Workflow using custom request type and form

In this example, an administrator wants to create a custom request type called Create New User to add new employees or contractors to the system. Administrators or form creators need to carry out the following tasks:

Create a custom request type using the API.
Create a simple form for the new custom request type.
Create a workflow to handle the custom request type and the form.
Submit a request.

After these tasks, the approver receives the request and can start processing the approval.

Assumptions

Each application has an application owner. You populate this value for each target application.
You have designated an end user or a test user who can approve the request.
You have configured notifications to the end user or test user properly to receive the emails.

Example

Task 1: Create a custom request type

The initial task is to create a custom request type, Create New User that lets an administrator easily add a new user to the system. The 'Create New User' request type has the following nonmodifiable properties:

userName. Username of the new user.
givenName. First name of the new user.
sn. Last name of the new user.
mail. Email address of the new user.

Currently, the only way to create a custom request type is through the API. The UI will support this functionality in a future release.

Create a custom request type called createUser using the API. Enter the following command using curl to create your custom request type:

Details

curl --location 'http://<hostname>/iga/governance/requestTypes' \
--header 'Authorization: Bearer token' \
--header 'Content-Type: application/json' \
--data '{
    "id": "createNewUser",
    "schemas": {
        "custom": [
            {
                "_meta": {
                    "type": "system",
                    "displayName": "Create User",
                    "properties": {
                        "userName": {
                            "isRequired": true,
                            "isInternal": false,
                            "isMultiValue": false,
                            "display": {
                                "name": "User Name",
                                "isVisible": true,
                                "order": 1,
                                "description": "The userName of the new user"
                            }
                        },
                        "givenName": {
                            "isRequired": true,
                            "isInternal": false,
                            "isMultiValue": false,
                            "display": {
                                "name": "First Name",
                                "isVisible": true,
                                "order": 2,
                                "description": "The first name of the new user"
                            }
                        },
                        "sn": {
                            "isRequired": true,
                            "isInternal": false,
                            "isMultiValue": false,
                            "display": {
                                "name": "Last Name",
                                "isVisible": true,
                                "order": 3,
                                "description": "The last name of the new user"
                            }
                        },
                        "mail": {
                            "isRequired": true,
                            "isInternal": false,
                            "isMultiValue": false,
                            "display": {
                                "name": "Email Address",
                                "isVisible": true,
                                "order": 4,
                                "description": "The email address of the new user"
                            }
                        }
                    }
                },
                "properties": {
                    "userName": {
                        "type": "text"
                    },
                    "givenName": {
                        "type": "text"
                    },
                    "sn": {
                        "type": "text"
                    },
                    "mail": {
                        "type": "text"
                    }
                }
            }
        ]
    },
    "workflow": {
        "id": "createNewUser",
        "type": "bpmn"
    },
    "validation": {
        "source": "var validation = {\"errors\" : [], \"comments\" : []}; if (request.custom.userName == undefined || request.custom.givenName == undefined || request.custom.sn == undefined ||  request.custom.mail == undefined) { validation.errors.push(\"Must include all of userName, givenName, sn, and mail fields.\");} validation;"
    },
    "custom": true,
    "displayName": "Create User",
    "uniqueKeys": [
        "custom.userName"
    ],
    "notModifiableProperties": []
}'

Task 2: Create a form for the custom request type

You have two options to create a form for a custom request type: use the UI or the API.

Using the UI

In the Advanced Identity Cloud admin UI, click Governance > Forms.
On the New Form modal, click Custom request form, and then click Next.

On the Custom request form modal, enter the following:

Field

Description

Form

Enter a descriptive name for your form.

Description (optional)

Enter a general description for your form.

Request Type (optional)

Select a custom request type from the list. In this example, select Create User.

You can only assign one form to each request type.

Once you create your form, you can go back and make edits to any of the previous form settings by clicking the ellipsis() in the top right, and then click Settings.

Use the Forms editor to create a form for your custom request type. For example, drag-and-drop four text fields onto the canvas for the fields and label them: User Name, E-mail address, First Name, and Last Name.

