Account Registration Reservation Process

Release date 2021-02-22

Issues user accounts and adds or removes users from mailing lists and Organizations/Roles on the Workflow platform. Information about a user is entered at the [1. Request for Account] Step, then after approval by the supervisor it is passed to [3. Set accounts]. After that, additions and deletions from the email list, etc. are automatically executed at the specified date and time.

BPMN Nodes

1 1. Request for Account An employee requests new registration or deletion of member accounts.
3 1x. Rework The employee corrects the deficiencies and resubmits.
5 1y. Rework The employee corrects the deficiencies and resubmits.
2 2. Approve The employee’s boss approves the request. If there are any deficiencies, returns it.
4 3. Set accounts The person in charge confirms the contents of the request and starts the automatic process. If there are any deficiencies, returns it to the requester.
33 x1. Google Add check ON email address stringification The system converts the addresses selected in GoogleGroup to add to (Select-type) into a character string and sets them in the Data Item.
27 x2. Google member add The system adds the specified user account to the specified Google Group.
34 x3. Google Delete check ON email address stringification The system converts the addresses selected in GoogleGroup to delete from (Select-type) into a character string and sets them in the Data Item.
28 x4. Google member delete The system deletes the specified user account from the specified Google Group.
29 x5. Questetra org add The system adds the specified user account to the specified Questetra Organization.
30 x6. Questetra org delete The system deletes the specified user account from the specified Questetra Organization.
31 x7. Questetra role add The system adds the specified user account to the specified Questetra Role.
32 x8. Questetra role delete The system deletes the specified user account from the specified Questetra Role.

Workflow Diagram (click to open)

BPMN Icons

Variables (click to open)

Scope of request q_Scope 0:
Reason for request q_Reason 1:
Target account (Email address) q_Target 2:
Approval by supervisor q_Supervisor 3: Automatically set at 2. Approve
Approval by IT staff q_IT 4: Automatically set at 3. Set accounts
Time of approval by supervisor q_Time_Supervisor 5: Automatically set at 2. Approve
Time of approval by IT staff q_Time_IT 6: Automatically set at 3. Set accounts
GoogleGroup to add to q_Google_Add 7:
GoogleGroup to delete from q_Google_Delete 8:
GoogleGroupList to add to q_Google_Add_List 26: Automatically set at x1
GoogleGroupList to delete from q_Google_Delete_List 27: Automatically set at x3
Time of addition to GoogleGroup q_Time_Add_Google 9:
Time to delete from GoogleGroup q_Time_Delete_Google 10:
QuestetraOrg to add to q_Org_Add 14:
QuestetraOrg to delete from q_Org_Delete 15:
Time of addition to QuestetraOrg q_Time_Add_Org 16:
Time of deletion from QuestetraOrg q_Time_Delete_Org 17:
QuestetraRole to add to q_Role_Add 20:
QuestetraRole to delete from q_Role_Delete 21:
Time of addition to QuestetraRole q_Time_Add_Role 22:
Time of deletion from QuestetraRole q_Time_Delete_Role 23:
Body of Notification Email q_Body 11:
access log (GoogleGroup add) q_Log_Google_Add 12: Automatically set at x2
access log (GoogleGroup delete) q_Log_Google_Delete 13: Automatically set at x4
access log (QuestetraOrg add) q_Log_Org_Add 18: Automatically set at x5
access log (QuestetraOrg delete) q_Log_Org_Delete 19: Automatically set at x6
access log (QuestetraRole add) q_Log_Role_Add 24: Automatically set at x7
access log (QuestetraRole delete) q_Log_Role_Delete 25: Automatically set at x8
Memo q_Memo 28:

Download

Only available for Professional edition.

Notes

You need to associate the Swimlane settings according to your organizational structure upon import
Immediately after importing, a settings error will occur
- Make the necessary settings in edit mode
  - Configure HTTP Authentication Settings respectively for Questetra and Google
For practical use, please change the fixed values that have been set
- Choice IDs and Display Labels in Select-type Data Items of “GoogleGroup to add to” and “GoogleGroup to delete from”
  - Set the target email address for each
- Choice IDs and Display Labels in Select-type Data Items of “QuestetraOrg to add to”, “QuestetraOrg to delete from”,”QuestetraRole to add to”, and “QuestetraRole to delete from”
  - While referring to [System Settings] > [Organization List/Role List], set the “Organization Name/Role Name” to the display label, and the number part of “Organization ID/Role ID” to the Choice ID (e.g.: 3 of g3)