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Contents

Workflows

This comprehensive guide covers three automated workflow types: End User Creation flows (signup and admin-created), Identify Dormant Account flows, and Password Expiry Notification flows. These workflows enable administrators to streamline user management processes through event-based triggers and scheduled automation tasks.

End User Creation Flow

This workflow automates the end-user account creation process through signup flows and admin creation, with customizable filtering and task assignment capabilities.

Step 1: Create Workflow

  • Navigate to the Automation >> Workflow.
  • Click the Create Workflow button on the screen to open the modal.
    • Create Workflow in Admin Handbook

  • Enter your preferred Workflow name (e.g., "New user creation test via signup flow") and description ("Workflow to test the end-user account creation process through the sign-up flow").
    • Fill Details in Admin Handbook

  • Click Create workflow to proceed.
  • You'll be redirected to the canvas containing three blocks: Start Block, Add Trigger, and End Block.
    • Add Trigger in Admin handbook

Step 2: Add Trigger

  • Click Add Trigger to open the Trigger Configuration drawer with three trigger type options:
    • New User Registration
    • Identity Dormant Account
    • Notify User on Password Expiry
      • Select Trigger Type in Admin handbook

  • Choose the New User Registration from Select Event dropdown. In New User Registration option there are two option such as:
    • Add New User Registration Event in Admin Handbook

    • User Self-Registration: User creation via branded signup page (e.g., https://<username>.miniorange.com/moas/idp/usersignup)
    • Create User via Admin Portal: Administrator manually creates users
    Trigger Configuration in Admin handbook

  • Click Save to proceed.
  • After saving, several blocks are automatically created:
    • Event Trigger Source Block: Displays your configured trigger and source with an edit option available.
    • Add Step (Before Event Block): Configure filters for user creation conditions. For example, restrict user creation to emails containing "xecurify.com". Select attribute, operator, and value in the three dropdown fields.
    • Event Block: Pre-configured block showing user creation status when filters are passed.
    • Add Step (After Event Block): Configure tasks to perform after user creation, such as group assignments.
    • End Block: Indicates successful workflow execution completion.
    Configure workflow Node in Admin handbook

1. Add Step: Filter (Before Event Block)

  • Click Add Step (before event) to open the filter drawer. Configure filters for user creation conditions. For example, restrict user creation to emails containing "xecurify.com". Select attribute, operator, and value in the three dropdown fields.
    • Add Step Before Event Block in Admin Handbook

  • From the pop-up on the right side of the screen, select Filter as the step type and click it.
    • Select Filter Step Type in Admin Handbook

  • Here, multiple conditions can be added. Admins can choose between AND or OR while creating conditions, allowing workflows to trigger when any one of the conditions is met.
    • Configure Filter Conditions with AND OR Logic in Admin Handbook

  • While adding a condition, you can also add previously saved optional (non-required) custom user attributes.
    • Add Custom User Attributes in Admin handbook

  • Click on Save to continue.

2. Add step: Task

  • Click on Add Step shown after the Event node.
    • Click Add Step button in Admin handbook

  • From the pop-up on the right side of the screen, select Task as the step type and click it.
    • Select Task Step Type in Admin Handbook

  • Choose a task to perform.
    • Choose Task Type in Admin Handbook


  • Assign To Role:
    • Click on Task under Select step. Click on Assign To Role.
    • Select the role from the Assign Role dropdown (You can select only a single role and it doesn’t show the default roles).
    • Add one or multiple conditions under When or Fallback (Optional).
      • Assign To Role Task Configuration in Admin Handbook

    • Click on Save to continue.

  • Assign To Group:
    • Click on Task under Select step. Click on Assign To Group.
      • Always: Task executes without conditions
      • Conditional: Task executes based on configured conditions
      • Fallback: Executes only if no other condition-based tasks are performed
    • Select the target group from the dropdown (create if necessary) and configure any additional conditions.
      • Assign To Group Task Configuration in Admin Handbook

    • Click on Save to continue.