On the Forms editor canvas, drag-and-drop the Text node to the canvas, and fill in the properties in the right pane for the User Name field:

User name text field properties

Field Description

Field	Description
Key	Enter the key for the text string. You can retrieve this key from the curl step under the `schemas` entry. For example, enter `custom.userName` as the key.
Label	Enter a general label for this text field. For example, enter `User Name`.
Description	Enter help text for the text field. The description appears below your text field.
Required	Click if this text field is required. In this example, click Required.
Read Only	Click to make the field non-editable.
Provide Default Value	Click Provide Default Value to assign a default value for this text field. In this example, skip this step.
Columns	Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter `6`.
Offset	Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter `0`.
Use validation	Click if you want to validate the text field using a regular expression. In this example, skip this step.
Regex	Enter a regular expression to validate the text field.
Error message	Enter an error message when the regular expression fails.

Key

Enter the key for the text string. You can retrieve this key from the curl step under the schemas entry. For example, enter custom.userName as the key.

Label

Enter a general label for this text field. For example, enter User Name.

Description

Enter help text for the text field. The description appears below your text field.

Required

Click if this text field is required. In this example, click Required.

Read Only

Click to make the field non-editable.

Provide Default Value

Click Provide Default Value to assign a default value for this text field. In this example, skip this step.

Columns

Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter 6.

Offset

Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter 0.

Use validation

Click if you want to validate the text field using a regular expression. In this example, skip this step.

Regex

Enter a regular expression to validate the text field.

Error message

Enter an error message when the regular expression fails.

On the Forms editor canvas, drag-and-drop the Text node to the canvas, and fill in the properties in the right pane for the E-mail address field:

E-mail address text field properties

Field Description

Field	Description
Key	Enter the key for the text string. You can retrieve this key from the curl step under the `schemas` entry. For example, enter `custom.mail` as the key.
Label	Enter a general label for this text field. For example, enter `E-mail address`.
Description	Enter help text for the text field. The description appears below your text field.
Required	Click if this text field is required. In this example, click Required.
Read Only	Click to make the field non-editable.
Provide Default Value	Click Provide Default Value to assign a default value for this text field. In this example, skip this step.
Columns	Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter `6`.
Offset	Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter `0`.
Use Validation	Click if you want to validate the text field using a regular expression. In this example, skip this step.
Regex	Enter a regular expression to validate the text field.
Error message	Enter an error message when the regular expression fails.

Key

Enter the key for the text string. You can retrieve this key from the curl step under the schemas entry. For example, enter custom.mail as the key.

Label

Enter a general label for this text field. For example, enter E-mail address.

Description

Enter help text for the text field. The description appears below your text field.

Required

Click if this text field is required. In this example, click Required.

Read Only

Click to make the field non-editable.

Provide Default Value

Click Provide Default Value to assign a default value for this text field. In this example, skip this step.

Columns

Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter 6.

Offset

Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter 0.

Use Validation

Click if you want to validate the text field using a regular expression. In this example, skip this step.

Regex

Enter a regular expression to validate the text field.

Error message

Enter an error message when the regular expression fails.

On the Forms editor canvas, drag-and-drop the Text node to the canvas, and fill in the properties in the right pane for the First Name field:

First name text field properties

Field Description

Field	Description
Key	Enter the key for the text string. You can retrieve this key from the curl step under the `schemas` entry. For example, enter `custom.givenName` as the key.
Label	Enter a general label for this text field. For example, enter `First Name`.
Description	Enter help text for the text field. The description appears below your text field.
Required	Click if this text field is required. In this example, click Required.
Read Only	Click to make the field non-editable.
Provide Default Value	Click Provide Default Value to assign a default value for this text field. In this example, skip this step.
Columns	Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter `6`.
Offset	Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter `0`.
Use validation	Click if you want to validate the text field using a regular expression. In this example, skip this step.
Regex	Enter a regular expression to validate the text field.
Error message	Enter an error message when the regular expression fails.

Key

Enter the key for the text string. You can retrieve this key from the curl step under the schemas entry. For example, enter custom.givenName as the key.

Label

Enter a general label for this text field. For example, enter First Name.

Description

Enter help text for the text field. The description appears below your text field.

Required

Click if this text field is required. In this example, click Required.

Read Only

Click to make the field non-editable.

Provide Default Value

Click Provide Default Value to assign a default value for this text field. In this example, skip this step.

Columns

Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter 6.

Offset

Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter 0.

Use validation

Click if you want to validate the text field using a regular expression. In this example, skip this step.

Regex

Enter a regular expression to validate the text field.

Error message

Enter an error message when the regular expression fails.

