HR Leavers Solution

HR Leavers Solution Demonstration

The HR Leavers PowerPlay solution provides a clean and easy way for you to automate your user onboarding and save time for your service agents.

Below, you'll find a demonstration of the HR Leavers Solution in action:

What does it do?

With the HR Leavers solution, HR or managers for your customers can submit offboarding requests as they normally would for users on a scheduled day.

After the ticket has been submitted, the HR Leavers Solution will take over and ensure that on that day, the user's account is automatically offboarded and access is revoked.

Deployment

In this section, we'll cover how to go through the deployment process for the HR Leavers Solution.

For the deployment to work, you will need to deploy the solution library, then deploy either the ALM or self-service solution.

Solution Library Deployment

In the following video, we show an example deployment from the Solution Library:

1. Open your Admin Portal and head to Integrations > Solution Library.
2. Select the Managed Solutions tab and open the HR Leavers solution.

   

   On this page, you can also see a version history as well as a list of features that will be deployed.
3. Select the latest version available, and then click Deploy​

   

4. Follow the on-screen prompts to select a Queue/Board, Status, and Priority:

   

5. Confirm by selecting Deploy. (This step can take some time to complete. Please do not close out of this page.)

   

6. Confirm under Advanced > Events and Email Delivery > Custom Template > Flow template to make sure your assets have deployed correctly:

   

   You should see two events and an email template created by the HR Leavers deployment.

Solution Marketplace Deployment

1. Head to the PowerPlay Marketplace and select Download Solution for the HR Leavers solution:

   

2. Select Request ALM Deployment:

   

3. Navigate to your open tickets on the DD4DD Support Portal, and you should see a ticket with a name similar to PowerPlay App Deployment Request: HR Leavers:

   

4. Open the ticket and scroll down to the automated system comment. You will see a request for you to fill out an additional form. Fill this out with the requested details, and then submit:

   

5. After this deployment has completed, you should see a confirmation that it has started the deployment for you.
6. Once the deployment is finished, you will see a confirmation that your deployment was successful.
7. To confirm, open Power Apps and navigate to the Solutions tab. Under managed, you should see a successful deployment for HR Leavers:

   

Post Deployment

SharePoint Site Creation

1. Navigate to your Active Sites in SharePoint under the customer's tenant
2. Click Create and Select a Team site, then use the standard template and fill out the Site's information:
   1. Name: HR Leavers
   2. Group email address: HRLeavers
   3. Group owner: Admin for your customer's tenant
   4. Privacy settings: Private - only members can access this site
3. Add any members that should have access and create the site
4. Note down the URL of the site, as this will be required for our setup. Expected format as: https://abc123.sharepoint.com/sites/HRLeavers

CustOrg Connection References, Environment Variables & Cloud Flows

In the following video, we walk through the post deployment configuration of the Connection References, Environment Variables, Cloud Flow enablement, and Enumerating Command Offers:

1. Under your CustOrg environment, navigate to the Default Solution and open the Connection references tab in the Objects panel
2. Update the IECB CustOrg HR Leavers - HTTP with Microsoft Entra ID connection reference to use the connection you configured in your post-deployment steps.
   1. This solution requires the following Microsoft Graph delegated permissions (scopes) to be granted to the connection. Granting permissions is covered in our Pre-Deployment Checks:
      1. Directory.ReadWrite.All
      2. Files.ReadWrite.All
      3. GroupMember.ReadWrite.All
      4. RoleManagement.ReadWrite.Directory
      5. Sites.ReadWrite.All
      6. User.EnableDisableAccount.All
      7. User.ReadWrite.All
   2. Optionally, if you're using Azure Automation for the conversion of shared mailboxes, also grant the following Microsoft Graph application permissions:
      1. Application.Read.All
      2. AppRoleAssignment.ReadWrite.All
3. Now, under the Environment variables tab in the Objects panel, update the following variables:
   1. IECB HR Leavers - Azure Automation Enabled: If you are using the Shared Mailbox part of this solution, you can select yes for this; otherwise, leave this as no.
   2. IECB HR Leavers - Azure Automation Webhook: If you are using the Shared Mailbox part of this solution, you can put your webhook here; otherwise, leave this empty.
   3. IECB HR Leavers - SharePoint Site: This will be the URL for your HR Leavers SharePoint site.
4. Navigate back to your CustOrg's Managed Solutions and open the IECB-CustOrg-App-HR Leavers solution
5. Under Cloud flows in the Objects panel:
   1. Enable all child flows.
      These will be named as [DDCommand] name (child).
   2. Once the child flows are enabled, enable the remaining parent flows
6. Navigate back to your CustOrg's Managed Solutions and open the IECB CustOrg Library solution and run the [Scheduled] Enumerate Command Offers flow

