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Contents

Workflows

This comprehensive guide covers four automated workflow types: End User Creation flows (signup and admin-created), User Profile Update flows, Identity Dormant Account flows, and Password Expiry Notification flows. These workflows enable administrators to streamline user management processes through event-based triggers and scheduled automation tasks.

End User Creation Flow

This workflow automates the end-user account creation process through signup flows and admin creation, with customizable filtering and task assignment capabilities.

Step 1: Create Workflow

  • Navigate to the Automation >> Workflow.
  • Click the Create Workflow button on the screen to open the modal.
    • Create Workflow in Admin Handbook

  • Enter your preferred Workflow name (e.g., "New user creation test via signup flow") and description ("Workflow to test the end-user account creation process through the sign-up flow").
    • Fill Details in Admin Handbook

  • Click Create Workflow to proceed.
  • You'll be redirected to the canvas containing three blocks: Start Block, Add Trigger, and End Block.
    • Add Trigger in Admin Handbook

Step 2: Add Trigger

  • Click Add Trigger to open the Trigger Configuration drawer with four trigger type options:
    • New User Registration
    • User Profile Update
    • Identity Dormant Account
    • Notify User on Password Expiry
      • Select Trigger Type in Admin Handbook

  • Choose the New User Registration from Select Event dropdown. In New User Registration there are two options such as:
    • Add New User Registration Event in Admin Handbook

    • User Self-Registration: User creation via branded signup page (e.g., https://<username>.miniorange.in/moas/idp/usersignup)
    • Create User via Admin Portal: Administrator manually creates users
    Trigger Configuration in Admin Handbook

  • Click Save to proceed.
  • After saving, several blocks are automatically created:
    • Event Trigger Source Block: Displays your configured trigger and source with an edit option available.
    • Add Step (Before Event Block): Configure filters for user creation conditions. For example, restrict user creation to emails containing "xecurify.com". Select attribute, operator, and value in the three dropdown fields.
    • Event Block: Pre-configured block showing user creation status when filters are passed.
    • Add Step (After Event Block): Configure tasks to perform after user creation, such as group assignments.
    • End Block: Indicates successful workflow execution completion.
    Configure Workflow Node in Admin Handbook

1. Add Step: Filter (Before Event Block)

  • Click Add Step (before event) to open the filter drawer. Configure filters for user creation conditions. For example, restrict user creation to emails containing "xecurify.com". Select attribute, operator, and value in the three dropdown fields.
    • Add Step Before Event Block in Admin Handbook

  • From the pop-up on the right side of the screen, select Filter as the step type and click it.
    • Select Filter Step Type in Admin Handbook

  • Here, multiple conditions can be added. Admins can choose between AND or OR while creating conditions, allowing workflows to trigger when any one of the conditions is met.
    • Configure Filter Conditions with AND OR Logic in Admin Handbook

  • While adding a condition, you can also add previously saved optional (non-required) custom user attributes.
    • Add Custom User Attributes in Admin Handbook

  • Click on Save to continue.

2. Add step: Task

  • Click on Add Step shown after the Event node.
    • Click Add Step button in Admin Handbook

  • From the pop-up on the right side of the screen, select Task as the step type and click it.
    • Select Task Step Type in Admin Handbook

  • Choose a task to perform.
    • Choose Task Type in Admin Handbook


  • Assign To Role:
    • Click on Task under Select step. Click on Assign To Role.
    • Select the role from the Assign Role dropdown (You can select only a single role and it doesn’t show the default roles).
    • Add one or multiple conditions under When or Fallback (Optional).
      • Assign To Role Task Configuration in Admin Handbook

    • Click on Save to continue.

  • Assign To Group:
    • Click on Task under Select step. Click on Assign To Group.
      • Always: Task executes without conditions
      • Conditional: Task executes based on configured conditions
      • Fallback: Executes only if no other condition-based tasks are performed
    • Select the target group from the dropdown (create if necessary) and configure any additional conditions.
      • Assign To Group Task Configuration in Admin Handbook

    • Click on Save to continue.

3. Save and Activate

  • Click Create at the top right to save the workflow. You'll be redirected to the workflow list page, where the new workflow appears with version status:
    • Click Create Button to Save Workflow in Admin Handbook

    • Draft: Inactive version ready for editing
      • Draft Workflow in Admin Handbook

    • Active: Currently executing version
    • Published - Indicates a version that has already been activated and can be reactivated again when required.
    • For deactivating version - Just disable the workflow
      • Disable Workflow in Admin Handbook

  • Use the action buttons to activate, preview, edit, or delete versions. A maximum of 10 versions per workflow is allowed.
    • Active Workflow with Action Buttons in Admin Handbook


Previously, the system only supported New User Registration, which allowed administrators to create users and enabled User Self-Registration.

Now, the system also supports a User Profile Update feature.