On the Forms editor canvas, drag-and-drop the Text node to the canvas, and fill in the properties in the right pane for the Last Name field:

Last name text field properties

Field Description

Field	Description
Key	Enter the key for the text string. You can retrieve this key from the curl step under the `schemas` entry. For example, enter `custom.sn` as the key.
Label	Enter a general label for this text field. For example, enter `Last Name`.
Description	Enter help text for the text field. The description appears below your text field.
Required	Click if this text field is required. In this example, click Required.
Read Only	Click to make the field non-editable.
Provide Default Value	Click Provide Default Value to assign a default value for this text field. In this example, skip this step.
Columns	Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter `6`.
Offset	Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter `0`.
Use validation	Click if you want to validate the text field using a regular expression. In this example, skip this step.
Regex	Enter a regular expression to validate the text field.
Error message	Enter an error message when the regular expression fails.

Key

Enter the key for the text string. You can retrieve this key from the curl step under the schemas entry. For example, enter custom.sn as the key.

Label

Enter a general label for this text field. For example, enter Last Name.

Description

Enter help text for the text field. The description appears below your text field.

Required

Click if this text field is required. In this example, click Required.

Read Only

Click to make the field non-editable.

Provide Default Value

Click Provide Default Value to assign a default value for this text field. In this example, skip this step.

Columns

Enter the number of columns for this text field. Values are from 1 to 12. For this example, enter 6.

Offset

Enter the number of columns to offset from the left for this text field. Values are from 0 to 11. For this example, enter 0.

Use validation

Click if you want to validate the text field using a regular expression. In this example, skip this step.

Regex

Enter a regular expression to validate the text field.

Error message

Enter an error message when the regular expression fails.

Click Save.

Using the API

Enter the following curl command to create your form for the custom request type:

Details

curl --location 'http://<hostname>/iga/governance/requestForms' \
--header 'Authorization: Bearer token' \
--header 'Content-Type: application/json' \
--data '{
    "name": "Create New User",
    "type": "request",
    "description": "Form for creation of a new user",
    "categories": {
        "applicationType": null,
        "objectType": null,
        "operation": "create"
    },
    "form": {
        "fields": [
            {
                "id": "dd155b12-fb27-44e5-b4d6-476587b31a71",
                "model": "custom.userName",
                "type": "string",
                "label": "User Name",
                "description": "User name of the new user",
                "validation": {
                    "required": true
                },
                "layout": {
                    "columns": 6,
                    "offset": 0
                }
            },
            {
                "id": "88c73e69-86b1-453f-878b-527ceddeccf4",
                "model": "custom.mail",
                "type": "string",
                "label": "E-mail address",
                "description": "E-mail address of the new user",
                "validation": {
                    "required": true
                },
                "layout": {
                    "columns": 6,
                    "offset": 0
                }
            },
            {
                "id": "683892f9-2c13-41c7-a1cc-fcf38d7d0183",
                "model": "custom.givenName",
                "type": "string",
                "label": "First Name",
                "description": "First name of the new user",
                "validation": {
                    "required": true
                },
                "layout": {
                    "columns": 6,
                    "offset": 0
                }
            },
            {
                "id": "76fd5526-2ade-42a9-9b03-b6899e65aa31",
                "model": "custom.sn",
                "type": "string",
                "label": "Last Name",
                "description": "Last name of the new user",
                "validation": {
                    "required": true
                },
                "layout": {
                    "columns": 6,
                    "offset": 0
                }
            }
        ]
    }
}'

Enter the following curl command to assign the form to the custom request type.

Details

curl --location 'http://<hostname>/iga/governance/requestFormAssignments?_action=assign' \
--header 'Authorization: Bearer token' \
--header 'Content-Type: application/json' \
--data '{
    "formId": "b309b500-112c-4e6d-b832-a902f91362a3",
    "objectId": "requestType/createNewUser"
}'

Task 3: Create a workflow to use the custom request type and form

Create a new workflow called Create New User to use the custom request type and form.

An example of a workflow using the organization request type and form.

