Organizations and organization variables

What is an organization?

A group or entity within the Rewst platform that may have its own variables, forms, workflows, and users, organizations enable multi-tenanted management and customization of the platform according to specific customer needs. You may see us refer to an organization as an org for short. For information on how to add a new organization or access the organizations menu in Rewst, see our documentation here.

Rewst uses a two-tier system to manage organizations, with your MSP as the parent org and your customers as child orgs. To make automations work for your managed clients/customers, set them up as child orgs.

What is an organization variable?

Organization variables, referred to as org variables for short, serve as the foundational elements for setting and managing configurations across different organizational levels within Rewst. They ensure consistency and control within workflows, and facilitate efficient management across the organizational hierarchy.

View all organization variables in Rewst

Organization variables can manually be added by navigating to Configuration > Organization Variables in the left side menu of your Rewst platform. In this page, view a total list of all org variables for your selected organization.

When unpacking Crates, you may be prompted to fill out forms within those Crates to set up your organization variables. Once the form is submitted, the variables will appear in this total list.

Filter or view the list by using the section headers of the Name, Value, Category, Organization or Created By date columns to specify your criteria.

The Organization Variables submenu of the Rewst platform

Manually add a new organization variable

  1. Click to add a new org variable. This will open up a new, editable row at the top of the total org variable list.\

  2. Enter the information for your variable into the relevant fields.

  3. Click to save your org variable when done. Alternatively, click to cancel the creation of the org variable.

Edit or delete existing organization variables

Organization variables may be edited one-by-one, or in bulk.

Edit all organization variables by clicking at the top right corner of the total organization variables list.

Edit an individual organization variable by clicking to the right of that organization variable.

Click to the right of an individual organization variable to delete it.

Create secret values for organization variables

The Category drop-down selector holds several options to choose from when creating new organization variables. If you choose secret, whatever text you enter into the Value field for that organization variable will be its secret. You might be asked for this value when unpacking several of our more complicated Crates.

Inheritance and overrides

Inheritance: Values set at the parent organization level cascade down, providing a default setup for all client organizations.

Overrides: Suborganizations can establish their own variables, prioritizing local settings over inherited defaults.

Org variable usage in workflows

Access variables seamlessly in any workflow with the following syntax:

{{ ORG.VARIABLES.<variable_name> }}

Org variable naming conventions

  • Employ descriptive and straightforward wording using snake_case for clarity.

  • Prefix integration-specific variables appropriately, like psa_ for PSA-related variables.

Defining Boolean Values: always use lowercase true or false to align with Rewst's standardized practices. This uniform approach applies to all future workflow designs. Existing legacy workflows may display variations.

Use as default feature

The use as default feature allows managing organizations to set a universal default value for an org variable. This default is applied to suborganizations unless they specify their own value.

How use as default works

  • Set a default: When you set a variable as default at the MSP level, it becomes the fallback for suborganizations without a specified value.

  • Workflow execution context:

    • The default value is only used if the workflow is initiated from the managing organization.

    • To apply the default value to Client A, the workflow must start from the MSP, even if it operates within Client A’s context.

  • Triggers and context:

    • Implementing triggers in the workflow ensures that the execution context is recognized. This facilitates the use of MSP-level defaults in sub-organization workflows.

Finding numerical values in org variables

When setting organization variables, you might need to enter in API status IDs in numeric value rather than by their display names. For example, "In Progress" would have the ID of "3" in the API.

An easy way to find these is through the workflow builder, using create ticket actions for each PSA.

Find IDs for any status

  1. Navigate to Automations > Workflows in your Rewst platform.

  2. Click the Create button to create a new workflow.

  3. Add the following action type, depending on the brand of PSA you use:

    1. ConnectWise PSA: Create Service Ticket

    2. Datto PSA: Create Ticket v2

    3. Halo PSA: Add or Update Tickets

  4. Click the â‹® in your action to open up its settings.

  5. Click in any field with a blue arrow.

  6. Select the Display name you want the ID for, then click the to the left to get the ID.

Onboarding requirements

Certain org variables are essential for onboarding processes and are utilized by the Get and Set Org Variables Workflow to ensure smooth integration and setup for new users or systems.

