Deprovision - Asana 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. Offboarding - Asana Package
2. Package contents
3. Migrating the package from development to production
4. Configuring the package

Offboarding - Asana Package

The Deprovision - Asana package contains a workflow that offboards an Asana user and also tracks the status of the offboarding through a Jira ticket. 

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 Deprovision - Asana 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. 

Credentials

• Asana Users Load
• Oomnitza API Key
• Jira Ticketing

Global setting

• Oomnitza.Subdomain
• Asana.WorkspaceId
• JIRA.Subdomain

Workflow

• [Offboarding] Asana- Deprovision: The[Offboarding] Asana- Deprovision] workflow offboards the user and updates the progress of the offboarding in Jira.

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 

The shell of the credentials that you created on the source instance is migrated. Click View in the migration package and update the following credentials:

Asana Users Load

Update the credentials that you created for Asana in the Authorization tab.

For further information, refer to the Adding your Asana credentials to Oomnitza

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. 

Global Setting

To update your global settings

1. Navigate to  Configuration > General > Global Settings
2. Select Ooomnitza.Subdomain from the list and enter your subdomain as the value.
3. Select JIRA.Subdomain from the list and enter your subdomain as the value.
4. Select Asana.WorkspaceId from the list and enter your id as the value. You can fetch your workspace id from the source instance, or by going to https://app.asana.com/api/1.0/workspaces (ensure you are logged into Asana when viewing this page). This will display a JSON object of your workspace ID and name. Copy the workspace ID corresponding to the relevant workspace name.

Workflow

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

Review the workflow

Click the pencil icon and review the following workflow blocks:

Begin Remove user from workspace block

The workflow will run when the following criteria are met:

• The Offboarding sequence is set to 5. Change the order of the workflows according to your preferences. For example, you may wish to run the Asana workflow after the Slack workflow. In that case, you can set the Asana workflow to an offboarding sequence of 4. Make sure there are no gaps in your sequence, such as 1, 2, 3, 5, as this will mean the workflow will stop after 3.
• The Asana ID is not empty, meaning that the user is an Asana user.
• The Status equals Offboarding
• The Employee Type is set to Employee
• The Change Date equals today.

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

JIRA Add Comment to Issue

The JIRA Add Comment to Issue block updates the Jira ticket with the status of the de-provisioning. The Jira ticket is created as part of the [OFFBOARDING] Jira - Create Ticket workflow. 

Asana workflow

The Asana Remove User User workflow removes a user from a workspace or organization. The user making this call must be an admin in the workspace. The user to be removed is referenced in the Advanced Mode > Body tab in the property{{asana_id}}.

Notify block

Edit the Notify block, and supply recipient information in the Recipients tab. That way an individual or group will receive an email in the event of a workflow error.

Using the Notify block

Update sequence

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

Result

As soon as the criteria in the Begin Remove user from workspace block are met, the Asana user is offboarded. The Jira ticket has been updated with the status of the offboarding. Finally, the sequence has increased by 1 triggering the next workflow.