OnBoarding and OffBoarding Users

OnBoarding and OffBoarding Users

Requirement:
  1. User Onboarding Process:
    1. During user onboarding, we gather user information by requesting additional fields. A multiselect field displays all the available assets. Subsequently, we create a new user account and link the selected assets to this user.
  2. Existing User Asset Update:
    1. For existing users, the multiselect field shows the list of available assets. To update an existing user, we need to create new associations with the selected assets, while also preserving any existing relationships they may already have.
  3. User Offboarding Procedure:
    1. To offboard a user, we display a list of all users in the organization. The user who is being offboarded is selected from this list, and all associations between the user and assets are removed.
Implementation:
  1. Onboarding/Existing User Asset Update:
    1. For both the Onboarding Process and Existing User Asset Update, we can utilize the same template. To distinguish between onboarding a new user or updating an existing user, a radio button will be implemented.
    2. If the "New User" radio button is selected, the system will create a new user account. Subsequently, the selected assets will be associated with the newly created user.
    3. If the "Existing User" radio button is chosen, a dropdown menu will be presented, allowing the user to select the desired existing user. The system will then establish the relationship between the selected user and the chosen assets.
  2. User Offboarding Procedure:
    1. To facilitate user offboarding, a new Offboarding template will be utilized. This template will include a user dropdown field, listing all the existing users in the organization. Upon selecting the user who is to be offboarded, all associations between the user and assets will be removed.
Steps to configure:
  1. Goto Admin > Developer Space > Global Function > Copy & Paste the attached GF_4 - Configuration.txt and save it with a name.
  2. Update the URL and technician key as per your instance.
  3. For Integration key/Technician key refer this KB link: https://pitstop.manageengine.com/portal/en/kb/articles/creating-integration-key

  1. User Onboarding Process:
    1. Create request additional fields to hold the new users values.
    2. Add the created fields in the template

    4. Goto Admin > Developer Space > CallBack Function > New > Copy & Paste the attached genericCallBackFunction.txt and save it with a name.  Enable Publish and copy the url generated.  This script is used to fetch the available assets in requester login.
    5. Please modify the global function API name to match the names specific to your instance. In my instance, it is referred to as "global_function_4".

    7. Goto request template > Field and Form Rules > On Create: Copy & Paste the attached loadAsset_AssetID_FAFR.txt. Update the callback url in the script, with that we copied in the last step and save the script with a name.  This script is to list the available assets based on asset type.  We have used "workstation" product type.  This can be modified based on your needs. 

    9. Goto Admin > Developer Space > Request Custom Function > Copy & Paste the attached addUserWithRelationship.txt and save it with a name.
    10. Please modify the global function API name to match the names specific to your instance. In my instance, it is referred to as "global_function_4".
    11. Also, map the additional field api names in the script specific to your instance.
    12. Radio button that is used to differentiate the new user and existing user can be configured in the invoking condition in Custom Trigger.
  2. Existing User Asset Update:
    1. Same OnBoarding user template can be used, the new user fields can be hidden using Field and Form Rules based on the Radio button value.

    3. Goto request template > Field and Form Rules > On Create: Script to list the existing users in the organisation
    4. var userList = "WorkOrder_Fields_UDF_CHAR1";
$CS.referField(userList, "users", {url: "/api/v3/users",needID: true});

    6. var users = "WorkOrder_Fields_UDF_CHAR1";
$CS.element(users).select2('destroy');

    8. Goto Admin > Developer Space > Request Custom Function > Copy & Paste the attached addRelationshipToUser.txt and save it with a name.
    9. Please modify the global function API name to match the names specific to your instance. In my instance, it is referred to as "global_function_4".
    10. Radio button that is used to differentiate the new user and existing user can be configured in the invoking condition in Custom Trigger.
  3. User Offboarding Procedure:
    1. Same additional field that we used to hold the username can be used in this template as well.

    3. Goto request template > Field and Form Rules > On Create: Script to list the existing users in the organisation
    4. var userList = "WorkOrder_Fields_UDF_CHAR1";
$CS.referField(userList, "users", {url: "/api/v3/users",needID: true});
    5. Goto Admin > Developer Space > Request Custom Function > Copy & Paste the attached deleteRelationships.txt and save it with a name.
    6. Please modify the global function API name to match the names specific to your instance. In my instance, it is referred to as "global_function_4".
    7. Configure this request custom function in a custom trigger to get invoked for every request created in this template.
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