You can extend the built-in workflow functionality by creating custom workflows. You can design such workflows that fit your organization’s needs. There are two types of custom workflows: self-service and helpdesk.
To create a custom workflow
- On the Home page of the Administration site, click New Workflow under the Management Policy to which you want to add a workflow.
- In the Add New Workflow dialog box, select the workflow type and enter the workflow name and description in the default language.
- Click Save.
When you add a new workflow, it does not have any activities. Fill the workflow with required activities in the workflow designer.
For each workflow, you should specify the name and description in the default language that will be displayed on the Self-Service or Helpdesk site. You can also specify the workflow name and description in other languages (only the languages to which the Self-Service and Helpdesk sites are localized are available). For more information, seeWorkflow Settings.
Importing and Exporting Workflows
Import/export workflow functionality allows you to share your configured workflows effortlessly. For example, if you want to use a configured workflow from Management Policy 1 in Management Policy 2, you do not need to manually configure all workflow activities and settings in Management Policy 2. Simply export the workflow from the first Management Policy and import the workflow to the second Management Policy.
Note, that this functionality is available only after you turn on the extensibility features.
To turn extensibility features on
- Open the Administration site and click the General Settings tab.
- On the General Settings page, select the Extensibility tab.
- On the Extensibility settings page, click the upper Turn on button.
To export workflow
- On the Home page of the Administration site, click the required workflow, hover over the workflow designer, and click Export workflow.
- Depending on your browser settings, specify where you want to save the archive file and download the archive.
When you import workflows, note that existing workflows with the same name will be replaced. You can back up existing workflows by exporting them when prompted.
|IMPORTANT: When you import workflows, it is strongly recommended to audit scripts of custom activities included in workflows before using workflows in a production environment. This is required because security-sensitive information can be accessed via PowerShell scripts included in a custom activity. Import workflows from a trusted source only.|
|IMPORTANT: If the workflow you are importing contains activities that are missing from the current configuration, import the missing activities first (from the same workflow archive file), and import the workflow itself.|
To import workflow
- On the Home page of the Administration site, select the Management Policy to which you want to import a workflow and click Import Workflow.
- In the Import Workflow dialog box, click Upload to select the workflow archive file and then click OK.
There are two options to create a custom activity: you can create a custom activity from scratch or convert a built-in activity to custom.
For any custom activity, you can specify a display name, a short name (used to address the activity in scripts), a description (used on the Administration site), and add PowerShell script to the activity. When you create the custom activity from scratch, you can also select user interface elements and enter the main instruction for the page of the Self-Service or Helpdesk site that will be displayed when the activity is executed.
Note, that you cannot specify any user interface elements for custom activities converted from built-in ones. If you want set user interface elements for your custom activity, create it from scratch.
For more information on writing PowerShell scripts for custom activities, refer to the Password Manager SDK.
|IMPORTANT: Note, you can create custom activities only after you turn on the extensibility features. You can turn on the extensibility features on the General Settings tab of the Administration site.|
Custom Activity Settings
When you use custom activities in your workflows, you need to understand how shared settings of custom activities work.
All settings (display name, short name, description, PowerShell script, and user interface elements) that you specify for custom activities created from scratch are shared i.e. if you modify any of these settings for a custom activity included in or excluded from a workflow, the changes will be automatically propagated to all instances of this activity in all workflows and Management Policies.
If you create a custom activity by converting a built-in activity, the custom activity has two types of settings: built-in and shared. Built-in settings are the settings inherited from the built-in activity. Such settings are not shared: if you modify them, the changes will be applied only to the current activity instance. But if you modify the shared settings (display name, short name, description, PowerShell script), such changes will be propagated throughout all instances of this activity.
For example, if you modify the PowerShell script for your custom activity “My Custom CAPTCHA”, when you save the activity, the updated settings will be applied to all instances of the “My Custom CAPTCHA” activity used in other workflows and Management Policies. But if you modify the built-in setting (noise level) of the “My Custom CAPTCHA” activity, when you save the activity, the changes will be applied only to this instance of the activity. The noise level setting of other instances of the “My Custom CAPTCHA” activity will not be changed.