Separation - Jira Ticket Creation package

Offboarding is integral to every company’s business strategy to ensure secure separation from an employee.  One of the main focuses of offboarding is eliminating any vulnerabilities, including access to critical systems, or information, that may occur when an employee leaves the company. 

The offboarding packages are individually packaged by software systems designed for the customer to select which ones are relevant to their organization.  This allows the customer to build their own offboarding process by sequencing the workflows that best fit their business needs.

Each package will contain the following:

Offboarding packages are intended to be pieced together in the order that is best to achieve the business goal of a successful offboarding.  Along with removing access for the departed user from each system, the workflows will track the offboarding process through a support ticket to ensure that all steps are completed successfully.

Please see below for specific information regarding the post-migration steps to get the offboarding workflow to run as expected.

Contents

1. Jira Ticketing Package
2. Package contents
3. Migrating the package from development to production
4. Configuring the package

Jira Ticketing Package

The Separation - Jira Ticket Creation package contains a workflow that will create a ticket in Jira that is used for tracking the progress of offboarding a user from a primary identity provider's system, such as Okta, and from vendor applications such as Slack and Zoom. 

Applying the package

To apply the package, complete the following steps:

1. Click Configuration > Store.
2. Locate the package and click Apply.
3. Click Yes to apply the package.

Result: 
The package is added to the list in Configuration > Migrations > Packages

Package contents

The Separation - Jira Ticket Creation package contains the following items: 

Data Model fields

Offboarding Ticket. A field used in the Jira Create Issue block that stores the Jira Ticket ID. The Jira Ticket ID is needed in subsequent workflows to update the Jira ticket with the progress of the offboarding.

Offboarding Sequence. A field used in the Update Sequence block that stores the sequence number. The sequence number will increment by 1 after the [OFFBOARDING] Jira - Create Ticket workflow is run, thereby triggering the next workflow in the sequence. 

Termination Date. A field that is located in the Create Jira Ticket Begin block and is used to trigger the workflow. 

Credentials

• Jira Ticketing
• Oomnitza API Key

Global setting

• Oomnitza.Subdomain
• JIRA.Subdomain

Workflow

• [OFFBOARDING] Jira - Create Ticket: The [OFFBOARDING] Jira - Create Ticket workflow will create a ticket in Jira that will be used for tracking the progress of onboarding a user through various systems.

Migrating the package from development to production

If you have a development and production instance, you can migrate the package contents to your production instance by following the steps below. However, if you have a stand-alone instance or prefer to test the package in your development environment before deploying it to production, proceed to Configuring the package.

To migrate your package from development to production, complete the steps below. 

• Submit a request to Oomnitza Support to enable the migration from the development instance
• Ensure that the development and the production instances are identical
• Create an API key for the migration in your production instance
• Add the production instance and the credential name as global settings in the development instance
• Ensure that the development and production instances have the same version
• Disable configuration changes in the production  instance

Refer to Planning the migration for detailed steps.

Performing the migration

To perform the migration from development to production, complete the following steps:

1. In the development instance, click Configuration > Migrations > Migrate.
2. Click PERFORM MIGRATION.
3. As migration type, select Package.
4. Select the package.
5. Click NEXT and then click MIGRATE.

Tip
If your migration fails due to missing package contents, such as a data model field or saved search, migrate the object as a standalone object and then attempt the migration again. 

Configuring the package

Find your package in Configuration > Migrations > Packages and click View in the Migrations page to update the following details:

Credentials 

Jira Ticketing

Update the credentials that you created for Jira by supplying the email associated with your Jira account as the username and your API token as the password in the Authorization tab.

You can obtain your API token by completing the following steps:

1. Log in to https://id.atlassian.com/manage/api-tokens.
2. Click Create API token.
3. From the dialog that appears, enter a memorable label for your token and click Create.

Jira Documentation: Manage API tokens for your Atlassian account

Oomnitza API Key

Update your Oomnitza API key by entering your API token in the Authorization tab.  You can obtain your API key in the Configuration > Security > API tokens page. For further information see Creating an API token. 

Workflow

To locate your workflow, navigate to Configuration > Workflows and select the [OFFBOARDING] Jira - Create Ticket workflow from the list.

Review the workflow

Click the pencil icon and review the following workflow blocks:

Create Jira Ticket Begin block

The workflow will run when the following criteria is met:

• The Termination Date is not empty.
• The Employee Type is set to Employee
• The Status is set to Offboarding

Important
If all of these criteria are not met, the workflow will fail to trigger.

JIRA Create Issue

Ensure that the following details are updated in the Jira Create Issue block so that the workflow can run successfully:

• The value companyspecific in the Body is updated to contain the:
  • Project key: The Project Key is the prefix of the issue number. In the example of JRA-123, the JRA portion of the issue number is the Project Key. 
  • Issue Type: Typical values for issue type include Bug, Task, Sub-task. The value depends on the configuration of your Jira instance and should be validated there. These values are case-sensitive

Update sequence

The Oomnitza update sequence block increments the Offboarding sequence field by 1. 

Result

A new Jira issue is created indicating that the offboarding process has begun for the user identified by the Create Jira Ticket Begin block. The field Offboarding Sequence updates to 1, triggering the next workflow in the sequence.