If your organization has successfully integrated EmpowerID with ServiceNow, you have the ability to automate the creation of Request tickets in ServiceNow whenever a Business Request is initiated in EmpowerID. This allows organizations utilizing ServiceNow for their IT Service Management (ITSM) to maintain a comprehensive record of all EmpowerID-originated requests within ServiceNow. This record includes essential details such as the request's status, the requester's identity, the request's timestamp, information on approvals or rejections, and any associated comments.
The screenshots below show the correlation between a request for group membership initiated in EmpowerID and the request record in ServiceNow.
Architectural Overview
Understanding the
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architecture is crucial for effective implementation and ongoing management.
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The primary components involved in this integration are:
Business Request Type: Defines the approval processes.
ITShop Business Request Type: Specific type for EmpowerID's IAM Shop.
Workflow Triggers: Decide what happens when a Business Request reaches a particular state.
Pre-Approval Step Workflow Job: Scheduled task to initiate workflow.
Specialized Workflows: Such as
CreateSnowRequestForBR
andUpdateSNOWRequestStatus
.
Business Request Type
The Business Request Type is a
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core element of
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EmpowerID's Approval Flow engine. It allows organizations to
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specify the approval processes
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required when users request access to resources.
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ITShop Business Request Type
Business Request Types have several configurable settings that can be used to direct how the system processes requests belonging to that type. For Business Requests originating from EmpowerID's IAM Shop
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, the relevant Business Request Type is known as the "ITShop
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Business Request Type.
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" In the case of integrating with ServiceNow ticketing, it is the specific workflows selected in these general Business Request Type settings that enable the integration:
Workflow to Run on Step Ready:
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This setting within the Business Request Type determines the workflow
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that will be initiated when a step in
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the Approval Flow policy is ready for an approval decision. For seamless integration with ServiceNow
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, the
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workflow
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typically selected here is
CreateSnowRequestForBR
.Workflow to Run on Fulfillment:
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This setting within the Business Request Type outlines the workflow that will be triggered when a Business Request
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is approved. In the context of ServiceNow integration, the
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workflow commonly selected for this setting is also
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CreateSnowRequestForBR
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.
Pre Approval Step Workflow Job
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This is a scheduled
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task in EmpowerID that is responsible for claiming open Business Requests
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associated with the ITShop Business Request Type and starting the designated workflow.
Claiming Conditions: Business Requests that share the same
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PreStepRequestWorkflowID
are grouped together.Triggered Workflow: For ServiceNow integration,
CreateSnowRequestForBR
is initiated.
Specialized Workflows
CreateSnowRequestForBR Workflow
This
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workflow interfaces with the ServiceNow API to
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generate the corresponding
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Request and Request Item records
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in ServiceNow based on Business Requests in EmpowerID.
UpdateSNOWRequestStatus Workflow
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Operating continuously, this workflow syncs the status and metadata
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between EmpowerID and ServiceNow
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, ensuring up-to-date
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records in both systems.
Process Flow
The below illustration depicts the process flow for this. A description follows the illustration.
Initiation: Users request access to resources
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via EmpowerID’s IAM Shop.
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Claiming Business Requests: The Pre-Approval Step Workflow Job
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The Business Request has yet to be successfully processed.
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claims open Business Requests meeting certain conditions:
Yet to be processed.
PreStepRequestWorkflowID
is not null.
Validation and Processing: The
CreateSnowRequestForBR
workflow validates
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Business
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Requests and sets the
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processing status accordingly.
Successful: Status set to 2.
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Failed: Status set to 3,
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User or system approves/rejects the Business Request or one or more Business Request Items.
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with retries scheduled.
ServiceNow Ticket Creation: On successful validation, ServiceNow Request and Request Items are created.
Approval Tasks: Routed to EmpowerID’s My Tasks Microservice for further action.
Data Mapping and Synchronization
Business Requests
ServiceNow Fields | EmpowerID Fields |
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Active | True |
State | Pre-defined state value from permanent workflow (field name: |
Priority | Pre-defined priority value from permanent workflow (field name: |
Approval | Pre-defined approval value from permanent workflow (field name: |
Opened_by | Business Request initiator |
Requested_for | Target Person of Business Request |
Description | Pre-defined description value from permanent workflow (field name: |
Short Description | Pre-defined short description value from permanent workflow (field name: |
GUID | ExternalProcessID |
Request Number | ExternalProcessNumber |
snowResourceSystem.ResourceSystemGUID | ExternalResourceSystemID |
Approved | Approved |
Partially Approved | Approved |
Rejected | Rejected |
Cancelled | Cancelled |
Business Request Items
ServiceNow Fields | EmpowerID Fields |
Active | True |
State | Pre-defined state value from permanent workflow (field name: |
Priority | Pre-defined priority value from permanent workflow (field name: |
Approval | Pre-defined approval value from permanent workflow (field name: |
Opened_by | Business Request initiator |
Request | SNOW Request GUID |
Cat_item | Pre-defined approval value from permanent workflow (field name: |
Requested_for | Target Person of Business Request |
Description | Pre-defined description value from permanent workflow (field name: |
Short Description | Pre-defined short description value from permanent workflow (field name: |
GUID | ExternalProcessID |
Request Item Number | ExternalProcessNumber |
snowResourceSystem.ResourceSystemGUID | ExternalResourceSystemID |
Approved | Approved |
Rejected | Rejected |
Cancelled | Cancelled |
Info |
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If the Business Request Item has an approver in EmpowerID, the workflow assigns the same approver to the associated ServiceNow Request Item and sets the approval state to “requested in ServiceNow. |
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ServiceNow Ticket Integration Procedure
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