Creating an Approval and Pre-Provisioning Workflow

Approval and pre-provisioning workflows are triggered when service requests are made by users. Approval workflows allow you to handle pre-deployment activity for new service requests as well as pre-fulfillment activity for change requests. Some example tasks covered by an approval workflow include:

Running pre-deployment scripts

Obtaining approval for a service request (optionally based on quota, covered separately in Configuring a Quota-based Service Request Approval Process)

NotePencil-smallApprovers can use deployment parameters when approving a service request.

Who gets approval "rights" when an email is sent to a group of people?

When Embotics® vCommander® sends an email to a group of people requesting approval for a service request, all people in that group receive the email.

However, only one person in the group can approve or reject the request. As soon as the request is approved by one person in the group, the request is moves to the Approved state, unless additional approval steps are configured. If the request is rejected, no other emails are sent.

About approval workflow assignment

You can create only one global approval workflow for new requests, and one global approval workflow for change requests. If you do not want the global workflow to apply to all organizations, users and groups, you can override the global workflow by creating additional approval workflows and assigning them to specific organizations, users and groups.

Likewise, you can assign only one new service request approval workflow and one change request approval workflow to a particular organization, user or group.  

If multiple approval workflows are assigned to a user, approval workflows are applied in the following order:

User logged into the Service Portal as a member of an organization

User logged into the Service Portal as "self" (meaning not as a member of an organization)

1.Approval workflow assigned directly to the user

2.Approval workflow assigned to an organization of which the user is a member (if the user is a member of multiple organizations, the organization is the one the user was logged into when making the request)

3.Approval workflow assigned to an AD group of which this user is a member. If there are multiple AD groups, the approval workflow assigned to the nearest group is applied. If the AD groups are at the same level, the approval workflow assigned to the lowest group (alphabetically) is applied.

4.Global approval workflow

1.Approval workflow assigned directly to the user

2.Approval workflow assigned to an AD group of which this user is a member. If there are multiple AD groups, the approval workflow assigned to the nearest group is applied. If the AD groups are at the same level, the approval workflow assigned to the lowest group (alphabetically) is applied.

3.Global approval workflow

New service requests: Creating an approval and pre-provisioning workflow

Access through:

Configuration menu > Service Request Configuration > Approval Workflow tab

Available to:

vCommander Role of Superuser and Enterprise Administrator

Note that an example approval workflow for new service requests is available for you to customize.

To create an approval workflow for new service requests:

1.Click Add.

As a shortcut, you can also select an existing workflow in the list and click Copy.

To edit an existing workflow, select the workflow from the list and click Edit.

2.On the Name & Type page, enter a name for the workflow.

3.From the Apply this workflow menu, select When a new request is created.

4.On the Assignment page, assign the workflow to an organization, to users and groups, or both. See About approval workflow assignment above for more information.

5.On the Steps page, set up the steps for your workflow process by selecting from the drop-down menu. See Workflow Steps Reference for details on each step type.

Conditional steps: You can make a step conditional by selecting Execute when conditions are met from the Step Execution drop-down menu. See also Making Workflow Steps Conditional.

Click Add to configure another step.

NotePencil-smallClicking vars-20x20 in any text field that supports variables opens the Variable Assistant, which allows you to select variables for the current context and provides help for each variable.

6.On the Automation Options page, specify whether approved requests will be automatically deployed.

To allow administrators to manually deploy requests, select Manually deploy approved requests.

To deploy VMs and virtual services automatically once the service request has received approval, select Automatically deploy approved requests.

NotePencil-smallTo enable automated deployment, you must also configure a deployment destination on the target managed system. See Configuring Automated Deployment for Approved Service Requests.

7.vCenter only: If you selected Automatically deploy approved requests and you want the primary owner to be set as the administrator of the VM during the automated deployment process, enable Set primary owner as administrator.

If you select this option, any Windows VM that is configured with a customization specification in this workflow will automatically assign the primary owner to the local Administrator group.

