Alert on Onboard/Offboard Execution Crate

If you’re new to Crates, read through our introductory Crate documentation here. Find the Crate in our Crate Marketplace.

What does the Alert on Onboard/Offboard Execution Crate do?

Our Alert on Onboard/Offboard Execution Crate ensures that your security protocols are upheld during critical transitions like onboarding or offboarding. This Crate sends automated notifications to a specified email address whenever an onboarding or offboarding automation is run, letting you know if the execution was successful or unsuccessful. The Crate enables you to perform the following:

• Automatically send an email to the designated address, a great way to notify a point of contact at your customer's company when a user has been onboarded or offboarded

• Enhance security measures during sensitive operations like onboarding and offboarding

• Work seamlessly with any existing onboarding or offboarding workflows you may have

How the Crate works

• The system recognizes when an onboarding or offboarding automation is initiated.

• An automated email is dispatched to the specified security email address, detailing the action taken.

Note that this Crate has no triggers. Its workflow is meant to be set up using a workflow completion handler, which will run after the onboarding or offboarding workflows execute. You'll need to manually connect it to your desired workflow— either the workflow unpacked from the Microsoft: User Onboarding Crate or the workflow unpacked from the Microsoft: User Offboarding Crate.

Crate prerequisite

To choose the email where the notification will be sent, you must set the organization variable onboard_offboard_notification_email before unpacking this Crate.

Unpack the Alert on Onboard/Offboard Execution Crate

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

2. Search for Alert on Onboard/Offboard Execution.

   

3. Click on the Crate tile to begin unpacking.

4. Click Unpack Crate.

5. Click Continue.

6. Enter Time Saved under Crate Configuration.

   
7. Click Unpack.

Additional setup steps: Make the completion handler

Follow steps here to set up the completion handler for the workflow unpacked from the Crate. You want to add the completion handler so that the workflow unpacked with the Crate,[ROC] Listener: New Employee Run Notification, would trigger when the initial workflow completes. This initial workflow would be either the Microsoft: User Onboarding workflow or the Microsoft: User Offboarding workflow, depending on how you want to use the Crate.

1. Navigate to the desired Microsoft: User workflow.

2. Choose the When this workflow completes tab.

3. Set the Trigger On Statuses section to run the workflow as all possible statuses: succeeded, failed, timeout, and canceled.

4. If desired, set specific organizations for this completion handler to apply to. Click Add All to apply the completion handler to all organizations.

5. Ensure that Enabled is toggled on.

6. Click Submit.

Be sure to add all statuses, which will send an email for all possible initial workflow execution results.

Update the cron trigger

1. Navigate to Automations > Workflows in the left side menu of your Rewst platform.

2. Search for the workflow you used as the initial workflow in your completion handler.

3. Click on that workflow to open it in the Workflow Builder.

4. Click Test to run that workflow.

5. Check the email address indicated in your set organization variable to ensure that an email was sent.

To test this Crate, you'll need to adjust the cron trigger's schedule to a few minutes in the future, then adjust it back to your regular schedule after the test. Alternatively, you could wait until the regularly scheduled run occurs and check your result, which would not require you to update the cron trigger schedule.

The Crate runs on a cron trigger, and will execute the workflow to generate the ticket at the same time each day. You can adjust the chosen time for execution in the workflow itself.

1. Navigate to Automations > Workflows.

2. Search for [ROC] Listener: New Employee Run Notification.

3. Click on the workflow to open it in the Workflow Builder.

4. Click on the trigger to open its settings in the right side menu.

5. Update the timing of the cron trigger as desired. Note that when entering the time into the Cron Schedule field, the correct format is minutes followed by hour. For example, 18 3, not 3 18.

6. If necessary, enable Critical Timing.

7. Click Save Trigger.

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