Table of Contents

Admin Automation

Yamaguchi Kaori Updated by Yamaguchi Kaori

Overview of Admina Automation

Admina Automation is a workflow function that automates the creation and deletion of software and SaaS accounts required when joining or leaving the company.

Pre-defined workflows are automatically executed based on user data, reducing routine tasks for your IT team.

Screen Description (Admina Automation)

① Settings: This is the setting to map each service to enable automation of provisioning and deactivation.

②Automation creation: Provisioning and Deactivation templates and custom workflow functions (coming soon)

3) New employee joining: You can set up automatic account addition when employees join the company.

④ Employee Exit: You can set up automatic deletion of accounts when employees leave the company.

⑤ Search: You can search the "Automation execution history".

⑥ Filter: This is the filter function for "Automation Execution History." You can narrow down the results by status (enabled/disabled/error).

⑦Automation execution history: You can check the automation execution history.

⑧ Three dots: You can select "Delete workflow/View log/View workflow".

Pre-configuration (Admina Automation)

Mapping of each service is required to enable automation of provisioning and deactivation.

Select the service from Automation > Settings > Connection Settings > Add Connection and map it.

The services displayed in "Choose a Service" on the [Add Service Connection] screen are the currently supported services.

Services that support Provisioning and Deactivation on the Admina "Services" screen can be linked with SaaS and feature compatibility list　You can check this information at "Account Lifecycle".
Admina Automation is currently developing new services to support Provisioning and Deactivation.

How to operate (Admina Automation)

Setup steps for "New Employee Joining"
  1. Click New Employee Joins.
  2. On the "Builder" screen under "provision", click "1. New employee added".
  3. Set the conditions for executing the automation (contract start date) and the execution schedule.
    Conditions (contract start date): Specify the date from the calendar. Select "inside/before/after" from the drop-down menu. "inside" specifies the period.
    [+ Add other conditions]: You can add the conditions "Employment type" and "Employee status".
    Execution schedule: Set by selecting [1 (number)], [Days/Weeks], [After/Before/Date] from the pull-down menu until the contract start date.
  4. Click "2. Provisioning". Select the enabled service from [+ Add Service].
  5. Click "3. Notifications." From [+ Add Channel], select the notification method "Slack/Email."
    For Slack instructions, please refer to the notification method "Slack" setting instructions .
    *Currently, only "Slack" is supported as a notification method. "Email" will be supported in the future.
  6. Once you have completed the settings, the check boxes 1 to 3 in “Builder” will turn green, so click “Publish”.
  7. The "Confirm Workflow Automation Settings" screen will appear, so enter an automation name and click [Publish].
    *You cannot register an automation name that has already been registered.
  8. The message "The workflow has been published" will be displayed, so click [OK].

Setup steps for "Exit Employee Exit"
  1. Click Exit Employee.
  2. On the "Builder" screen for "deprovision", click "1. Terminated employees have been deleted".
  3. Set the conditions (contract end date) and execution schedule for the automation.
    Condition (contract end date): Specify the date from the calendar. Select "inside/before/after" from the dropdown menu. "inside" specifies the period.
    [+ Add other conditions]: You can add the conditions "Employment type" and "Employee status".
    Execution schedule: Set by selecting [1 (number)], [Days/Weeks], or [Later/Date] from the pull-down menu until the contract end date.
  4. Click "2. Deprovision". Select the enabled service from [+ Add Service].
  5. Click "3. Notifications." From [+ Add Channel], select the notification method "Slack/Email."
    For Slack instructions, please refer to the notification method "Slack" setting instructions .
    Currently, only "Slack" is supported as a notification method. "Email" will be supported in the future.
  6. Once you have completed the settings, the check boxes 1 to 3 in “Builder” will turn green, so click “Publish”.
  7. The "Confirm Workflow Automation Settings" screen will appear, so enter an automation name and click [Publish].
    *You cannot register an automation name that has already been registered.
  8. The message "The workflow has been published" will be displayed, so click [OK].

Notification method "Slack" setting procedure
  1. The "Notification Channels" screen will appear, so click "+Add Channel."
  2. The "Requesting permission to access your Slack workspace" screen will appear, so click "Allow."
  3. On the "Select a Slack channel" screen, specify the destination and click [Select].
  4. Check the "Notification Channel" screen and click "Save."

Slack notifications

If you set the notification method to "Slack", you will receive the following notifications.

  • If you set the notification method to "Slack" (first time connection only)

  • Specified date in execution schedule

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