Workflow Sample: Episode 565: General IT Control Achieved by Automatizing

Operation: User Management

When "job transfer of employee" occurs, the affairs of the IT department will increase.

In a case Mr. Ichiro is changed from "Sales department" to "Customer service department", for example... Speaking of Google Group, you have to delete the member "ichiro@example.com" as a member from "sales@example.com" and add members to "cs@example.com".

Note that in such a case, in consideration on "handover", it supposed to be an operation that addition to joining organization as a member will be conducted on April the 1st and deletion from withdrawing organization will be on April 30th.

Challenge: Automatize Change of Affiliation Information

As for the Google Group setting, it has been automatized by a business template in "Episode 544: Easy Management of Mailing List by Cooperating with Google Group (2)"! Since timer processing is also automatized in "API cooperation", mistakes and omission can hardly occur.

However, there is a lot more to do for "change of group setting". (Directory services are not almighty.)

Uhh? I want to automatize changes of organizational assignment also on the Workflow platform... But how do I do?

[Account Issuance-ML Registration-General IT Control]

Solution: Requesting Workflow-platform API from Workflow

Although the cloud-based Workflow, "Questetra BPM Suite", has "functions to throw various API requests to other systems", such as add-on automatic process and Script Task, besides it also has "functions to respond to external API requests". (System Settings API / Workflow API)

The business process definition introduced here is a mechanism that a request is sent from the auto-step in the workflow to the Setting API of the Workflow platform.

Although it seems strange in the Business Process definition like "one person play", it is also possible to reserve a timer for changing the system setting by setting the request time.

<Request reserved for business flow>

Addition request to the System Settings API
Deletion request to the System Settings API
Addition request to Google Group API*
Deletion request to Google Group API*

* Accurately, "Admin SDK Directory API"

Discussion: Internal Control and System Management

If you define the User configuration update operation itself as a Business Process, related business logs such as request and approval will be recorded automatically. Also, if you use it for auto-step of API linkage, "Automatic update at midnight" etc. will be fully automatized, and its update log will be automatically recorded.

It can be said that it is a very effective means in the aspect of "general control of IT" (also in the aspect of "IT business process control" of the IT department itself).

However, the auto-step using the System Settings API must be "OAuth 2 authorized" by a User with administrative authority. In other words, it is possible to automatize even highly influential businesses. It may be better to get used to automation little by little from the relatively small influence of administrative tasks, such as "automatizing addition of group members".

[Account Issuance-ML Registration-General IT Control:"1. Request for an account"]

<"Definition File" of Auto-step (Add-on XML)>

<?xml version="1.0" encoding="UTF-8"?><service-task-definition>

<label>Questetra Org Add Membership</label>

<summary>System Administrator Authority and User Manager Authority required
1. Get Secret: https://{YOUR}.questetra.net/Admin/OAuth2/Client/list
2. Config [OAuth 2.0 Setting]
</summary>

<help-page-url>https://www.questetra.com/tour/m4/m415/addon-questetra-membership-add/</help-page-url>

<configs>
  <config name="conf_OAuth2" required="true" form-type="TEXTFIELD">
    <label>A: Set OAuth2 Config Name (at [OAuth 2.0 Setting])</label>
    <label locale="ja">A: OAuth2通信許可設定名 (←［OAuth 2.0 設定］)</label>
  </config>
  <config name="conf_ApplicationRoot" required="true" el-enabled="true" form-type="TEXTFIELD">
    <label>A2: Set Application-Root URI ( https://... )</label>
    <label locale="ja">A2: Application-Root URI をセットしてください ( https://... )</label>
  </config>
  <config name="conf_DataIdB" required="true" form-type="SELECT" select-data-type="QGROUP|STRING_TEXTFIELD|SELECT_CHECKBOX">
    <label>B: Select STRING/CHECKBOX DATA for Qgroup Id (Org Id)</label>
    <label locale="ja">B: Qgroup ID（組織ID）が格納されている文字列型or組織型orチェックボックス型データを選択してください</label>
  </config>
  <config name="conf_DataIdC" required="true" form-type="SELECT" select-data-type="QUSER|STRING_TEXTFIELD">
    <label>C: Select STRING/USER DATA for Quser Email</label>
    <label locale="ja">C: Quser のメールアドレスが格納されている文字列型データorユーザ型データを選択してください</label>
  </config>
  <config name="conf_DataIdX" required="false" form-type="SELECT" select-data-type="STRING_TEXTAREA">
    <label>X: Select STRING DATA for Access Log (update)</label>
    <label locale="ja">X: 通信ログが格納される文字列型データを選択してください (更新)</label>
  </config>
</configs>