Variable
Form Field
Use
Valid Values

automation_task_new_user_time

New User Automation Task Time

Default time for the "New User" workflow, to add to the ticket at completion

int in minutes

automation_task_offboard_user_time

Offboard User Automation Task Time

Default time for the "Offboard User" workflow, to add to the ticket at completion

int in minutes

crate_sync_contacts_report_only

Crate - Sync Contacts - Report Only

If a user is missing, this will create a ticket for them with the relevant user information

bool

cw_control_session_group_override

CW Control Session Group Override

This org variable setting will allow you to use a different session group than All Machines. The session group name needs to match whatever session group you would like to use and is case sensitive. Example: All Machines by Company

string

cwm_nopod

Manual License Confirmation No Pod Notification

This organization variable is used in the manual license purchase workflow, by default the workflow attempts to prompt for approval via a Manage pod. If pods are not configured in your environment then this org variable should be used to override the default behavior which will provide the prompt via a ticket note.

true(string)

default_psa

Default PSA

Identifies the PSA that you use

cw_manage kaseya_bms datto_psa halo_psa freshdesk servicenow mail_only etc

default_psa_contact_type

N/A

This will make the PSA Contact Type field in the user on-boarding form auto populate the field with the provided value(s)

This org variable should be a JSON formatted string with a list of id(s), as an example [3].

default_rmm

Default RMM

Identifies the RMM that you use

cw_automatecw_control datto_rmm immybot ninja_rmm n_able kaseya_vsa kaseya_vsa_x etc

form_default_aad_groups

Form Default: AAD Groups

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"department": "Jesse"},{"department": "dam"}]

list

form_default_department

Form Default: Department

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"id": "68c2878a-6739-438c-bf5a-d8c2bea39573","label": "Dist Group Two"},{"id": "936eb764-36c4-4ac6-b264-c532caeb217c","label": "Group Me Up Buttercup - Distribution"}]

list

form_default_distribution_aad_groups

Form Default: AAD Distribution Groups

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"department": "Jesse"},{"department": "dam"}]

list

form_default_email_domain

Form Default: Email Domain

Used so that if the form forces a default, this is the value supplied in the if statement

string

form_default_license_sku

Form Default: License SKU

Used so that if the form forces a default, this is the value supplied in the if statement

list

form_default_location

Form Default: Location

Used so that if the form forces a default, this is the value supplied in the if statement

string

form_default_onprem_groups

Form Default: On-Prem Groups

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"id": "68c2878a-6739-438c-bf5a-d8c2bea39573","label": "Dist Group Two"},{"id": "936eb764-36c4-4ac6-b264-c532caeb217c","label": "Group Me Up Buttercup - Distribution"}]

list

form_default_orgunit

Form Default: OU (OrgUnit)

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"id": "fb53fb9f-208f-451c-9391-6092eb7c4e1b","label":"OU=Disabled Users,OU=Pedro Users,OU=Pedro Ltd,DC=ad2,DC=pedroaviary,DC=com"}]

list

form_default_phone_number

Form Default: Default Phone Number

Used in the workflow itself that if the org var is specified, it'll use it if none on the form

string

form_default_security_aad_groups

Form Default: AAD Security Groups

Used so that if the form forces a default, this is the value supplied in the if statement. Example is [{"department": "Jesse"},{"department": "dam"}]

list

form_default_supervisor

Form Default: Supervisor

Used so that if the form forces a default, this is the value supplied in the if statement

string

halo_ticket_site_name

Halo Site Name Override

This org variable is used to define a site name in the Halo ticket creation sub workflow, if not defined then 'Main' will be used. This is only required if you would like to use something other than 'Main'

string

hudu_create_contact_in_asset

HUDU Create Contact In Asset

Used to create a contact in Hudu and the password and relate them togehter

int

hudu_form_excluded_forms

Hudu excluded forms

For adding Rewst forms to Hudu, variable can be defined to set forms to ignore

itg_form_excluded_forms

ITGlue excluded forms

For adding Rewst forms to ITGlue, variable can be defined to set forms to ignore

itglue_custom_actions

IT Glue Custom Actions

If the client uses ITG, this will trigger a subworkflow for actions in the user onboarding workflow

bool

licencing_choose_subscription

Licensing Choose Subscription

Used to decide whether the "Show Subs" option appears in New User Onboarding form

bool

license_purchases_in_new_ticket

New Ticket for License Purchases

When prompting in tickets for license purchases, do so in a new ticket

1 or 0 (boolean )

m365_mandatory_license_groups

Mandatory Licensing Groups

If you use license groups with Microsoft 365 you can specify those groups here. This allows you to create a group of licenses that the user will be added to if selected.