  • Choose the User Profile Update. from Select Event dropdown.
  • Click on Save button.
    • Select User Profile Update Event in Admin Handbook

  • Click on Add Step.
    • Click on Add Step button in Admin Handbook

    Through this feature, administrators can perform the following actions:

    • Assign a group to a user
    • Assign a role to a user
    • Unassign a group from a user
    • Unassign a role from a user

Task Selection

  • The system provides four different tasks for managing user associations. All tasks share the same set of attributes and filter options to maintain a consistent configuration process.
  • To begin, select any one of the available tasks. For example, choose Assign Group to User. Once the task is selected, the corresponding configuration screen will be displayed, where the required attributes and filters can be defined to control how the task is executed.
    • Assign Group to User in Admin Handbook

  • Select the Groups.
    • Select Groups in Admin Handbook


Attributes and Operators Configuration

The task configuration supports filtering users based on specific attributes and operators. These filters help define the conditions under which the task will be applied to users.

Supported Attributes

The following user attributes are available for configuration:

  • Username
  • Email
  • User Status
  • First Name
  • Last Name
Supported Operators

The following operators can be used to define the filtering conditions for the selected attributes:

  • Equal
  • Not Equal
  • Contains
  • Not Contains
  • Start With
  • End With

Administrators can configure the required attribute and apply the appropriate operator to define the condition. Based on the configured filters, the system will identify the users that match the criteria and execute the selected task accordingly.


Rule and Fallback Configuration

The task configuration supports defining multiple conditions using Rules and a Fallback mechanism.

Add Rule

The Add Rule option allows administrators to configure multiple conditions for task execution. Each rule can be created using the supported attributes and operators, and multiple rules can be combined using logical operators:

AND All configured conditions must be satisfied.
OR At least one of the configured conditions must be satisfied.

To add multiple conditions for a task:

  • Click Add Condition within the selected task.
  • Configure the required attribute, operator, and value.
  • Combine additional conditions using AND or OR as required.

This allows administrators to create complex filtering logic to determine which users the task should apply to.


Fallback Configuration

The Fallback configuration defines the action that should be executed if none of the configured rule conditions are satisfied.

To configure a fallback action:

  • Click Add Fallback
  • Select the group to be applied as the fallback configuration.

If any of the defined conditions fail or no rule matches the user attributes, the system will apply the configured fallback group.

Configure Fallback Configuration in Admin Handbook

  • Click on Save button.
    • Save Fallback Configuration in Admin Handbook

Adding and Creating Tasks

To configure multiple tasks within the workflow:

  • Click Add Step to add a new task.
  • Select the required task type (e.g., Assign Group to User, Assign Role to User, Unassign Group from User, or Unassign Role from User).
  • Configure the task by defining the required attributes, operators, and conditions as described in the previous steps.
  • Use Add Condition to include multiple rules and combine them using AND or OR operators if needed.
  • Optionally configure a Fallback action to define what should happen if none of the configured conditions are satisfied.

Repeat these steps to configure additional tasks as required.

Once all tasks are configured, click the Create button to save and activate the configuration.

Save and Activate User Profile Update in Admin Handbook


Activating the Configuration and Verifying Execution

After creating the configuration, the workflow will initially be in Draft state. To enable the configured tasks:

  • Change the workflow status from Draft to Active.

Once the workflow is active, the configured tasks will be executed based on the defined conditions.


Verification Steps

To verify the configuration:

  • Navigate to User → User List.
  • Select any user from the list.
  • Click Update and make the required changes.
  • Click Save.

Upon saving the user profile, the system will evaluate the configured rules and execute the corresponding tasks (such as assigning or unassigning roles or groups) based on the defined conditions and fallback configuration.

Verify User Profile Update in Admin Handbook


Viewing Workflow Execution History

To review the execution details of the configured workflow:

  • Navigate to Automation → Workflow → Execution History.

The Execution History page displays the list of workflow executions along with their status and details. From here, administrators can monitor whether the configured tasks were executed successfully and review the outcomes for each user update operation.

View Execution History in Admin Handbook

This scheduler-based workflow automatically identifies and manages dormant user accounts based on configurable inactivity periods.

1. Scheduler Configuration (Identify Dormant Account)

  • Select Scheduler to access pre-configured daily scheduling at 12:00 PM in your timezone. Available scheduler options include:
    • Once: Single execution at a specific date/time
    • Hourly: Every hour execution
    • Weekly: Specific weekdays at chosen time
    • Monthly: Selected monthly date at chosen time
    Configure Scheduler Trigger in Admin Handbook

  • Click on Next to continue.

2. Task Configuration (Identify Dormant Account)

  • Click Add Task between the trigger and end event. Select "Identify Dormant Account" from the task dropdown.
  • Configure the following options:
    • Number of Days Select dormancy period (7, 15, 30, 45, 60, 90, 180 days, or Custom)
    Custom Number of Days Enter specific day count when "Custom" is selected
    Action

    Choose account handling method:

  • Delete: Permanently remove dormant accounts
  • Disable: Deactivate accounts without deletion
  • Send Report to Admin: Generate a report only without account action
    		•
    Send Report to Admin Available for Delete/Disable actions
    Notify User Available only for the Disable action to inform users
    Configure Dormant Account Task Settings in Admin Handbook

  • Click on Save.

