Workflows & Notifications

Workflows

Workflows are used to implement long-running processes. Typically associated with requests, certifications, and fulfillment.

A workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organization of resources into processes that transform materials, provide services, or process information. ~Wikipedia

In IDM we shall define the following workflows to be used in different processes.

Type	Name	Short Description	Input
Catalog Request	Manager	Manager	User, Catalog Items
Catalog Request	Manager+1	Manager + Business Owner	User, Catalog Items
Catalog Request	Manager+2	Manager + Business Owner + Technical Owner	User, Catalog Items
Catalog Request	Manager+3	Manager + Business Owner + IAMS + CISS	User, Catalog Items
Catalog Request	RSA	Manager + Business Owner + RSA Team	User, Catalog Items
Application Request	Application	IAMS + EWS	Application
Role Request	Role	IAMS + EWS	Role
Entitlement Request	Entitlement	IAMS + EWS	Entitlement

Use Case

Notification Process - HR Process

Use Case	Notification Process - HR Process
Brief Description	The IDM System provides email notifications to users and groups to communicate required actions, statuses, and system activities.
Actors	IDM Requester Approver
Trigger Events	The request is triggered for notification
Preconditions	The request was made to perform a task by IDM
Post-Conditions	Success Notification is sent to the beneficiary and requester Fail The notification could not be sent
Basic Flow	The basic flow for notification is explained as follows: The user operates on below: New User Update User Terminated User Transferred User Converted User Rehired User The user triggers the notification process IDM triggers an email notification to the designated Approver(s) or Approver team(s) to complete the review and approval of the request. See Notification Templates for all trigger events The request ID is generated for all request IDM adds hyperlink of Request ID in the body of the notification IDM adds the comment that was provided while the request was submitted, in the notification IDM sends the most recent comment in the notification for every approval/ revoke notification triggers

Notification Process -Access Request

Use Case	Notification Process - Access Request
Brief Description	The IDM System provides email notifications to users and groups to communicate required actions, statuses, and system activities.
Actors	IDM Requester Approver
Trigger Events	The request is triggered for notification
Preconditions	The request was made to perform a task by IDM
Post-Conditions	Success Notification is sent to the beneficiary and requester Fail The notification could not be sent
Basic Flow	The basic flow for notification is explained as follows: The user operates on below: Application or System Entitlements Application of System Access and Provisioning Adding, Expired or Expiring Proxy Users Requests submitted by Beneficiaries The user triggers the notification process IDM triggers an email notification to the designated Approver(s) or Approver team(s) to complete the review and approval of the request. See Notification Templates for all trigger events The request ID is generated for all request IDM adds hyperlink of Request ID in the body of the notification IDM adds the comment that was provided while the request was submitted, in the notification IDM sends the most recent comment in the notification for every approval/ revoke notification triggers

Notification Process -Scheduled Automated Process

Use Case	Notification Process - Scheduled Automated Process
Brief Description	The IDM System provides email notifications to users and groups to communicate required actions, statuses, and system activities.
Actors	IDM Requester Approver
Trigger Events	The request is triggered for notification
Preconditions	The request was made to perform a task by IDM
Post-Conditions	Success Notification is sent to the beneficiary and requester Fail The notification could not be sent
Basic Flow	The basic flow for notification is explained as follows: The user operates on below: Certification Reminders and Sign-Off\Closure Request Reminders The user triggers the notification process IDM triggers an email notification to the designated Approver(s) or Approver team(s) to complete the review and approval of the request. See Notification Templates for all trigger events The request ID is generated for all request IDM adds hyperlink of Request ID in the body of the notification IDM adds the comment that was provided while the request was submitted, in the notification IDM sends the most recent comment in the notification for every approval/ revoke notification triggers

Notification Process -IDM Actions and Activities

Use Case	Notification Process - IDM Actions and Activities
Brief Description	The IDM System provides email notifications to users and groups to communicate required actions, statuses, and system activities.
Actors	IDM Requester Approver
Trigger Events	The request is triggered for notification
Preconditions	The request was made to perform a task by IDM
Post-Conditions	Success Notification is sent to the beneficiary and requester Fail The notification could not be sent
Basic Flow	The basic flow for notification is explained as follows: The user operates on below: Request Submitted Action Required Request Approved Request Rejected Request Completed Manual Provisioning Required Offboarding Notice Proxy User Created The user triggers the notification process IDM triggers an email notification to the designated Approver(s) or Approver team(s) to complete the review and approval of the request. See Notification Templates for all trigger events The request ID is generated for all request IDM adds hyperlink of Request ID in the body of the notification IDM adds the comment that was provided while the request was submitted, in the notification IDM sends the most recent comment in the notification for every approval/ revoke notification triggers