list of group_names

m365_require_authorization_for_new_licenses

Require Authorization for License Purchases

Pause workflows for Inquiry when new license purchases are needed

1 or 0 (boolean )

m365_usage_location

M365 Usage Location (not in form)

Country Code such as "US" or GB"

str

ms_licensing_distributor

Microsoft Licensing Distributor

Microsoft License Distributor (where to purchase CSP licenses)

pax8 microsoft_csp ingram_micro sherweb synnex manual_only

new_user_approval_email

New User Approval Email

When email approval is needed for new user adds, use this address

email address

new_user_azure_ad_attributes_to_copy

Form Default: new_user_azure_ad_attributes_to_copy

Used to specify which properties of the user being copied to apply to the new user Example is ["location","city","street_address","desk_phone","company","usage_location","department","user_title","mobile_phone","postcode","state"]

list

new_user_manual_approver_field

Adds a field on forms for specific approver email

Allows the field in New User to show up and add a specific e-mail approver

1 or 0 (boolean )

new_user_password_save_location_custom_url

New User Password Save Location Custom URL

In the event that we are storing a password in a custom PWPush, put the URL here

new_user_password_save_locations

New User Password Save Location

Where to store the password during new user creation. Default to PSA if not defined

List of psa``itglue``hudu``custom-pwpushother systems

no_azure_ad

No Azure AD

ORG Does not use AzureAD

bool

no_psa_mail_address

No PSA - Mail to Address

If there is no PSA, we will mail information to this address

str email addr

offboarding_user_approval_email

Offboard User Approval Email

When email approval is needed for offobarding users, use this address

email address

onboard_excluded_org_variables

Onboard Excluded Org Variables

This org variable overrides the variables automatically excluded when you create a user using new employee onboarding.

string

onboard_output_ignore_vars

New Employee Output Exclusion Variables

This organization variable is used to override the default output configuration exclusions for the output_context variable. Example value: ["execution_id","organization","originating_execution_id","rewst","sentry_trace","trigger_instance","max_retries","sendMail_from_user_object"]

list

onboarding_form_default_orgunit

Microsoft Onboarding Form Default: Organization Unit Field

Used in the Microsoft Onboarding form at the Organization Unit Field which allows users to set a default OU, this is the value supplied in the if statement.

Example Value: [{"id":"63111ab9-136e-4072-32a5-24221a331ded","default":true,"label":"OU=REWSTUsers,OU=Users,OU=RewstTest,DC=rewsttest,DC=local"}]

onprem_exchange_server

On-Prem Exchange Server

Server name to use if you have on-prem Exchange

ComputerName in RMM

onprem_hybrid_exchange

On-Prem Hybrid Exchange

Set to true to identify this client as using Hybrid Exchange setup (Usage of Enable-RemoteMailbox)

onprem_no_adsync

On-Prem No AD Sync (not in form)

If there is no ADSync configured between on-prem and M365 (needs to be added manually)

bool

override_email_domains

Override Email Domains

List of email domains to show rather than querying from M365

List of domains

pax_8_removal_ignored_subs

N/A

Add product's to ignore based on the Microsoft product displayname

Value is expected to be a json formatted list such as ["O365DOMAIN_STANDARDW_PRIVACY"]

pax8_unmapped_alert_ignore_list

PAX8 Unmapped Company Alert Exclusions

This organization variable is used to specify a list of Rewst OrgID's to ignore when creating alerts for the alert_on_unmapped_orgs setting in the "Pax8 Extra License Removal" workflow of the "Alert on Unused M365 Licenses" crate

list

phone_number_format

Preferred Phone Number Format

Format to use for phone numbers (stringifies ints with formatting)

NXX NXX XXXX NXXNXXXXXX NXX-NXX-XXXX NXX.NXX.XXXX

preferred_domain_controller

Preferred Domain Controller

Choose this DC instead of letting automation decide

ComputerName in RMM

primary_identity_provider

Primary Identity Provider

Specify where users are created for the organization, either on premise or in Azure

on_prem azure_ad jumpcloud

psa_active_customer_status

Active Customer Statuses

Statuses in PSA for active customer organizations

List of status types from PSA

psa_alert_ticket_type

PSA Alert Type Variable (Halo)

