Offboard Licenses block

Oomnitza's Offboard Licenses Workflow block allows users to remove both desktop and SaaS Licenses from a user when changes occur in Oomnitza. For example, a user's license can be revoked when the user's status changes to Offboarding. The workflow block has three pages:

• Information
• Recipients
• Message

Note
This block is only available when you create a Users workflow.

To create an Offboard Licenses block, complete the following steps:

1. Click Configuration > Workflows and click Add .
2. Select Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block. Add rules that will trigger the workflow, for example, the OffBoarding Date equals Current Date.
5. Click the Blocks tab, and drag and drop the Offboard Licenses block onto the canvas.
6. Click the Edit icon.

Information

On the Information page, you have three options:

1. Desktop. Remove the user from all assignments to Desktop and Desktop contracts.
2. SaaS. Remove the user from all assignments to SaaS Contracts and also set the flag Delete in SaaS in the user's SaaS user record for all SaaS Software that the user is assigned to. This flag can be used to trigger individual SaaS user workflows for each of the SaaS systems such as:
   1. Deleting the user from the underlying SaaS System.
   2. Do any additional user clean-up in that SaaS System like reassigning objects to different users.
   3. Deactivating the user using the Archive block. 
3. Link. The workflow will automatically include a link to the user record targeted by the workflow in the email notification you send in the Recipients tab.

Note
Depending on the type of workflow block, the information displayed on the INFORMATION tab might vary.  

Initiator. The user who runs the workflow. Workflows can also be triggered by integrations, imports, API create and update record calls, and user actions such as creating and updating records. In such cases, the initiator is the user who created the workflow.

Roles. The primary role - or the first role - that is assigned to users. (That is, the role that is assigned to the user in their record on the People page.)  Emails aren’t sent to secondary user roles.

Fields. Select one or more fields to send notifications to users referenced in fields such as Contact person.  For example, if you have a field called Manager that references an email address, ensure the email address is valid and follows the correct format, for example, [e-mail].

Users. The users who are added to Oomnitza and listed on the People page.

Emails. External users email addresses. External users cannot receive notifications or complete surveys. 

Send a single email. You can send an email to each user, or send a single email to the email addresses added on the RECIPIENTS tab and CC the users added to the CC tab. If you chose to send notifications on the INFORMATION tab, notifications are sent to users who are added to Oomnitza. External users do not receive notifications.

Message tab

1. In the Message tab, create your message. To add metadata fields, click Add Metadata.  You can create the body of the message using plain text or HTML.
2. Select the checkbox to include a list of the licenses that were un-associated with that user. That list includes the following fields: Software Name, Contract Name, Contract Type, and License Key.

Note
You can configure the header and footer of the email by configuring the email.header and email.footer variables in the Global Settings table. Click Configuration > General > Global Settings.

Running the workflow

1. Click Save and connect the blocks
2. Validate the workflow and Activate, so that the workflow is now live in your system.