CentrexIT — Immy.bot New Client Alert Automation

Jonathan Christensen Standard Draft 1 min

DraftJonathan Christensenv1.0

Rewst Workflow Documentation: Immy: NewHaloClientAlert

Overview

Property	Value
Name	Immy: NewHaloClientAlert
ID	019bb984-1d2a-78d9-90bf-3e8808ec205e
Type	Standard
Tags	Production
Task Count	7
Triggers	None configured

Purpose

This workflow identifies HaloPSA clients that do not have a corresponding tenant in ImmyBot and creates a HaloPSA ticket to alert the team about these missing clients. It helps ensure synchronization between HaloPSA and ImmyBot by flagging clients that may need to be onboarded into ImmyBot.

Workflow Flow Diagram

                    +------------------------+
                    |   start_initialize     |
                    |   (noop - kickoff)     |
                    +------------------------+
                               |
               +---------------+---------------+
               |                               |
               v                               v
    +-------------------+           +------------------------+
    | get_halo_         |           | immy_bot_list_         |
    | new_clients       |           | tenants                |
    | (HaloPSA)         |           | (ImmyBot)              |
    +-------------------+           +------------------------+
               |                               |
               +---------------+---------------+
                               |
                               v
                    +------------------------+
                    |    merge_candidates    |
                    |    (join=2, noop)      |
                    +------------------------+
                               |
                               | Publishes: candidates,
                               | immy_tenant_names,
                               | debug_halo_names
                               v
                    +------------------------+
                    | compare_find_missing   |
                    |       (noop)           |
                    +------------------------+
                               |
                               | Publishes: missing_clients,
                               | filtered_missing
                               v
                    +------------------------+
                    |   filter_exclusions    |
                    |       (noop)           |
                    +------------------------+
                               |
               +---------------+---------------+
               |                               |
               v                               v
    +-------------------+           +------------------------+
    | halo_create_      |           |        (END)           |
    | ticket            |           |   No missing clients   |
    | (HaloPSA)         |           +------------------------+
    +-------------------+

Task Details

1. start_initialize

Property	Value
Action	noop (Core)
Description	Kicks off parallel fetches from Halo and ImmyBot
Join	0
Timeout	600s

Transitions:

On SUCCEEDED → Triggers both get_halo_new_clients AND immy_bot_list_tenants (parallel execution)

2. get_halo_new_clients

Property	Value
Action	List Clients (HaloPSA)
Description	Returns active Halo clients
Publish Result As	halo_clients
Timeout	600s
Input Parameters:

json
{
  "query_params": {
    "search": null,
    "toplevel_id": null,
    "includeactive": true,
    "includeinactive": false
  }
}

Transitions:

On SUCCEEDED → merge_candidates

3. immy_bot_list_tenants

Property	Value
Action	List Tenants (ImmyBot)
Description	Retrieve list of existing ImmyBot tenants
Publish Result As	immy_tenants
Timeout	600s

Transitions:

On SUCCEEDED → merge_candidates

4. merge_candidates

Property	Value
Action	noop (Core)
Description	DEBUG - Wait for Halo + ImmyBot, then show what we have
Join	2 (waits for both parallel tasks)
Timeout	600s
Published Variables on Success:

Variable	Jinja Expression	Purpose
candidates	`{{ CTX.halo_clients.clients \| default(CTX.halo_clients \| default([])) }}`	Normalized list of Halo clients
immy_tenant_names	`{{ (CTX.immy_tenants \| default([])) \| map(attribute='name') \| map('trim') \| map('lower') \| reject('equalto', '') \| list }}`	Lowercase, trimmed list of ImmyBot tenant names
debug_halo_names	`{{ (CTX.halo_clients.clients \| default(CTX.halo_clients \| default([]))) \| map(attribute='name') \| map('trim') \| map('lower') \| reject('equalto', '') \| list }}`	Debug list of Halo client names

Transitions:

On SUCCEEDED → compare_find_missing
On FAILED → (End)

5. compare_find_missing

Property	Value
Action	noop (Core)
Description	Action for flow control, logic, or data
Timeout	600s
Published Variables on Success:

Variable	Purpose
missing_clients	List of Halo client objects whose names are NOT in ImmyBot
filtered_missing	Comma-separated string of missing client names, excluding specific exclusions
Jinja Logic for missing_clients:

jinja
{% set result = [] %}
{% for client in CTX.candidates %}
  {% if (client.name | trim | lower) not in CTX.immy_tenant_names %}
    {% set _ = result.append(client) %}
  {% endif %}
{% endfor %}
{{ result }}

Jinja Logic for filtered_missing (with exclusions):

jinja
{% set names = [] %}
{% for client in CTX.missing_clients %}
  {% set n = client.name | lower %}
  {% if 'test' not in n
     and 'recycle for cyber assessment' not in n
     and 're-installed agents' not in n
     and 'apex namg affiliated' not in n
     and 'a test company' not in n
     and 'template' not in n
     and 'unknown' not in n
     and 'nfr-test' not in n
     and 'best best and krieger' not in n
     and 'synthekine' not in n
     and 'satomic' not in n
     and 'san diego museum of art' not in n
     and 'balboa park online collaborative' not in n
     and 'cirsium biosciences' not in n
     and 'reproductive sciences medical center' not in n %}
    {% set _ = names.append(client.name) %}
  {% endif %}
{% endfor %}
{{ names | join(', ') }}

Transitions:

On SUCCEEDED → filter_exclusions

6. filter_exclusions

Property	Value
Action	noop (Core)
Description	Action for flow control, logic, or data
Timeout	600s

Transitions:

On SUCCEEDED AND CTX.filtered_missing | length > 0 → halo_create_ticket
On SUCCEEDED AND CTX.filtered_missing | length == 0 → (End - no ticket needed)

7. halo_create_ticket

Property	Value
Action	Add or Update Tickets (HaloPSA)
Description	Adds or updates one or more ticket(s)
Timeout	600s
Key Input Parameters:

Parameter	Value
summary	”New Halo Clients Missing from ImmyBot”
details	`{{ CTX.filtered_missing }}`
site_id	874
user_id	63
agent_id	27
client_id	12
tickettype_id	34
onhold	true
excludefromsla	true
_forcereassign	true

Transitions:

On SUCCEEDED → (End)

Exclusion List

The workflow filters out the following client names from the alert:

Clients containing “test”
“recycle for cyber assessment”
“re-installed agents”
“apex namg affiliated”
“a test company”
“template”
“unknown”
“nfr-test”
“best best and krieger”
“synthekine”
“satomic”
“san diego museum of art”
“balboa park online collaborative”
“cirsium biosciences”
“reproductive sciences medical center”

Integrations Used

Integration	Actions Used
HaloPSA	List Clients, Add or Update Tickets
ImmyBot	List Tenants
Core	noop (4 instances)

Summary

This workflow automates the detection of HaloPSA clients that haven’t been set up in ImmyBot by:

Fetching data in parallel from both HaloPSA and ImmyBot
Comparing client lists using case-insensitive name matching
Filtering out known exclusions (test accounts, specific clients, etc.)
Creating a HaloPSA ticket only if there are legitimate missing clients to report

Purpose

Ensure a path for new client tenant configuration is active and documented

Scope

Service Desk, Automation team

Responsibility

Service Desk, Automation team

Definitions

Example
Example

Procedure

First activity (Plan or preparation)

Who performs it, and what do they do?
When do they do it?
Repeat as needed
Include references and links to supporting documentation

Second Activity (Do)

Who performs it, and what do they do?
When do they do it?
Repeat as needed
Include references and links to supporting documentation

Third Activity (Check)

Who performs it, and what do they do?
When do they do it?
Repeat as needed
Include references and links to supporting documentation

Effectiveness Criteria

What measures are used to ensure the procedure is working or is complete?
What records are required?
Where are the records stored?

References

EXTERNAL only – i.e., industry best practices, CIS18, this is not for cIT internal references

Process References

Link to process map.

Note: Please add KB relationships to core process, process. SOPs or other WIs on the right.

Knowledge Center

Rewst Workflow Documentation: Immy: NewHaloClientAlert

Overview

Purpose

Workflow Flow Diagram

Task Details

1. start_initialize

2. get_halo_new_clients

3. immy_bot_list_tenants

4. merge_candidates

5. compare_find_missing

6. filter_exclusions

7. halo_create_ticket

Exclusion List

Integrations Used

Summary

Purpose

Scope

Responsibility

Definitions

Procedure

Effectiveness Criteria

References

Process References

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