Hi,
I have a requirement where if a user gets deactivated from our organization, we need a request submitted to revoke their software license. How can this be achieved?
Currently, it's somewhat of a manual process, although it is mostly automated other than two button clicks for the user. We currently have a flow that is triggered when a user's record changes from Active = True to Active = False and when that happens, it checks if any requests exist that have a software license effective date that is still effective as of today's date or in the future. When it finds the request, it sends an email to the Assigned To user that the Requested For user has been deactivated and to click a button on the notification to revoke their software license. The user clicks a button on the email, and it automatically opens the catalog item in our Service Portal and automatically populates the variables in the form, so all the user has to do is click Submit.
Here is a snapshot of the flow:
Here is the mail script on the notification that populates the variables for the user when they click the botton:
var sysid = current.sys_id;
var nameOfPerson = current.variables.name_of_person.getValue();
url = gs.getProperty('glide.servlet.uri') + 'sp?id=sc_cat_item&sys_id=12345678910&sysparm_category=12345678910&request=revoke&name_of_person=' + nameOfPerson + '&revoked=' + sysid;
template.print(global.OutlookRoundedButtonDynamic('Revoke License', '16', 'FFFFFF', 'ce1141', '7', '20%', url) + ' ');
When the Assigned To user clicks the Revoke License button on the email, the catalog item opens in the browser and auto-populates the variables from the URL and the Assigned To user just has to click Submit.
We would like to automate this further to where, instead of sending an email notification and have the Assigned To user click a button to submit the request for revoking the software license, we just want a request automatically submitted without any inputs from users.
Is this possible via flow?
Apologies @ayushraj7012933 I don't believe I have that spoke installed in our Workflow Studio. See image:
I did, however, find this action:
Unfortunately, this action also does not have a field for me to configure the Requested For and Opened By.
Submit Catalog Item and Record Producers are the only two actions we have available as we are only using a limited application scope.
Hi @ayushraj7012933 that worked! I was able to populate the Requested For and Opened By fields using the method you suggested. I have one last challenge I was hoping you could help me with. The "Submit Catalog Item" Action has a system limitation and can only map 40 variables, however our catalog item has well over 40+ variables. I did notice that at the bottom of the action, the last field has "Variables as JSON".
I'm wondering, could I use this field to map all the variables using script? If so, could you confirm for me that I've written this code correctly? This is just a small snippet for proof of concept. I would update this as needed for the remaining 40+ variables.
// Define all variables in a JSON object from the previous software license request
var requestType = fd_data._7__get_catalog_variables.request_type;
var nameOfPerson = fd_data._7__get_catalog_variables.name_of_person;
var revocationDate = fd_data._7__get_catalog_variables.date_required
var details = {
// Key-value pairs for all variable names and their desired values
'variables': {
'request_type': requestType,
'name_of_person': nameOfPerson,
'date_required': revocationDate
}
};