3. Save and Activate

  • Click on Save the task configuration, then save the entire workflow and follow the activation process described in the End User Creation Flow.
    • Save and Activate Task Configuration in Admin Handbook

This scheduler-based workflow manages password expiry notifications for users and administrators with customizable timing options.

1. Scheduler Configuration (Notify Password Expiry)

  • Select Scheduler to access pre-configured daily scheduling at 12:00 PM in your timezone. Available scheduler options include:
    • Once: Single execution at a specific date/time
    • Hourly: Every hour execution
    • Weekly: Specific weekdays at chosen time
    • Monthly: Selected monthly date at chosen time
    Configure Scheduler Trigger for Password Expiry Notification in Admin Handbook

  • Click on Next to continue.

2. Task Configuration (Notify Password Expiry)

  • Select Notify Password Expiry from the task dropdown with these configuration options:
  • Before Expiry Notifications:
    • Send Mail Before Expiry: Enable pre-expiry notifications.
    • Select intervals (Same Day, 7, 15, 30, 45, 60, 90 days).
    • Multiple intervals can be selected simultaneously.
  • After Expiry Notifications:
    • Send Mail After Expiry: Enable post-expiry notifications.
    • Number of Days: Same interval options as before expiry.
    • Multiple intervals supported.
  • Administrative Options:
    • Send Report to Admin: Generate administrative reports.
    • Include Disabled Users in Report: Available only when admin reports are enabled.
    • Configure Password Expiry Task Notification Settings in Admin Handbook

  • Click on Save.

3. Save and Activate

  • At least one notification option must be selected. Save the configuration and follow the standard workflow activation process.
    • Save and Activate Notify Password in Admin Handbook

Execution History

  • Navigate to Automations >> Workflows >> Execution history.
    • Navigate to Workflow Execution History in Admin Handbook

  • Here, you will see all the workflows listed.
    • View All Workflows List in Execution History in Admin Handbook

  • When a workflow fails, the system now records detailed error information so administrators can easily understand what went wrong.
  • Admins can now see why a workflow failed, at which step it failed, and what the system state was at that time.
  • These details are available in the workflow execution history by clicking on View Details.
  • Success Flow:
    • View Success Flow Details in Execution History in Admin Handbook

  • Failed Flow:
    • View Failed Flow Details in Execution History in Admin Handbook


User Update Workflow Triggers

The User Update Workflow is triggered whenever a user's profile or associated configuration is modified through various system flows. These updates can be performed by either End Users, Administrators, or through API operations.

The workflow may be triggered through the following scenarios:

1. End User Updates

  • End User Personal Details Update – Triggered when an end user updates their personal profile information.
  • End User MFA Method Update – Triggered when an end user modifies or updates their configured MFA (Multi-Factor Authentication) methods.

2. Just-In-Time (JIT) User Update Flow

The workflow can also be triggered during JIT (Just-In-Time) user updates initiated through integrated applications or identity providers. Supported integrations include:

Different Applications and Identity Providers

3. Administrator Updates

  • Admin Personal Details Update – Triggered when an administrator updates a user's personal details.
  • Admin MFA Method Update – Triggered when an administrator updates or manages a user's MFA configuration.

4. API-Based Updates

  • User Update via API (Single User / Admin Update) – Triggered when a single user's details are updated through API.

In all the above cases, the system evaluates the configured workflow conditions and executes the corresponding tasks such as assigning or unassigning roles and groups based on the defined rules and fallback configuration.

5. Email Templates Added for Workflow

  • Navigate to Customization > Email and SMS Templates.
    • Navigate to Email Templates in Admin Handbook

a. Disable Dormant Account Workflow Report

Send an Admin Report after disabling dormant users in the workflow.

Disable Dormant Account Workflow Report in Admin Handbook

b. Delete Dormant Account Workflow Report

Send an Admin Report after deleting dormant users in the workflow.

Delete Dormant Account Workflow Report in Admin Handbook

c. Dormant User Report

Send an Admin Report listing all dormant users identified by the workflow.

Dormant User Report in Admin Handbook

d. Password Expiry Alert

Send a notification to users before their password expiry.

Password Expiry Alert in Admin Handbook

e. Password Expiry Notification

Send a notification to users after their password expiry.

Password Expiry Notification in Admin Handbook

f. About to Expire Password Report

Send an admin report of users whose passwords are about to expire.

About to Expire Password Report in Admin Handbook

g. Password Change Success

Send a confirmation email that the user's password has been successfully changed.

Password Change Success in Admin Handbook


Auditing of All Admin Activities

We have introduced a full auditing system for admin actions.

Every admin activity is now logged, including who performed the action, what action was taken, on which resource, and when it happened. The audit logs also show whether the action succeeded or failed.

Admins can view these logs in a new Audit Reports page and apply filters for easier searching.


Important Notes

  • The system automatically detects the timezone during scheduler configuration
  • Multiple notification intervals can be configured for comprehensive coverage
  • Both dormant account and password expiry workflows support various scheduler frequencies
  • Workflows maintain version control with draft and active states
  • Maximum 10 versions per workflow with activation/deactivation capabilities