ServOrg Connections & Connection References

1. Under your ServOrg environment, navigate to the Default Solution and open the Connection references tab in the Objects panel
2. Update the IECB HR Leavers - DeskDirector connection reference to use the connection you configured in your post-deployment steps.
3. Update the IECB HR Leavers - Office 365 reference to use the connection you configured in your post-deployment steps.

ServOrg Environment Variables

1. Under your ServOrg environment, navigate to the Default Solution and open the Environment variables tab in the Objects panel
2. There is a set of environment variables that you now need to set:
   1. IECB HR Leavers - Approval Required:
      Set this to on if you want your HR Leavers forms to request approval from your client's approvers before being actioned
   2. IECB HR Leavers - Board ID:
      Set this to the ID for the Queue or Board that you want your offboarding request tickets to land on
   3. IECB HR Leavers - Email Template ID:
      As part of the Solution Library deployment in your DeskDirector Admin Portal, an email template will have been created for you. You can find this in your Admin Portal under Email Delivery > Custom Template > Flow template. Select the HR Leavers - Email to CustOrg template and copy the ID from the URL bar:

      

   4. IECB HR Leavers - Event ID - Ticket Submission and the IECB HR Leavers - Event ID - Form on Existing Ticket:
      Similar to the previous environment variable, you can find these IDs in the URLs for each HR Leavers event in your Admin Portal under Advanced > Events:

      

   5. IECB HR Leavers - Status IDs:
      You'll have to set 3 environment variables for your Closed, Completed, and In Progress status IDs. To find these:
      1. Head to your Admin Portal and open the System > Service Configuration
      2. Press F12 to open the web development tools and select the Network tab. (You can resize if needed to make things easier to see.)

         

      3. In your Admin Portal now, select the Statuses tab:

         

      4. You should see an entry now in your Network tab for statuses?state=active. Select this and then on the response tab, press Ctrl + F:

         

      5. Search for "name": "<YOUR STATUS NAME HERE>" (including any quotation marks) and then copy the entityId number for each of your status environment variables in PowerApps.
   6. IECB HR Leavers - Member ID:
      This will be the member ID of your Master Administrator in DeskDirector.

ServOrg Cloud Flows

1. Navigate to your ServOrg's Managed Solutions and open the IECB-ServOrg-App-HR Leavers Solution, then open the Cloud flows tab in the Objects panel
2. Enable the [HttpReq] HR Leavers - Process Entra account offboarding request flow and all child flows. (Note: if you have already fully deployed the HR Leavers solution for at least one other client, you may skip this step.)
   These will be named as [HttpReq] name (child).
3. Enable the [HttpReq] Update Entra Users Dynamic List flow. (Note: if you have already fully deployed the HR Leavers solution for at least one other client, you may skip this step.)
4. Enable any remaining un-enabled flows. (Note: if you have already fully deployed the HR Leavers solution for at least one other client, you may skip this step.)
5. Run the [1-Manual] Update IECB HR Leavers CustOrg table flow
6. The IECB HR Leavers CustOrgs table will be updated as an output of the above step

   

7. Within the table, update the HR Leavers Installed flag from FALSE to TRUE

   

Security Roles & App Sharing

1. Navigate to your Power Platform Admin Center and open your ServOrg environment, then open the Users menu.
2. For each account you want to grant access to for the HR Leavers app:
   1. Search for the account
   2. For the relevant account in the list, click ⁝ (More Options) > Manage security roles
   3. Apply the HR Leavers Users security role
   4. Click Save

Service Orchestrator

1. From the Apps tab in your Objects panel under the IECB-ServOrg-App-HR Leavers Solution back in Power Apps, select ⁝ (More Options) > Details for the HR Leavers App, and copy the Web link for the app
2. Navigate back to your Managed Solutions in your ServOrg and open the Service-Orchestrator-Library, then play the Service Orchestrator App
3. In the Service Orchestrator (once it loads, select Configuration Details and paste your HR Joiners web link under the HR Leavers playbook
4. Navigate back to your IECB-ServOrg-App-HR Leavers Solution and play the HR Leavers App.