Creating approval - access request automation
Important
Only Organization administrators can view, configure, and run automations.
Configuring the automation
To create the automation:
On the Organization profile page, go to the Automations tab.
In the Automation templates section, locate the Approval: Access Request template. Click the Configure button.
In the Configure Approval: Access Request window, on the first screen set the following and click Next.
Automation name: A name for the automation.
Automation description: A brief description.
In the Configure Approval: Access Request window, on the next screen set the following and click Next.
Collections: Select the collections to which the automation will apply. Users will only be able to request access to resources in these collections. This is optional.
Resource Types: Select the types of resources the automation applies to.
Important
This automation is not available for datasets and projects.
Automation action label: Provide the name of the button.
Access request description: Provide a brief description for the automation. This will help provide users valuable context when creating an access request.
In the Configure Approval: Access Request window, on the next screen set the following and click Next.
Approval group: Specify the group of users that can approve the request. You can specify 5 levels of approvers and each level can have one designated user group. Any user from that group can approve the request.
In the Configure Approval: Access Request window, on the last screen set the following:
Connection (optional): From the dropdown list select a ServiceNow connection you configured earlier. This is where the requests are sent after final approval so that the request can be processed by the person who is authorized to grant access. If you do not wish to integrate with ServiceNow, don't select anything.
Notification email address (optional): Provide an email address for sending notifications about approved access requests. You can provide a single email address in this field.
Click Save and continue.
Enabling automations
Once you have setup the automation, enable it so that the access requests can start going through the process.
To enable an automation:
On the Organization profile page, go to the Automations tab.
In the Automation section, locate the automation you want to enable and open it by clicking it.
Click the Enable automation link. This option is available only for automations that have never been enabled. If you enable an automation and then disable it, it cannot be enabled again.
Viewing automation run history
Important
If the automation history is missing in the History tab, simply edit and resave the automation. This action triggers a version upgrade for the automation, prompting the system to begin capturing the automation history.
To view the automation run history:
On the Organization profile page, go to the Automations tab.
In the Automations section, from the list of Activated or Archived automations, select the automation for which you want to view the automation history.
On the History tab of the automation, you can view the following details.
Table 1.Item
Details
ID
A unique identifier for the automation run.
Start
Relative time when the run of the automation was started. For example, 5 minutes ago, 3 months ago, etc. Hover over the field value to see the exact date and time.
Triggered by
Recorded every time a user requests access to a resource. Possible values:
User: When user clicks the request access button on a resource page.
Status
The current status of the automation. Possible values:
Running: The moment user clicks the request access button on the resource page.
Waiting for Task Completion: The task associated with the access request is not yet completed.
Success: The task associated with the access request is completed successfully. The access could be either accepted or rejected. If ServiceNow integration is enabled, success status is recorded only when a ticket in ServiceNow is created successfully.
Error: An error occurred in the execution of the automation.
Editing automations
Any existing tasks that are in progress will not be impacted by the edits made to the automation configuration. The new configurations will take effect only for new tasks.
To edit an automation:
On the Organization profile page, go to the Automations tab.
In the Automations section, from the Activated or Pending Activation tabs, select the automation you want to edit. Note that Archived automations cannot be edited.
Click the Edit Automations button. Follow the wizard to make any necessary adjustments to the automation configuration.
Archiving automations
Important
Once you archive an automation it cannot be enabled again. Any requests that are in progress will not be available for any further action. Only active automations can be archived.
To archive an automation:
On the Organization profile page, go to the Automations tab.
In the Automation section, from the Activated tab, locate the automation you want to archive and open it.
Click the Archive automation link.The archived automation is moved to the Archived tab.