<script><![CDATA[
// Adding a Quser to Qgroup via Questetra System Settings API (ver. 20171204)
// (c) 2017, Questetra, Inc. (the MIT License)

//// == Config Retrieving / 工程コンフィグの参照 ==
var oauth2  = configs.get( "conf_OAuth2" ) + "";
var applicationRoot = configs.get( "conf_ApplicationRoot" ) + "";
var dataIdB = configs.get( "conf_DataIdB" ) + "";
var dataIdC = configs.get( "conf_DataIdC" ) + "";
var dataIdX = configs.get( "conf_DataIdX" ) + "";
// convert 'java.lang.String' to 'javascript string'


//// == Data Retrieving / ワークフローデータの参照 ==
var targetGroups = [];
if( engine.findDataDefinitionByNumber( dataIdB ).matchDataType("SELECT_CHECKBOX") ){
  var selectedGroups = engine.findDataByNumber( dataIdB );
  for( var i = 0; i < selectedGroups.size(); i++ ){ // java.util.ArrayList
    var pushGroup = selectedGroups.get(i).getValue() + "";
    targetGroups.push( pushGroup );
  }
}else if( engine.findDataDefinitionByNumber( dataIdB ).matchDataType( "QGROUP" ) ){
  var pushGroup = engine.findDataByNumber( dataIdB ).getId() + "";
  // com.questetra.bpms.core.event.scripttask.QgroupView
  targetGroups.push( pushGroup );
}else{
  var pushGroup = engine.findDataByNumber( dataIdB ) + "";
  targetGroups.push( pushGroup );
}
var userId = "";
if( engine.findDataDefinitionByNumber( dataIdC ).matchDataType("QUSER") ){
  userId = engine.findDataByNumber( dataIdC ).getId() + "";
  // com.questetra.bpms.core.event.scripttask.QuserView 
}else{
  var userEmail = engine.findDataByNumber( dataIdC ) + "";
  userId = quserDao.findByEmail( userEmail ).getId() + "";
}


//// == Calculating / 演算 ==
var accessLog = "";
var token  = httpClient.getOAuth2Token( oauth2 );
var apiUri = applicationRoot + "API/UGA/Membership/add";

for( var i = 0; i < targetGroups.length; i++  ){ // javascript array
  // preparing for API Request
  var apiRequest = httpClient.begin(); // HttpRequestWrapper
  // com.questetra.bpms.core.event.scripttask.HttpClientWrapper
  apiRequest = apiRequest.bearer( token );
  apiRequest = apiRequest.formParam( "quserId",  userId );
  apiRequest = apiRequest.formParam( "qgroupId", targetGroups[i] );

  // Access to the API (POST, GET, PUT, etc)
  var response = apiRequest.post( apiUri ); // HttpResponseWrapper
  var httpStatus = response.getStatusCode() + "";
  accessLog = "---POST request--- " + httpStatus + "\n";
  accessLog += response.getResponseAsString() + "\n";

  // Error Handling
  if( httpStatus !== "200" ){
    if( dataIdX !== "" ){ engine.setDataByNumber( dataIdX, accessLog ); }
    throw new Error( accessLog );
  }
}


//// == Data Updating / ワークフローデータへの代入 ==
if ( dataIdX !== "" ){ engine.setDataByNumber( dataIdX, accessLog ); }
]]></script>


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</service-task-definition>

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