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.

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.

We recommend using the Bulk Create Client from PSA Crate to add the majority of your customers quickly, and using the Add Client to Rewst Crate to streamline the mapping process for each new customer you add in the future. You can also add organizations manually, or through the Microsoft Cloud Bundle.

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.

Inheritance and overrides

Inheritance: Values set at the parent organization leven 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 ⋮ 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.

   

   

Note that this method will only work for the three indicated PSA brands: ConnectWise, Datto, and Halo.

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.

Form Field	Variable	Use	Valid Values
Default PSA	default_psa	Identifies the PSA that you use	cw_manage kaseya_bms datto_psa halo_psa freshdesk servicenow mail_only etc
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
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
Default Ticket Location	psa_default_board_id	The default PSA board (or other organizing feature) that Rewst will use to create tickets on when running automations	(depends on psa)
Default Ticket Status	psa_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
Ticket Status while Waiting for Input	psa_ticket_status_waiting_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
Ticket Status when Workflow Complete	psa_ticket_status_completed_task	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
No Time in Tickets	psa_no_ticket_time	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 )
Default Tech ID	psa_default_tech_id	Tech Id to user when updating ticket time	id of tech to use for time entries
Default Work Role	psa_default_tech_workrole	Tech Work Type to user when updating ticket time	id of tech work type to use for time entries
Default Work Type	psa_default_tech_worktype	Tech Work Role to user when updating ticket time	id of tech work role to use for time entries
New User Ticket Type	psa_new_user_ticket_type	Ticket Type to use on the New User Board when creating a ticket	int for type_id in CWM
New User Ticket Subtype	psa_new_user_ticket_subtype	Ticket SubType to use on the New User Board when creating a ticket	int for subtype_id in CWM
New User Ticket Item	psa_new_user_ticket_item	Ticket Item to use on the New User Board when creating a ticket	int for item_id in CWM
Time Entry Ticket Status	time_entry_ticket_status	Set tickets to this status to enable time entry	strStatus Name or int ID to use
New User Approval Email	new_user_approval_email	When email approval is needed for new user adds, use this address	email address
Require Approval For New User	require_approval_for_new_users	Controls the new user approval requirement.	(1 or 0) or (true or false)
Require Authorization for License Purchases	m365_require_authorization_for_new_licenses	Pause workflows for Inquiry when new license purchases are needed	1 or 0 (boolean )
Require Approval For Offboarding Users	require_approval_for_offboarding_users	Controls the new user approval requirement.	bool
Offboard User Approval Email	offboarding_user_approval_email	When email approval is needed for offobarding users, use this address	email address
New User Password Save Location	new_user_password_save_locations	Where to store the password during new user creation. Default to PSA if not defined	List of psa``itglue``hudu``custom-pwpushother systems
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
User Start Date Action	user_start_date_action	How to handle start_date in user onboarding	default document_only : only show in ticket
Override Email Domains	override_email_domains	List of email domains to show rather than querying from M365	List of domains
New User Automation Task Time	automation_task_new_user_time	Default time for the "New User" workflow, to add to the ticket at completion	int in minutes
Offboard User Automation Task Time	automation_task_offboard_user_time	Default time for the "Offboard User" workflow, to add to the ticket at completion	int in minutes
VIP Contact Type	psa_vip_contact_type	Contact Type to set for VIP users	name or id of Contact Type
Adds a field on forms for specific approver email	new_user_manual_approver_field	Allows the field in New User to show up and add a specific e-mail approver	1 or 0 (boolean )
New Ticket for License Purchases	license_purchases_in_new_ticket	When prompting in tickets for license purchases, do so in a new ticket	1 or 0 (boolean )
Board ID for License Tickets	psa_license_purchase_board_id	The PSA Board ID to use when license purchases are in a separate ticket	int board_id for CWM
Active Customer Statuses	psa_active_customer_status	Statuses in PSA for active customer organizations	List of status types from PSA
Default Priority	psa_default_ticket_priority	The default ticket priority that Rewst will use when creating tickets	name or id of ticket status
Default Agreement Name	psa_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
Send From Address	psa_send_from_address	When sending mail, we can set the "replyTo" address to this, to allow for proper ticket responses	str email addr
Store Password in Ticket	psa_store_password_in_ticket	When documenting the password, this will never store it in the ticket if set to false	bool
Microsoft Licensing Distributor	ms_licensing_distributor	Microsoft License Distributor (where to purchase CSP licenses)	pax8 microsoft_csp ingram_micro sherweb synnex manual_only
Mandatory Licensing Groups	m365_mandatory_license_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
Username Format	username_format	The format of the users username	flast firstl firstmlast
Preferred Domain Controller	preferred_domain_controller	Choose this DC instead of letting automation decide	ComputerName in RMM
Preferred ADConnect Server	rmm_preferred_adconnect_server	If your ADConnect is on a specific server, specify it here	str hostname of server
On-Prem Exchange Server	onprem_exchange_server	Server name to use if you have on-prem Exchange	ComputerName in RMM
On-Prem Hybrid Exchange	onprem_hybrid_exchange	Set to true to identify this client as using Hybrid Exchange setup (Usage of Enable-RemoteMailbox)
Preferred Phone Number Format	phone_number_format	Format to use for phone numbers (stringifies ints with formatting)	NXX NXX XXXX NXXNXXXXXX NXX-NXX-XXXX NXX.NXX.XXXX
No PSA - Mail to Address	no_psa_mail_address	If there is no PSA, we will mail information to this address	str email addr
On-Prem No AD Sync (not in form)	onprem_no_adsync	If there is no ADSync configured between on-prem and M365 (needs to be added manually)	bool
M365 Usage Location (not in form)	m365_usage_location	Country Code such as "US" or GB"	str
All Internal Notes	psa_all_notes_internal	When adding notes, check if they should all be internal or allowed some external	bool
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
No Azure AD	no_azure_ad	ORG Does not use AzureAD	bool
IT Glue Custom Actions	itglue_custom_actions	If the client uses ITG, this will trigger a subworkflow for actions in the user onboarding workflow	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 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 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
Hudu excluded forms	hudu_form_excluded_forms	For adding Rewst forms to Hudu, variable can be defined to set forms to ignore
ITGlue excluded forms	itg_form_excluded_forms	For adding Rewst forms to ITGlue, variable can be defined to set forms to ignore
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
Licensing Choose Subscription	licencing_choose_subscription	Used to decide whether the "Show Subs" option appears in New User Onboarding form	bool
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
Microsoft Onboarding Form Default: Organization Unit Field	onboarding_form_default_orgunit	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"}]
Form Default: OU (OrgUnit)	form_default_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: 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: 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: 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: On-Prem Groups	form_default_onprem_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: 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: AAD Security Groups	form_default_security_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: AAD Distribution Groups	form_default_distribution_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: Default Phone Number	form_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: new_user_azure_ad_attributes_to_copy	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
Form Option: Send password via SMS	send_sms_to_user	Sending passwords via SMS carries associated risks. Please be sure that your risk tolerance is considered before enabling this option.	int
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
Manual License Confirmation No Pod Notification	cwm_nopod	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)
New Employee Output Exclusion Variables	onboard_output_ignore_vars	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
PSA Alert Type Variable (Halo)	psa_alert_ticket_type	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
PAX8 Unmapped Company Alert Exclusions	pax8_unmapped_alert_ignore_list	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
Halo Site Name Override	halo_ticket_site_name	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
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
N/A	pax_8_removal_ignored_subs	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"]