RapidIdentity Product Guide: New UI

Workflows

Workflows enable RapidIdentity to mimic an organization's business and/or technical processes around access control requests. The Workflows interface allows administrators to create and administer entitlement workflows to meet the needs of the processes of the organization.

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Workflows can be viewed in either a list or grid interface. The list interface displays the workflow name and the configured description with a Details button to view the workflow path. The list interface also allows workflows to be sorted by either name or description.

Displayed workflows are selected via the checkbox in the far left column of the tasks pane and can be exported, cloned, or deleted. New workflows can be created manually or imported from a saved JSON file.

Table 40. Actions Allowed for Workflows

Action

Description

Import

The Import button will import workflows from saved JSON files. When selected, a window will appear allowing the files to be imported .

Export

The Export button will export workflows to the local computer. It is possible to export multiple simultaneously. When selected, the files will download to the computer they were requested from.

Clone

The Clone button will clone the selected workflow(s). It is possible to clone multiple simultaneously. When selected, the workflows will clone and the clone will be labeled with a the word "copy" and parenthesis included the date follow.

Delete

The Delete button will allow the deletion of selected workflow(s). Workflows are selected via the check box in the far left column of the tasks pane and it is possible to delete multiple simultaneously. When selected, a dialogue box will appear. Click Yes to confirm or No to discard.

Note

Workflows currently being used in an entitlement cannot be deleted.



Details

The details button displays the paths a request can take once an entitlement request is submitted. Entitlements allow access to, or serve as a privilege for, a particular function. If one or more approvals are required, nodes display indicate the paths the request can take.

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Initially, all possible paths display. Users can click on a node or elsewhere in the path to view a workflow step and anything that follows the selected step.

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Hovering over a workflow node displays additional information relating to the configured action of the node.

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Workflow Prerequisites

Before creating a workflow, there are some details to consider that may require further configuration. Workflow definitions enable organizations to automate and orchestrate processes to create and manage identities and their access to connected resources. With RapidIdentity, administrators can quickly configure automated paths for managing access to resources (entitlements), triggered by system events, user requests, or other events using RapidIdentity's intuitive visual user interface. With RapidIdentity, organizations have total control over which resources can be accessed, who can request access, and who can approve requests. Completed workflows can trigger additional actions, including automatically provisioning, de-provisioning, or changing entitlement access.

  1. An SMTP server must be configured if the Send Email action needs to be used.

  2. Workflows are executed when a User requests an Entitlement. While creating a workflow, consider how it will be requested as an Entitlement. Once the workflow is created, create a corresponding Entitlement that users can request.

Workflow Actions

A workflow represents a business process that pulls data points from various locations in RapidIdentity, including user input during the associated entitlement and updated database attributes. The following steps are a very basic overview of the process required to create a workflow to automate business transactions within RapidIdentity. A specific example is also included.

  1. Log into RapidIdentity via a web browser: https://<your-host-name>.

  2. Select the Requests module from the module selector.

    Requests_Dropdown.png
  3. Select Workflow from the left menu.

    Requests_Workflows.png
  4. Select the Add Workflow tile.

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  5. To create a new workflow instead of adding a pre-existing one, click Create New +.

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  6. Provide a name and an optional definition for the workflow.

  7. Create a Workflow action by clicking the vertical line connecting the Start Action to the End Action and then clicking the green +.

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    1. Select the action to add from the list of available actions:

      • Ask Approval - Get approval from another user in the system before continuing, including the ability to escalate.

      • Check Condition - Perform a Boolean match on a specific expression and return either true or false.

      • Connect- Invoke a Connect Action Set.

      • Connect (Advanced) - Invoke a Connect Action Set and allow results values to be used later in the workflow.

      • Failed- Flag the workflow as failed.

      • Send Email - Trigger an email to be sent.

      • Update Form - Update a value in one of the form items.

      Workflow_Actions_Full_List.png
  8. Create forms to capture user input and/or selections, including the ability to upload a file to the system (optional).

    Note

    It may be necessary to go back and forth between creating Workflow Actions and creating or editing the form, depending on workflow construction.

  9. Activate the workflow with the toggle switch at the top right of the screen.

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  10. Save the workflow.

Ask Approval

The Ask Approval action provides RapidIdentity the dataset needed to loop in a manager or other decision-maker into a workflow. When the entitlement is requested, an Alert will show up in the assigned approver's Alerts menu as a request to Approve or Deny.

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Table 41. Add Action - Ask Approval Fields

Field

Description

Name

Enter a name for this approval action.

Description

Provide an optional description of the approval action.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the entitlement has been approved.