1 Use a Script node to do a context check for the request.

Click to display the Request Context Check script

var content = execution.getVariables();
var requestId = content.get('id');
var context = null;
var skipApproval = false;
try {
  var requestObj = openidm.action('iga/governance/requests/' + requestId, 'GET', {}, {});
  if (requestObj.request.common.context) {
    context = requestObj.request.common.context.type;
    if (context == 'admin') {
      skipApproval = true;
    }
  }
}
catch (e) {
  logger.info("Request Context Check failed "+e.message);
}

logger.info("Context: " + context);
execution.setVariable("context", context);
execution.setVariable("skipApproval", skipApproval);

2 Use an IF/ELSE node and name it Context Gateway. If skipApproval==true, route it to the Auto Approval node. If skipApproval==false, route it to the Approval Task node.

3 Use a Script node for the Auto Approval task.

Click to display the Auto Approval script

var content = execution.getVariables();
var requestId = content.get('id');
var context = content.get('context');
var queryParams = {
  "_action": "update"
}
try {
  var decision = {
      "decision": "approved",
      "comment": "Request auto-approved due to request context: " + context
  }
  openidm.action('iga/governance/requests/' + requestId, 'POST', decision, queryParams);
}
catch (e) {
  var failureReason = "Failure updating decision on request. Error message: " + e.message;
  var update = {'comment': failureReason, 'failure': true};
  openidm.action('iga/governance/requests/' + requestId, 'POST', update, queryParams);

}

4 Use a Script node to create a new user using the custom request type.

Click to display the Create User script

logger.info("Creating User");

var content = execution.getVariables();
var requestId = content.get('id');
var failureReason = null;

try {
  var requestObj = openidm.action('iga/governance/requests/' + requestId, 'GET', {}, {});
  logger.info("requestObj: " + requestObj);
}
catch (e) {
  failureReason = "Provisioning failed: Error reading request with id " + requestId;
}

if(!failureReason) {
  try {
    var request = requestObj.request;
    var payload = {
      "userName": request.custom.userName,
      "givenName": request.custom.givenName,
      "sn": request.custom.sn,
      "mail": request.custom.mail,
      "password": 'DemoP@ssword1'
    };

    /** Create new user **/
    var result = openidm.create('managed/alpha_user', null, payload, queryParams);

    /** Send new user email **/
    var body = {
      subject: "Welcome " + payload.givenName + " " + payload.sn + "!",
      to: payload.mail,
      body: "Your new user has been created in the system.\n\nUsername: " + payload.userName + "\nPassword: " + payload.password + "\n\nLogin to your account here: https://openam-gov-dev-4.forgeblocks.com/am/XUI/?realm=/alpha#/",
      object: {}
    };
    openidm.action("external/email", "send", body);
  }
  catch (e) {
    failureReason = "Creating user failed: Error during creation of user " + request.custom.userName + ". Error message: " + e.message;
  }

  var decision = {'status': 'complete', 'decision': 'approved'};
  if (failureReason) {
    decision.outcome = 'not provisioned';
    decision.comment = failureReason;
    decision.failure = true;
  }
  else {
    decision.outcome = 'provisioned';
  }

  var queryParams = { '_action': 'update'};
  openidm.action('iga/governance/requests/' + requestId, 'POST', decision, queryParams);
  logger.info("Request " + requestId + " completed.");
}

5 The Approval node assigns an approval task to users and roles. The node chains tasks in conjunction with a Switch node to implement serial or parallel flows.

Click to display the Approval Task properties

Item Description

Item	Description
Name	`Approval Task`
Approvers	Two options are available: Add users and roles manually, such as `Role Owner`, and define the `Approver` type. For this example, click . In the Approver Type field, select User, and then select a user. Give the approvers all permissions below. Click Add. Approve Reject Reassign Modify Comment Define users using a script:
Form	Select a form to present to the reviewer. Dynamic form selection. Skip this step Click Choose a form and select `Create New User`.
Expiration Settings	Options are: Reject request. For this example, you can select this option. Reassign request Do nothing
Notification Settings	Options are: Assignment notification and email templates, such as `requestAssigned`. Reassignment notification and email templates, such as `requestReassigned`. Assignee reminders and email templates, such as `requestReminder`. Sends every number of time periods, such as `3 day(s)`. Escalation notifications and email templates, such as `requestEscalated`. Send every number of day(s), such as `5 day(s)`. Send to `Send escalation to` to `User` and select `User`. Expiration notification and email templates, such as `requestExpired`. Send a configured number of days before expiration.