Notification Management

Use Case	Notification Management
Brief Description	The Management Console allows IDM Admins and Power Users to manage email notifications for IDM.
Actors	IDM Management Admin Console
Trigger Events	Notifications rules, schedules are invoked
Preconditions	User has permission in Admin Console
Post-Conditions	Success Template creation, notification services, and rules able to perform and modify Fail Template creation, notification services, and rules unable to perform and modify
Basic Flow	The basic idea for notification is explained as follows: The user enters the Admin Console Use clicks on Notifications option The user observes Notification Templates, an option to create and manage email notification templates The user also observes Notification Services, through which management of the notification services is done, such as starting, stopping, and revising notification schedules. The user also observes Notification Rules: defining and configuration of rules for notifications is available in the Management Console.

Workflow Management - Request Workflow

Use Case	Workflow Management - Request Workflow
Brief Description	The Admin Console provides IDM Administrators with the ability to configure and manage workflow rules. Workflows in IDMIDM are streamlined to have a defined beginning and end state
Actors	IDM Management Admin Console
Trigger Events	Workflow rules are invoked
Preconditions	User has permission in Admin Console
Post-Conditions	Success Workflow rules and flow to perform and modify Fail Workflow rules and flow unable to perform and modify
Basic Flow	Request Workflow A request is submitted through IDM. IDM checks if the operation is a bulk request If the request is a bulk, requests are created, and the Authorization Workflow is invoked if necessary, followed by the Approval Workflow. If the request is not a bulk operation, a request ID is generated, and it is evaluated for authorization workflow rules. After evaluation, the Approval workflow is invoked unless it is a request that does not require approval, which then routes for provisioning immediately

Workflow Management - Authorization Workflow

Use Case	Workflow Management - Authorization Workflow
Brief Description	The Admin Console provides IDM administrators with the ability to configure and manage workflow rules. Workflows in IDMIDM are streamlined to have a defined beginning and end state.
Actors	IDM Management Admin Console
Trigger Events	Workflow rules are invoked
Preconditions	User has permission in Admin Console
Post-Conditions	Success Workflow rules and flow to perform and modify Fail Workflow rules and flow unable to perform and modify
Basic Flow	Authorization Workflow: Catalog items are configured through catalog metadata to require authorization checks. (Authorization checks are validations that the user can receive the access requested) Before requests routing for approval, IDM checks for any training or qualifications necessary. If the user does not have that access, the request is rejected, and the user is notified that they cannot receive access without completing the prerequisites If the operation is allowed, it will route to the approval step

Workflow Management - Approval Workflow

Use Case	Workflow Management - Approval Workflow
Brief Description	The Admin Console provides IDM administrators with the ability to configure and manage workflow rules. Workflows in IDMIDM are streamlined to have a defined beginning and end state. Approval Policy defines the rules to take upon a specific action in IDM, such as a request or the approval of a request. Workflow rules specify which attributes to verify, what approvals are required, and what fulfillment activities must be completed for each catalog item
Actors	IDM Management Admin Console
Trigger Events	Workflow rules are invoked
Preconditions	User has permission in Admin Console
Post-Conditions	Success Workflow rules and flow to perform and modify Fail Workflow rules and flow unable to perform and modify
Basic Flow	Approval Workflow: Rules can be configured for all supported operations in IDM: Create, Modify, Disable, or Delete Users, Roles, Accounts, or Entitlements; all Bulk Requests. Each Approval Workflow may have multiple rules which are defined and processed in a specific order. Approval workflow rules specify a Condition and an Outcome. Condition: a rule-based condition defined based on allowed inputs such as role membership Outcome: a workflow ID is generated, which is the SOA ID to be initiated for the operation.

IDM System Configuration

Use Case	IDM System Configuration
Brief Description	The Management Console allows modifications to majorly IDH, IDM components, and attributes
Actors	IDM Management Admin Console
Trigger Events	Modification and Configuration rules, schedules are invoked
Preconditions	User has permission in Admin Console
Post-Conditions	Success Able to modify all the items listed in the basic flow below Fail Unable to modify all/ some of the items listed in the basic flow below
Basic Flow	The basic idea is explained as follows: IDM System Administrators shall have the ability to modify: All components of the IDH IDM menus and screens, list data Roles Custom attributes Policies Forms Schedules Connectors Application instances