Use Case
Only one email per request should be triggered with all the access(including child access details), user and dynamic attribute details of created tasks on completion of approval workflows.
Pre-requisites
Request approval and task creation is working as expected.
Request should be approved and tasks should be present in the pending tasks tab.
Applicable Version(s)
All
Solution
Existing OOTB email templates and email processing job has below limitations:
No variable for getting the child entitlements of the task entitlements in the email template.
No option to send a single email per request with all the approved entitlements.
Approver details in desired format (Only Display Name).
All access details along with action as add/remove for a request cannot be made available in the single email template.
The expected solution should provide:
Child entitlements in the task creation emails.
All entitlement from all task created per request to be in one single email.
Emails should be sent for eligible task types for a particular application. This should be captured for each endpoint in a customproperty32.
Provision to send email to requestor, requestee , his manager and to a distribution list for particular endpoint. This is captured in the customproperty30 at endpoint level.
Solution should be able to send email on the basis requested entitlements. Email can be sent to different person/team as per the entitlement in the email. And it should support a default email recipient. This is captured in the customproperty29
Should have the flexibility to configure email templates at application level. This is captured in the customproperty1 of endpoint.
The solution should access the AccessNow data through Saviynt proprietary database queries and REST API calls.
The connection details and credentials should be captured in the configuration file under Saviynt home directory.
Passwords should be stored in encrypted format.
Entitlement types for the eligible tasks should also be configured in this configuration file.
Email template support below data set:
- Beneficiary details.
- Requester details.
- Approver names.
- Dynamic Attributes in request.
- Comments.
- Entitlements and child entitlements along with action as add or remove.
- Support for the above details in Spanish and Portuguese.
To achieve the above email notification process a custom jar can be developed with below design:
- Custom jar will be invoked by a custom jar job. The endpoint name will be an attribute in the job arguments and will be an input to the custom jar solution.
- Custom jar will pick up the tasks and request details for eligible records that needs to be processed.
- Eligibility Criteria for task to be picked up is that the attribute “SAVCONATTRS” should be null, task status should new/open and request status to be completed.
- Fetch the details as per the defined data set to be supported for these tasks.
- Discard the task type that are not supported as per the customproperty32 for each endpoint.
- Merge the data and create an email content as per the defined email template in endpoint customproperty1 and customproperty30
- Create the recipients list for the email content as per the customproperty29 and customproperty30.
- Send the mail with the constructed email content for each recipient in the step (7) list separately.
- On success of email sent set the value for the successfully processed tasks in this run to TRUE.
- Log the process in log file at endpoint level.
Endpoint Level Configuration for the jar to control notifications:
Customproperty1: This capture the email template name that is to be use for creating the email content.
Customproperty29: This capture the email recipients list for the create email content. For eg. Default::dl-abc@xyz.com, qaz@mlp.com
Customproperty30: This capture the config that if the same email should be sent requestor, requestee and his manager for information. A DL and BCC can also be configured in this. E.g. is {"Requestee":"0","Manager":"0","Requestor":"0","DL":["dl-abc.com"],"BCC":["dl-abc.com "]}
Customproperty32: This config capture the eligible task types for the jar to consider while creating the email content. E.g. Revoke Access, Request for Access, Modify Account, New Account, Remove Account
APIs used:
- api/login
- api/v5/getUser
- api/v5/fetchRequestApprovalDetails
- api/v5/fetchRequestHistory
- api/v5/getEntitlements
References