This organization variable is used to specify the ticket type for Halo PSA customers in workflows such as the DUO bypass user workflow and Exchange mailbox nearing quota workflow. The type id should be specified (example: 32)

int

psa_all_notes_internal

All Internal Notes

When adding notes, check if they should all be internal or allowed some external

bool

psa_custom_actions

PSA Custom Actions

Used to allow a sub-workflow execution at the end of the new employee workflow (set to 1 to enable)

bool

psa_custom_note

PSA Custom Note

If the client wants a custom note on a ticket, we can use this variable to branch off on update tickets

string

psa_default_agreement_name

Default Agreement Name

If you set a default agreement in your PSA on ticket creation, enter the name of it here.

str name of agreement

psa_default_board_id

Default Ticket Location

The default PSA board (or other organizing feature) that Rewst will use to create tickets on when running automations

(depends on psa)

psa_default_tech_id

Default Tech ID

Tech Id to user when updating ticket time

id of tech to use for time entries

psa_default_tech_workrole

Default Work Role

Tech Work Type to user when updating ticket time

id of tech work type to use for time entries

psa_default_tech_worktype

Default Work Type

Tech Work Role to user when updating ticket time

id of tech work role to use for time entries

psa_default_ticket_priority

Default Priority

The default ticket priority that Rewst will use when creating tickets

name or id of ticket status

psa_default_ticket_source

PSA Default Ticket Source

Used in the Datto creation of the ticket during new user workflow and defines the source of the ticket

int

psa_default_ticket_status

Default Ticket Status

The default ticket status that Rewst will use when updating tickets. This is the status that Rewst will use when actively working on a ticket. It usually set to "In Progress" or a similar status.

name or id of ticket status

psa_license_purchase_board_id

Board ID for License Tickets

The PSA Board ID to use when license purchases are in a separate ticket

int board_id for CWM

psa_new_user_ticket_item

New User Ticket Item

Ticket Item to use on the New User Board when creating a ticket

int for item_id in CWM

psa_new_user_ticket_subtype

New User Ticket Subtype

Ticket SubType to use on the New User Board when creating a ticket

int for subtype_id in CWM

psa_new_user_ticket_type

New User Ticket Type

Ticket Type to use on the New User Board when creating a ticket

int for type_id in CWM

psa_no_ticket_time

No Time in Tickets

Set this when you don't want automation to put time_worked in tickets. The "Yes" option will add notes in the ticket we create when running an automation. The "No" option will let us impersonate a technician to apply time under there name for automations that run. We do this because we can't apply time via the API for most PSAs.

1 or 0 (boolean )

psa_send_from_address

Send From Address

When sending mail, we can set the "replyTo" address to this, to allow for proper ticket responses

str email addr

psa_store_password_in_ticket

Store Password in Ticket

When documenting the password, this will never store it in the ticket if set to false

bool

psa_ticket_status_completed_task

Ticket Status when Workflow Complete

The default ticket status that Rewst will use when we finish an automation. Consider this the "quality check" status to make sure everything ran properly.

name or id of ticket status

psa_ticket_status_waiting_input

Ticket Status while Waiting for Input

The default ticket status that Rewst will use when tickets are waiting for user input. This applies in cases where the automation will pause and prompt a technician to do an additional step outside of the automation before then returning to the ticket to confirm that action has taken place. This will then kickoff the automation to continue from the position it left off.

name or id of ticket status

psa_vip_contact_type

VIP Contact Type

Contact Type to set for VIP users

name or id of Contact Type

require_approval_for_new_users

Require Approval For New User

Controls the new user approval requirement.

(1 or 0) or (true or false)

require_approval_for_offboarding_users

Require Approval For Offboarding Users

Controls the new user approval requirement.

bool

rmm_preferred_adconnect_server

Preferred ADConnect Server

If your ADConnect is on a specific server, specify it here

str hostname of server

send_sms_to_user

Form Option: Send password via SMS

Sending passwords via SMS carries associated risks. Please be sure that your risk tolerance is considered before enabling this option.

int

time_entry_ticket_status

Time Entry Ticket Status

Set tickets to this status to enable time entry

strStatus Name or int ID to use

user_start_date_action

User Start Date Action

How to handle start_date in user onboarding

default document_only : only show in ticket

username_format

Username Format

The format of the users username

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