Name

Approval Task

Approvers

Two options are available:

Add users and roles manually, such as Role Owner, and define the Approver type. For this example, click . In the Approver Type field, select User, and then select a user. Give the approvers all permissions below. Click Add.
- Approve
- Reject
- Reassign
- Modify
- Comment
Define users using a script:

Form

Select a form to present to the reviewer.

Dynamic form selection. Skip this step
Click Choose a form and select Create New User.

Expiration Settings

Options are:

Reject request. For this example, you can select this option.
Reassign request
Do nothing

Notification Settings

Options are:

Assignment notification and email templates, such as requestAssigned.
Reassignment notification and email templates, such as requestReassigned.
Assignee reminders and email templates, such as requestReminder.
- Sends every number of time periods, such as 3 day(s).
Escalation notifications and email templates, such as requestEscalated.
- Send every number of day(s), such as 5 day(s).
- Send to Send escalation to to User and select User.
Expiration notification and email templates, such as requestExpired.
- Send a configured number of days before expiration.

6 Use the Script node to process any request rejections.

Click to display the Reject Request script

logger.info("Rejecting request");

var content = execution.getVariables();
var requestId = content.get('id');

logger.info("Execution Content: " + content);
var requestIndex = openidm.action('iga/governance/requests/' + requestId, 'GET', {}, {});
var decision = {'outcome': 'denied', 'status': 'complete', 'decision': 'rejected'};
var queryParams = { '_action': 'update'};
openidm.action('iga/governance/requests/' + requestId, 'POST', decision, queryParams);

Download the JSON file for this workflow here.

Learn more about how to import or export workflows in workflow editor canvas.

Task 4: Submit the custom request

You can enter a curl command to submit a Create New User request.

curl --location 'https://<hostname>/iga/governance/requests/createNewUser' \
--header 'Authorization: Bearer token' \
--header 'Content-Type: application/json' \
--data-raw '{
    "custom": {
        "userName": "acabby",
        "givenName": "Amy",
        "sn": "Cabby",
        "mail": "amy.cabby@example.com"
    }
}'

Example Response

{
  "id": "d289d1dd-b376-4860-a3d9-db3dd29702b2",
  "requester": {
    "givenName": "Joe",
    "id": "managed/teammember/ce6ef368-c050-4131-bc07-32aa4f58a785",
    "mail": "joe.admin@example.com",
    "sn": "Admin",
    "userName": "jadmin"
  },
  "requestType": "createNewUser",
  "request": {
    "custom": {
      "userName": "acabby",
      "givenName": "Amy",
      "sn": "Cabby",
      "mail": "amy.cabby@example.com"
    },
    "_rev": 1,
    "common": {
      "isDraft": false,
      "context": {
        "type": "request"
      }
    }
  },
  "decision": {
    "status": "in-progress",
    "decision": null,
    "type": "request",
    "outcome": null,
    "startDate": "2024-09-09T15:53:49+00:00",
    "completionDate": null,
    "deadline": null,
    "comments": [],
    "actors": {
      "active": [
        {
          "givenName": "Frank",
          "id": "managed/teammember/ce6ef368-c050-4131-bc07-32aa4f58a785",
          "mail": "frank.york@exampe.com",
          "sn": "York",
          "userName": "fyork",
          "permissions": {
            "approve": false,
            "comment": true,
            "modify": false,
            "reassign": false,
            "reject": false,
            "cancel": false,
            "fulfill": false,
            "deny": false
          }
        }
      ],
      "inactive": [],
      "actorTags": [
        "activeId=managed%2Fteammember%2Fce6ef368-c050-4131-bc07-32aa4f58a785&phase=",
        "phase=&activeId=managed%2Fteammember%2Fce6ef368-c050-4131-bc07-32aa4f58a785"
      ]
    }
  }
}

Approver Task: Process the request

Once the administrator submits the request, the approver (for example, "Frank York") receives a notification email.
The approver logs in to the Advanced Identity Cloud end-user UI and clicks Pending Approvals.
The approver can carry out different tasks: click Approve, Reject, or ellipsis () to Forward, Add Comment, or View Details.
The approver clicks View Details.

PingOne Advanced Identity Cloud

Workflow using custom request type and form

Assumptions

Example

Task 1: Create a custom request type

Task 2: Create a form for the custom request type

Using the UI

Using the API

Task 3: Create a workflow to use the custom request type and form

Task 4: Submit the custom request

Approver Task: Process the request