How can we setup a due date field for disabling an user account?

Question

Hello, we're currently having issues to disabling user accounts on a specific date and time.

When our HR department wants to start a "Offboarding", we're created a button for disabling a account. The accounts needs to be selected from the HR-employee.

We're also created this rule for requesting an approval for disabling a user account, called "After approval of disabling account":

When the approval was given, the Business Rule "After approval of disabling account" wil be executed:

These are our open questions:

1. When the HR-employee choosed the "Disabling account" option, we're haven't any options to add a formular, which is asking for a due date, here.

How can we fix this? Do we have to select a other type of action?

2. When we're able to create the required formular, how can we link it to the *After approval of disabling account field?

Thanks in adavantage.

Answer 1

Hello,

How can we fix this? Do we have to select a other type of action?

Yes, that is correct. You need to use the Modify User action instead of the Disable User one. The thing is that the Disable User Web interface action does not have a form at all. It can only be used to disable user accounts.

When we're able to create the required formular, how can we link it to the *After approval of disabling account field?

Unfortunately, there is no possibility to configure a business rule to only trigger when a specific Web interface action is executed. To achieve the desired behavior you will need to change the workflow for it to be as follows:

1. The Modify User action with only a date property on the form. For example, you can use one of Adaxes custom date attributes (e.g. CustomAttributeDate1).
2. A scheduled task will check the whether the date in the attribute is today. It is required for accounts that should not be disabled immediately, but at a later date. If the date is today, the task will disable the account. The task will look like the following:
3. A business rule triggering After updating a user will check whether the date in the attribute is today. It is required for accounts that should be disabled immediately. If the date is today, the rule will disable the account. The rule will look like the following:
4. The business rule triggering Before disabling a user account (After approval of disabling account) will remain as is.
5. The business rule triggering After disabling a user account (After approval of disabling account) will need to also check the date attribute. This way, it will not trigger if a user is disabled manually without involving the date attribute. Also, the rule will clear the date attribtue. Finally, it will look like the following:

For the date attribute to look convenient for HR on the form of the Modify User action, you can specify a custom display name for the attribute. For information on how to do that, have a look at the following help article: https://www.adaxes.com/help/CustomizePropertyDisplayNames.

Comments

Hello, thanks for the quick response. We're rebuilded our setup as follows:

We're created a button for our HR-department, which "Modify users" and ask them for a "Date and Time of Offboarding", which is stored in to the variable "adm-CustomAttributeDate1".

After the HR employee has sended his request, the Adaxis-Admin group receives a request, which was created via this Business Rule:

Name of the rule: "Offboarding - Approval for updating a user"

The Adaxes Admin Team now receiving this request now:

When we're accepting this request, the following Business Rule will be triggered:

Name of the rule: "Offboarding - After approval for updating a user"

We're also configurated a Sheduled task now, which looks as follow:

Now, we're receiving an another request which looks as follow:

This request was created from this Business rule:

Name of the rule: "Offboarding - Approval for disabling account"

But, now we're facing some issues.

When we're accepting this request, nothing happended. Also the log just gave us the information, that the request was approved.

This is the Business rule, which should work, after we're accepted the request, which were created by the Business Rule "Offboarding - Approval for disabling account":

Name of the Business Rule: Offboarding - After Approval of disabling account

When we're running the sheduled task, the same request, for disabling the user account, will created again.

Can you tell me, where we're misconfigurated something?

Thanks in advantage!

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Hello,

The thing is that you are missing the scheduled task that will disable user accounts if the disabling date is not today. If you still face issues configuring the workflow, we suggest scheduling a WebEx meeting. If it is suitable, please, specify your time zone and convenient meeting date/time. Also, please, specify whether the invitation should be sent to you profile email address or a different one.