Next Action on Deny

Choose the action to perform next after the entitlement has been denied.

Approver

Begin typing to view a list of approvers that could be used for this action.

Note

If you choose a group as an approver, the notification will go to all members of that group, and any one of them can approve the entitlement request.

Days Before Approval Expires

Enter the number of days that will be allowed to pass without approval or denial before the opportunity to approve or deny expires and is removed from the approver's Alerts queue.

Note

If an approval request expires without being approved or denied, the workflow will automatically fail.

Escalation Approver

Begin typing to view a list of approvers that this request could be escalated to.

Note

If you choose a group as an escalation approver, the notification will go to all members of that group, and any one of them can approve the entitlement request.

Days Before Automatic Escalation

Enter the number of days that will be allowed to pass before the approval request is automatically assigned to the Escalation Approver.



Check Condition

The Check Condition action will verify a condition is true before continuing.

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Table 42. Check Condition Menu Fields

Field

Description

Name

Enter a name for the action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the condition has been found true.

Next Action on False

Choose the action to perform next if the condition is found false.

Operation

The Operation field defines which type of check to perform between Operands 1 and 2. There are four options:

  • Match Any Against Regular Expression: If any values resolved by Operand 1 match the regular expression defined for Operand 2, the condition will evaluate to true and the Next Action will execute next. Otherwise the Next Action on False will execute next.

  • Match All Against Regular Expression: If all of the values resolved by Operand 1 match the regular expression defined for Operand 2, the condition will evaluate to true and the Next Action will execute next. Otherwise the Next Action on False will execute next.

    Note

    If either of the regular expression options is chosen, the value defined for Operand 2 must be a valid regular expression.

  • Match Any Against Expression: If any values resolved by Operand 1 match the RapidIdentity expression in Operand 2, the condition will evaluate to true and the Next Action will execute next. Otherwise the Next Action on False will execute next.

  • Match All Against Expression: If all of the values resolved by Operand 1 match the RapidIdentity expression in Operand 2, the condition will evaluate to true and the Next Action will execute next. Otherwise the Next Action on False will execute next.

    Note

    If either of the expression options are chosen, the value defined for Operand 2 must be a valid RapidIdentity Workflow expression.

Operand 1

The criteria to check against Operand 2. This can be a string or an expression.

Operand 2

The criteria against which Operand 1 is checked. For Regular Expression matches, this field must contain a regular expression. For Expression matches, this field must contain a RapidIdentity Workflow expression.



Connect Action

Use this feature to run an action set through Connect. The Connect Action Set must be set up before the Workflow can contain it.

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Table 43. Connect Action Menu Fields

Field

Description

Name

Enter a name for this Connect action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the Connect Action Set has run.

Connect Action Name

Enter the name of the Connect Action Set you want to perform.

Note

There is no search or dropdown function for this field, so ensure the Action Set name is entered correctly.

When referencing an Action Set that is not in the MAIN Connect project, ensure it is referenced by its Fully Qualified Name in the format <project>.<actionset>.

Value Pairs

Enter a value pair: data to send to RapidIdentity Connect if the Action Set requires input parameters. To include more value pairs into this action, click Add Another Value Pair and populate the new field with another set.

Note

Value Pairs are input parameters passed to Connect for the Action Set being invoked. To pass string values, the value would need to be contained within single or double quotes. Boolean values should remain unquoted.

Value Pairs can be static, hard-coded values or Workflow Expressions. For example, if the Action Set needs the idautoID of the Workflow recipient passed as an input parameter {recipient_id}, one option would be to use recipient_id='%{recipient_id}'. If the Action Set needs the full name of the requester, that could be sent as requester_name='%{requester.givenName} %{requester.sn}'.

*Connect Base URL

The base URL of the RapidIdentity Connect system.

Note

Connect Base URL, Connect Action Username, Connect Action Password, and Enable Trace are only required if Global Connect Integration settings have not been configured or if the URL and credentials required to invoke this Action Set are different.

*Connect Action Username

Enter the username credential to be used for the Connect Action Set authorization.

*Connect Action Password

Enter the password credential to be used for the Connect Action Set authorization.

*Enable Trace

Click this checkbox to enable Detailed Tracing of the Action Set.

Validation Regular Expression

Enter a regular expression to use to validate the results from RapidIdentity Connect. If the expression matches the results, the action will be resolved as true. If the expression and the results do not match, the workflow fails, and the entitlement status will change to GRANT_FAILED or REVOKE_FAILED, depending on whether the workflow is for an entitlement GRANT or REVOKE.



