Add Users to Rewst via Group Crate

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What does the Add Users to Rewst via Group Crate do?

Our Add Users to Rewst via Group Crate syncs membership from a Microsoft 365 group to Rewst by automatically inviting any group members who don't already have a Rewst account or pending invite. It's designed to run on a schedule, with Cron and Time Interval triggers, to keep Rewst user access in sync with an M365 group.

Workflow breakdown

1. The workflow is initiated by one of two triggers: a Cron Trigger or a Time Interval trigger.

2. The first task, microsoft_graph_list_groups, uses the List Groups action from the Microsoft Graph integration to search for a group whose display name matches the value stored in CTX.group_name. This task uses a "follow first" transition mode, meaning only the first matching condition will be followed.

3. If the microsoft_graph_list_groups task succeeds but returns zero results, the workflow transitions to the rewst_group_not_found task, which uses the noop action to signal that the specified group could not be found, and the workflow ends.

4. If the microsoft_graph_list_groups task fails entirely, the workflow transitions to the failed_to_list_groups task, which uses the noop action and serves as a reminder to check that the organization is properly mapped. The workflow ends here.

5. If the microsoft_graph_list_groups task succeeds and returns results, the group ID from the first result is published into context, and the workflow transitions to the graph_get_transitive_group_members task, which uses the Graph API Request action from the Microsoft Graph integration to retrieve all transitive members of that group. The result is published as "graph_users" in context.

6. If the graph_get_transitive_group_members task fails, the workflow transitions to the failed_to_get_group_members task, which uses the noop action and advises checking delegated permissions. The workflow ends here.

7. If the graph_get_transitive_group_members task succeeds, the workflow transitions to the rewst_list_users_by_organization task, which uses the List Users by Organization action from the Rewst integration to retrieve all current users and pending invites for the organization. The result is published as "rewst_users" in context.

8. After successfully listing Rewst users, the workflow transitions to the find_noninvited_users task, which uses the noop action. On its success transition, a data alias compares the graph group members against the existing Rewst users and pending invites, building a list of email addresses that have not yet been invited. This list is published as "new_additions" in context.

9. The workflow then transitions to the check_for_new_adds task, which uses the noop action with a follow first transition mode. If the "new_additions" list has one or more entries, the workflow publishes an "index" variable set to zero and a "count" variable set to the total number of new additions, then transitions to the loop_check task. If there are no new additions, the workflow ends.

10. The loop_check task uses the noop action and acts as the loop controller with a join of one and a follow first transition mode. If the current index is less than the count, the workflow transitions to the rewst_create_invite_in_user_whitelist task. If the index has reached the count, the workflow ends.

11. The rewst_create_invite_in_user_whitelist task uses the Invite User to Rewst action from the Rewst integration to invite the user at the current index position in the "new_additions" list, using the roles stored in CTX.roles, with email sending disabled.

12. If the rewst_create_invite_in_user_whitelist task succeeds, the index is incremented by one and the workflow transitions back to the loop_check task to process the next user.

13. If the rewst_create_invite_in_user_whitelist task fails, the index is still incremented by one, and the workflow transitions to the user_already_invited task, which uses the noop action to acknowledge the failure — likely because the user was already invited — before transitioning back to the loop_check task to continue processing remaining users.

14. The loop continues cycling through steps 10 through 13 until all users in the "new_additions" list have been processed, at which point the loop_check task's index equals the count and the workflow completes.

Crate prerequisites

Rewst's Microsoft Cloud Integration Bundle must be set up before unpacking this Crate.

Unpack the Add Users to Rewst via Group Crate

1. Navigate to Marketplace > Crates in the left side menu of the Rewst Platform.

2. Search for Add Users to Rewst via Group.

   
3. Click on the Crate tile to begin the unpacking process.

4. Click Unpack Crate.

5. Make your selections for the group you would like to be used with the Crate:

   1. Timing can be set to Daily or Twice per Day.

   2. Enter the name of your relevant Azure AD Group into the field.

   3. Choose the roles of the users to be included from the drop-down selector: Forms Only, Member, or Admin.

6. Click Continue.

7. By default, the cron trigger option of the Crate is set to enabled. If you wish to use the time interval trigger, disable the cron trigger. You'll need to go into the workflow after it's unpacked from the Crate and enable the interval trigger from the Workflow Builder.

8. Note that you have the option under the Configure Triggers accordion menu to activate the Crate for all future organizations in addition to the current one. Current org-only is the default. You may also set activation to certain tags, trigger criteria, or for integration overrides.

9. Click Unpack Crate.

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