Bulk Create Client from PSA Crate

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

What does the Bulk Create Client from PSA Crate do?

Our Bulk Create Client from PSA Crate allows you to create organizations in Rewst from a filtered PSA client list, in bulk. Reduce time needed when onboarding into Rewst for the first time and quickly create multiple unique Rewst organizations from your PSA.

Once an organization is created via the Crate's execution, you can't change the parent organization of that child organization.

How the Crate works

• The form unpacked with this Crate is used to select the account types and account statuses from a dynamic field, pulling direct from your PSA, and then selects the organizations by default that match that criteria.

• On submission, the automation then checks if the organization is already created within Rewst. If so, it does nothing. If the organization does not exist, it is created.

• An email report is sent to the form submitter outlining the number of clients created, the number of clients bypassed, and the number of organizations with failures.

Workflow breakdown

[ROC] Rewst: Create Orgs from PSA - Stage 1: Collect Organisations

1. The workflow begins with the BEGIN task that uses the noop action to initialize the automation log as an empty array and starts the workflow execution.

2. The workflow executes the workflows_roc_psa_list_organisations_with_filtering task that uses the [ROC] PSA: List Organisations with Filtering action to retrieve all organizations from the PSA system based on specified account types and statuses.

3. The workflow processes the PSA organization data by filtering it to match only the organization IDs provided in the input parameter, creating a refined list of organizations with their names and IDs.

4. The rewst_list_integrations_for_organization task executes the List Integrations For Organization action to retrieve all integrations currently installed for the organization and identifies the default PSA pack configuration.

5. The workflow runs the create_rewst_org task using the [ROC] Rewst: Create Orgs from PSA - Stage 2: Create Organisations action with "with items" functionality, processing up to 5 organizations concurrently to create Rewst organizations for each PSA organization.

6. After organization creation completes or fails, the workflow calculates statistics including counts of organizations created, organizations that already existed, and organizations that failed to be created, along with their respective names.

7. The core_sendmail task executes the sendmail action to send a summary email to the user containing the results of the bulk organization creation process, including counts and status information.

8. If any failures occur during the organization creation process, the failure_detected task uses the noop action to handle the failure path before proceeding to send the notification email.

9. The workflow concludes with the END task that uses the noop action to finalize the workflow execution and output the automation log.

[ROC] Rewst: Create Orgs from PSA - Stage 2: Create Organisations

1. The workflow begins with the BEGIN task using the noop action, which initializes an empty automation log and transitions to the organization variable check.

2. The rewst_get_organization_variable task uses the Get Organization Variable action to check if a PSA-specific organization variable already exists for the given organization ID, looking for variables like cw_manage_company_id, datto_company_id, halo_psa_client_id, kaseya_bms_account_id, or freshdesk_company_id depending on the default PSA configuration.

3. If the organization variable does not exist, the workflow proceeds to the get_company_info task which uses the [ROC] PSA: List Organisations with Filtering action to retrieve company information from the PSA system using the provided organisation_id.

4. If the organization variable already exists, the workflow skips to the org_exists task using the noop action, which sets the action status to Exists and proceeds directly to completion.

5. When company information is successfully retrieved, the rewst_create_organization task uses the Create Organization action to create a new organization in Rewst using the company name from the PSA and sets the managing organization ID to the current organization.

6. After successful organization creation, the rewst_bulk_upsert_organization_variables task uses the Bulk Upsert Organization Variables action to create the appropriate PSA company ID variable for the newly created organization, with the variable name determined by the default PSA type.

7. If any task fails during execution, the workflow transitions to the failure_detected task using the noop action, which sets the action status to Failed.

8. The workflow concludes with the END task using the noop action, which publishes the final organization information including the action taken, organization ID, and organization name to the workflow output.

Crate prerequisites

Prior to unpacking and running this Crate, you should have one of the following PSA integrations configured in Rewst:

• ConnectWise PSA

• DattoPSA

• Freshdesk

• HaloPSA

• Kaseya BMS

Unpack the Bulk Create Client from PSA Crate

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

2. Search for Bulk Create Client from PSA.

3. Click on the Crate tile to open its details page.

4. Locate the Required Org Variables menu on the right of the Crate details page. Click to launch the Add Organization Variable dialog.

5. Set the Name field to default_PSA, if Rewst does not automatically populate this into the field for you.

6. Set the Category to general.

7. Set the Value field to the value that corresponds to your PSA, referenced from the table below.

   PSA	Value
   ConnectWise PSA	cw_manage
   DattoPSA	datto_psa
   Freshdesk	freshdesk
   HaloPSA	halo_psa
   Kaseya BMS	kaseya_bms

8. Click Submit.

9. Click Unpack Crate, then Continue.

10. Follow the on-screen instructions.

11. Click Unpack.

Use the Crate

1. Navigate to Automations > Forms.

2. Search for [ROC] Rewst: Create Orgs from PSA Form.

3. Click ⋮ > Usages.

   
4. Click the workflow named [ROC] Rewst: Create Orgs from PSA - Stage 1: Collect Organizations.

5. Click View Direct URLs.

6. Click the link that corresponds to your MSP’s organization.

7. Choose your account types from the drop-down selector. These will act as a filter for the organizations you want to create.

8. Select status criteria from the Account Statuses / Classification drop-down selector to filter for the subset of organizations to create.

9. Remove any unwanted organizations from the list.

10. Click Submit.

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