Connect (Advanced) Action

Use this feature to run an advanced action set through Connect. An Advanced Connect Action Set generates output results to be consumed by a subsequent expression within the workflow, and must be configured before the workflow can contain it.

An Advanced Connect Action Set is expected to return a valid JSON string; the workflow engine parses this JSON and makes the key/value pairs required later in the workflow.

Example

If Connect returns {"key1":"value1","key2":"value2"}, the values can be used in workflow expressions in subsequent workflow actions. For example %{dss.key1} would resolve as value1 and %{dss.key2} would resolve as value2.

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Table 44. Connect (Advanced) Action Menu Fields

Field

Description

Name

Enter a name for this Connect (Advanced) action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the Connect (Advanced) Action Set has run.

Connect Action Name

Enter the name of the Connect Action Set you want to perform.

Note

There is no search or dropdown function for this field, so ensure the Action Set name is entered correctly.

When referencing an Action Set that is not in the MAIN Connect project, ensure it is referenced by its Fully Qualified Name in the format <project>.<actionset>.

Value Pairs

Enter a value pair: data to send to RapidIdentity connect if the Action Set requires input parameters. To include more value pairs into this action, click Add Another Value Pair and populate the new field with another set.

*Connect Base URL

Enter the base URL of the RapidIdentity Connect system.

Note

Connect Base URL, Connect Action Username, Connect Action Password, and Enable Trace are only required if Global Connect Integration settings have not been configured or if the URL and credentials required to invoke this Action Set are different.

*Connect Action Username

Enter the username credential to be used for the Connect Action Set authorization.

*Connect Action Password

Enter the password credential to be used for the Connect Action Set authorization.

*Enable Trace

Click this checkbox to enable Detailed Tracing of the Action Set.



Failed

Use this action to flag a workflow as failed. An optional (but highly recommended) Log Message can be added to describe the failure that shows up in the Request Log found in the Entitlement Details.

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Table 45. Failed Action Menu Fields

Field

Description

Name

Enter a name for the Failed action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the Failed action has resolved.

Log Message

Enter a message that will describe the failure in the Workflow Request Logs for later investigation if needed.



Send Email

Use the Send Email action to trigger an email to be sent based on the results of the workflow.

Note

An SMTP server must be correctly configured for this action to work properly.

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Table 46. Send Email Menu Fields

Field

Description

Name

Name the Send Email action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the Send Email action has been completed.

From Address

Enter the email address that the email should appear to be sent from. This email address will be able to receive replies to the emails sent by Connect.

To Address

Enter the email address that the email should be sent to. Workflow expressions may be used in this field.

CC Address

Enter any email addresses that need to be carbon copied on this transaction. Workflow expressions may be used in this field.

BCC Address

Enter any email addresses that need to be blind copied on this transaction. Workflow expressions may be used in this field.

Email Subject

Enter a descriptive but short subject for the email message. Workflow expressions may be used in this field.

Email Message

Enter the body of the email. Workflow expressions may be used in this field.

Note

HTML editing is not available in this field, so manual formatting must be done with plain text only.



Update Form

Use the Update Form action to alter the values in one of the Forms associated with the Workflow.

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Table 47. Update Form Menu Fields

Field

Description

Name

Enter a name for the Update Form action.

Description

Provide an optional description.

Previous Action

This is a read-only reference field that displays which action will happen immediately before this one in the workflow.

Next Action

Choose the action to perform next after the Update Form action has resolved.

Form Update Rule [#]

These rule groups organize the Form Update actions that are being performed during this step. Each rule group contains five variables to configure, as explained below.

To add another rule group, simply click Add Rule at the bottom of the sidebar. Another rule group will display for configuration with the same variables as the previous.

Note

Two rule groups cannot perform an action on the same form item. For example, you cannot configure two Form Update rules to both update the same checkbox.

Form

Choose the Workflow form that contains the form item to be updated.

Form Item

Choose the form item to be updated from the drop-down list populated by the Form field.

Form Item Value

Enter the new item value that should be entered into the form as a result of this action.

Note

This can be a workflow expression, meaning that the value put into the form will be dynamic. Static values can be entered using a specific format depending on Form Item:

  • Checkbox values: true or false

  • Date Picker values: yyyy-MM-dd

  • Dropdown values: Enter a valid value for this field

  • File Attachment values: Not currently supported for overrides

  • Input Field values: Enter a string to use as a value for this field

Allow Blank Values

Click this checkbox if a workflow expression is expected to return a value to this field that can be blank.

Note

If Overwrite Existing Values is set to true and expects a value that can return as blank, this should be active.

Overwrite Existing Values

Click this checkbox if the value being entered can overwrite the value that already exists in the workflow's form.