty settings instead. Select Cancel and open the dialog again. If you save the empty form, it replaces the settings that Deepwell could not load.