Important: The VM customization process may proceed for some time after the VM is created. If anyone interrupts the customization process by logging into the VM, the primary owner will not be added as administrator. To ensure that the service requester isn't prematurely notified that the VM is ready for use, add a Wait For Event step to your completion workflow. From the Wait For menu, choose Guest OS customization to complete, and in the Wait Time field, enter 1800 seconds.        

8.On the Summary page, review your settings and click Finish.

Change requests: Creating an approval and pre-fulfillment workflow

Access through:

Configuration menu > Service Request Configuration > Approval Workflow tab

Available to:

vCommander Role of Superuser and Enterprise Administrator

To create an approval workflow for service change requests:

1.Click Add.

As a shortcut, you can also select an existing workflow in the list and click Copy.

To edit an existing workflow, select the workflow from the list and click Edit.

2.On the Name & Type page, enter a name for the workflow.

3.In the Apply this workflow drop-down menu, select when a change request is created.

4.On the Assignment page, assign the workflow to an organization, to users and groups, or both. See About approval workflow assignment above for more information.

5.On the Steps page, set up the steps for your workflow process by selecting from the menu. See Workflow Steps Reference for details on each step type.

Conditional steps: You can make a step conditional by selecting Execute when conditions are met from the Step Execution drop-down menu. For example, you might want to send an approval email only if the changes require a power-down. Click Edit, and in the Condition field of the Variable Assistant, enter the following:

#{request.rebootRequired} -eq true

See also Making Workflow Steps Conditional.

Click Add to configure another step.

6.On the Automation Options page, specify whether approved requests will be automatically fulfilled.

Choose the default fulfillment behavior by selecting from the Default Fulfillment Behavior drop-down menu.

If you enable the Immediately fulfill changes not requiring power down checkbox, any part of the change request that doesn't require powering down the VM will be fulfilled immediately upon approval.

7.To set a different behavior for a specific form:

Click the form's checkbox and select a fulfillment behavior from the menu.

Enable Immediately fulfill changes not requiring power down for the specific form if required.

The fulfillment behavior options are:

Manual: An administrator must fulfill change requests manually. If you enable Immediately fulfill changes not requiring power down, any part of the change request that doesn't require powering down the VM will be fulfilled immediately upon approval.

Automatic/Scheduled: The request will be fulfilled during the next maintenance window. If you enable Immediately fulfill changes not requiring power down, any part of the change request that doesn't require powering down the VM will be fulfilled immediately upon approval. See Power State Required for Reconfiguring VM Resources below to learn which tasks require a power-down.

Automatic/Immediate: All changes, including those requiring a power-down, will be fulfilled automatically upon approval. If you select this option, you cannot deselect the Immediately fulfill changes not requiring power down checkbox.

For example, if you want to:

immediately fulfill all decommissioning requests

immediately fulfill all non-disruptive resource change requests

fulfill all disruptive resource change requests during the maintenance window

Then select:

Automatic/Immediate for your Decommissioning Request form

Automatic /Scheduled for your Resource Change Request form, with Immediately fulfill changes not requiring power down enabled

8.On the Summary page, review your settings and click Finish.

Power state required for reconfiguring VM resources

The following table provides details on whether a VM must be powered down for the various resource reconfiguration tasks.

Table: Hot/Cold Resource Changes for Each Virtualization Platform

 

VM must be powered down to reconfigure?

Task

vCenter

SCVMM

AWS

ARM

Change CPU / memory resources OR change instance type

Dictated by CPU Hot Plug and Memory Hot Plug settings for the VM in vCenter

Yes

Yes

Yes

Add network adapters

--

Yes

--

Yes

Delete network adapters

Yes

Yes

--

Yes

Change subnet (network)

N/A

N/A

N/A

Yes

Expand disk capacity

--

Yes

Existing disks cannot be expanded.

Yes

Add storage resources

--

--

--

--

Delete storage resources

--

--

--

--