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EmpowerID Admin Lab 9 - Create a No-Code workflow for Person Termination

Purpose​

This lab guides you through creating a no-code workflow and corresponding Flow Policy to process the termination of an employee based on a flow event triggered by the JML processes.

Lab Overview​

Within this lab you will complete the following processes which are required to successfully create a new No-Code Flow definition and corresponding Flow policy.

  • Create Flow Definition
  • Add flow items to the flow definition
  • Create new flow items
  • Create flow policies and define the scope
  • Tie flow event to flow definition through the Flow Policy
  • Create a test flow inbox entry
  • Monitor the flow inbox processing
  • Verify the Business Request creation

Prerequisites​

  1. Access to the EmpowerID training environment.
  2. Familiarity with flow definitions and policies.

Steps​

1. Create a Flow Definition​

  1. Navigate to Low Code No Code Workflow > No Code Flows > Flow Definitions.
  2. Click the + button to create a new flow definition.
  3. Configure the following:
    • Name: Terminate Employee
    • Display Name: Terminate Employee
    • Description: Terminate any person identities that are employee types.
    • Business Request Type: Person Leaver
  4. Save the flow definition.

2. Add Flow Items to the Flow Definition​

  1. Open the Terminate Employee flow definition.
  2. Add the following flow items:
    • Disable Person:
      • Delay: 0 hours
      • No dependency.
    • Disable All Person Accounts:
      • Delay: 0 hours
      • No dependency
    • Notify Manager:
      • Delay: 0 hours
      • No dependency
      • Add the following JSON data in the Fulfillment WF JSON field. 
        {"EmailTemplateName": "ManagerDeletionNotificationEmail"}
    • Notify Admin Team:
      • Create a new flow item:
        1. Navigate to Flow Items and click the +.
        2. Configure:
          • Item Type: Email Person
          • Scope Type: Person
          • Name: Notify Admin Team
          • Display Name: Notify Admin Team
        3. Save the flow item.
      • Return back to the flow definition and add the Notify Admin Team item to the flow definition.
        • Delay: 0 hours
        • No dependency
        • Add the following JSON data in the Fulfillment WF JSON field. The management role GUID for the All Access management role can be found in the Advanced section of the Advanced Tab on the Management Role ViewOne page. The GUID value should be: fbac15ce-344d-4a14-a985-4cc63886fe70
        • Fulfillment JSON: 
          {
            "ManagementRoleIDToNotify": "<ManagementRoleGUID>",
            "DoNotSendEmailToTargetPerson": true,
            "EmailTemplateName": "ManagerDeletionNotificationEmail"
          }
    • Transfer Ownership of Resources:
      • Use the "Transfer Responsible Party" flow item.
      • Delay: 0 hours
      • No dependency
    • Remove Non-RBAC Assigned Groups:
      • Delay: 0 hours
      • No dependency
      • Set Override Approval Policy to No Approval Steps.
    • Terminate Person:
      • Delay: 1 hour.
      • No Dependency
    • Terminate Accounts:
      • Delay: 1 hour.
      • No Dependency
  3. Save the flow definition.

3. Create a Flow Policy​

  1. Navigate to No Code Flow Event Policies.
  2. Click the + button to create a new policy.
  3. Configure:
    • Flow Event: Person Leaver
    • Flow Definition: Terminate Employees
    • Name: Terminate Employees
    • Display Name: Terminate Employees
    • Scope Type: By Location
    • Location: Select the HR Worker Flat File locations
    • Priority: 90 (higher than the default policy).
  4. Save the flow policy.

4. Test the Policy​

  1. Prepare a test person:
    • Select a person you want to terminate
    • On you Lab machine, open Active Directory Users and Computers and Assign the person to a group (e.g., Acme Banking Newsletter).
    • In EmpowerID, bring up a group and assign the person as the responsible party (e.g., Acme Emergency Event Notification).
  2. Trigger a test flow event:
    • Navigate to Flow Event Inbox and click the +.
    • Configure:
      • Initiated By: Your name
      • Event: Person Leaver
      • Target Person: Test person (e.g., Emily Campbell).
    • Save the event.
  3. Ensure the event is created in the inbox.

5. Monitor and Verify Processing​

  1. Navigate to Flow Event Inbox and ensure the test event processes successfully. It may take a few minutes for the job to pick up the record.
  2. Navigate to the Flow Inbox and ensure the test inbox record processes successfully. It may take a few minutes for the job to pick up the record.
  3. Navigate to My Tasks and find your business request in the My Requests page.
  4. Bring up the task and confirm:
    • Task itemss created match the flow definition steps.
    • Task statuses reflect progress.
  5. Verify the following:
    • Person object is disabled.
    • AD account is disabled.
    • Responsible Party assigment is changed to the manager
    • Group memberships are removed.
    • Emails are sent to the manager and admin team.
    • Person and accounts are deleted after the delay.

Notes​

  • Use appropriate management role GUIDs in JSON configurations for flow items.
  • Monitor job statuses in Job History to ensure successful processing.
  • Adjust delays as needed for testing environments.

Completion​

Once the workflow processes the termination successfully and all related tasks are completed, this lab is complete. Proceed to the next lab to explore additional EmpowerID features.

Video Walk-thru​

View a video walk-thru of this lab exercise.