3. Save and Activate

  • Click Create at the top right to save the workflow. You'll be redirected to the workflow list page, where the new workflow appears with version status:
    • Click Create Button to Save Workflow in Admin Handbook

    • Draft: Inactive version ready for editing
      • Draft Workflow in Admin handbook

    • Active: Currently executing version
    • Published - Indicates a version that has already been activated and can be reactivated again when required.
    • For deactivativating version - Just diable the workflow
      • Disable Workflow in Admin handbook

  • Use the action buttons to activate, preview, edit, or delete versions. A maximum of 10 versions per workflow is allowed.
    • Active Workflow with Action Buttons in Admin Handbook

This scheduler-based workflow automatically identifies and manages dormant user accounts based on configurable inactivity periods.

1. Scheduler Configuration (Identify Dormant Account)

  • Select Scheduler to access pre-configured daily scheduling at 12:00 PM in your timezone. Available scheduler options include:
    • Once: Single execution at a specific date/time
    • Hourly: Every hour execution
    • Weekly: Specific weekdays at chosen time
    • Monthly: Selected monthly date at chosen time
    Configure Scheduler Trigger in Admin Handbook

  • Click on Next to continue.

2. Task Configuration (Identify Dormant Account)

  • Click Add Task between the trigger and end event. Select "Identify Dormant Account" from the task dropdown.
  • Configuration following options:
    • Number of Days Select dormancy period (7, 15, 30, 45, 60, 90, 180 days, or Custom)
    Custom Number of Days Enter specific day count when "Custom" is selected
    Action

    Choose account handling method:

  • Delete: Permanently remove dormant accounts
  • Disable: Deactivate accounts without deletion
  • Send Report to Admin: Generate a report only without account action
    		•
    Send Report to Admin Available for Delete/Disable actions
    Notify User Available only for the Disable action to inform users
    Configure Dormant Account Task Settings in Admin Handbook

  • Click on Save.

3. Save and Activate

  • Click on Save the task configuration, then save the entire workflow and follow the activation process described in the End User Creation Flow.
    • Save and Activate Task Configuration in Admin Handbook

This scheduler-based workflow manages password expiry notifications for users and administrators with customizable timing options.

1. Scheduler Configuration (Notify Password Expiry)

  • Select Scheduler to access pre-configured daily scheduling at 12:00 PM in your timezone. Available scheduler options include:
    • Once: Single execution at a specific date/time
    • Hourly: Every hour execution
    • Weekly: Specific weekdays at chosen time
    • Monthly: Selected monthly date at chosen time
    Configure Scheduler Trigger for Password Expiry Notification in Admin Handbook

  • Click on Next to continue.

2. Task Configuration (Notify Password Expiry)

  • Select Notify Password Expiry from the task dropdown with these configuration options:
  • Before Expiry Notifications:
    • Send Mail Before Expiry: Enable pre-expiry notifications.
    • Select intervals (Same Day, 7, 15, 30, 45, 60, 90 days).
    • Multiple intervals can be selected simultaneously.
  • After Expiry Notifications:
    • Send Mail After Expiry: Enable post-expiry notifications.
    • Number of Days: Same interval options as before expiry.
    • Multiple intervals supported.
  • Administrative Options:
    • Send Report to Admin: Generate administrative reports.
    • Include Disabled Users in Report: Available only when admin reports are enabled.
    • Configure Password Expiry Task Notification Settings in Admin Handbook

  • Click on Save.

3. Save and Activate

  • At least one notification option must be selected. Save the configuration and follow the standard workflow activation process.
    • Save and Activate Notify Password in Admin Handbook

Execution History

  • Navigate to Automations >> Workflows >> Execution history.
    • Navigate to Workflow Execution History in Admin Handbook

  • Here, you will see all the workflows are listed here.
    • View All Workflows List in Execution History in Admin Handbook

  • When a workflow fails, the system now records detailed error information so administrators can easily understand what went wrong.
  • Admins can now see why a workflow failed, at which step it failed, and what the system state was at that time.
  • These details are available in the workflow execution history by clicking on View Details.
  • Success Flow:
    • View Success Flow Details in Execution History in Admin Handbook

  • Failed Flow:
    • View Failed Flow Details in Execution History in Admin Handbook

Important Notes

  • The system automatically detects the timezone during scheduler configuration
  • Multiple notification intervals can be configured for comprehensive coverage
  • Both dormant account and password expiry workflows support various scheduler frequencies
  • Workflows maintain version control with draft and active states
  • Maximum 10 versions per workflow with activation/deactivation capabilities