ABots - Active Directory User Management - Groups and OU

Once configured, the Active Directory User Management - Groups and OU ABot can automatically run user management processes in your active directory related to inclusion of users in groups in response to workflow tickets opened in SysAid. This saves time and for both the IT admin and the employee who needs the update in the active directory.

Before you setup this ABot, ensure that your ABots platform is up and running. See the SysAid ABot Guide for details.

Skills Included

The Active Directory User Management  - Groups and OU ABot includes the following skills: 

• Add a user to groups - Adds users to specified groups in the active directory
• Remove a user from groups - Removes users from specified groups in the active directory
• Move a user to an OU - Moves a user to a specified organizational unit in the active directory

New CI Type

To use the User Management Groups and OU ABot you need to add a new CI type called 'Active Directory Objects' to your CMDB. You can use this CI type for your OUs. 

This enables you to select OUs from the Requested Organizational Unit field which is included in the Move a user to Organizational Unit template.

Import Skills

1. On the main My Apps page, in the Active Directory User Management  - Groups and OU ABot's icon, click .
2. Click the slider.
3. Click Import ABot Skills.
    The skills are imported in the background.

Setup the Templates

Each skill that you import includes a built-in template, ready to launch the automated process when a ticket is submitted. To set up the template you need to select values in all of the mandatory parameter mapping fields. Each skill has a different set of fields that are detailed below, but all require the relevant credentials. The credentials you select must have access to the machine that you want to run the automated process from and the machine must have access to all of the relevant agents. See the ABot guide for information on how to prepare credentials so they can be selected in the parameter mapping for a skill.

You also will want to ensure that the template is available in the Automation panel so that the skill can be run from within another ticket.

To set up a template

1. In Settings > Service Desk Templates, locate the new template. It will have the same name as the imported skill.
   
2. Open the template.
3. In the Request Details tab, ensure that the Visible in automation panel check box is selected.
   
4. In the Launch ABot workflow tab, click .
5. Select the fields you want for parameter mapping. See the Parameter mapping section for explanations of each field and which fields are mandatory for each skill.
   
6. Click OK.

Using the ABot

Once the ABot skills has been imported, and the templates have been set up, admins and end-users can easily use the ABot's skills to initialize and automatically run the common tasks.

To add an ABot process from any ticket

1. In the ticket form, click Automations.
2. From the Select an Automation Process drop-down list, select the ABot skill you want to run.
3. Click Launch.
   
4. In the window that opens, enter the information in the required fields.
5. Click Apply.

To run an ABot using a template

1. Open a new request form.
2. From the template drop-down, select the template for the ABot skill you want to run.
3. Enter the information in the required fields.
4. Click Apply.

You can access a record for each process run by ABots in Settings > Automate Joe > Process Monitor.

Parameter Mapping

Each skill has it's own parameter mapping that needs to be set up in the workflow template that you want to run the skill. To set up the template, see the Setup the templates section above.

For any of the parameters, follow the following steps

1. Select if you want the parameter to be populated from an SR field, an action item field, credential set, Automate Joe agent, group field, or a manual Velocity command.
   
2. In the Set Value column, select a field, or type input with the variable name of the field you want to populate.
3. Select Get Text if you want to output the field value's caption instead of the its key.
4. Click OK.

Naming Convention Parameters 

Naming convention parameters allow you to select how various email addresses, user names, and names are generated. If non of the available conventions meet the needs for a user you want to create, you can customize the convention for that user. 

See the table below for the full list of available conventions for each parameter and further details on how to enter a custom convention.

To enter a naming convention

1. Select Manual in the Data Source column.
2. Enter the number corresponding to the naming convention you want to use. See the table below for reference.
3. (Optional) To create a custom template:
   1. Duplicate the template for this instance.
   2. Open the Parameter Mapping for the new duplicate template you just created.
   3. Enter 99 in the naming convention field.
   4. Enter the exact name as you want it to be created in the field for that parameter. See the table below for reference.

To better understand the parameters for each skill, see the reference tables below that detail the mandatory parameters that must be populated for each skill.

Add a user to groups

Remove a user from groups

Move a user to an OU

Other ABots

For information about other available ABots, see any of the following help pages:

• Active Directory -  User Management - On\Offboarding
• Azure Active Directory - User Management - On\Offboarding 
• Azure Active Directory - User Management - Licensing
• Microsoft Exchange - User Management - Distribution Groups