Product Documentation

To create and manage workflows

Feb 13, 2015
You can use workflows to manage the creation and removal of user accounts. Before you can use a workflow, you need to identify individuals in your organization who have the authority to approve user account requests. Then, you can use the workflow template to create and approve user account requests.

When you configure XenMobile for the first time, you configure workflow email settings. You must configure workflow email settings to use workflows. You can change workflow email settings at any time. These settings include the email server, port, email address, and whether the request to create the user account requires approval or not.

You can configure workflows in two places in XenMobile:
  • In the Workflows page in the XenMobile console. On the Workflows page, you can configure multiple workflows for use with app configurations. When you configure workflows on the Workflows page, you can select the workflow when you configure the app.
  • When you configure an application connector, in the app, you provide a workflow name and then configure the individuals who can approve the user account request. See Adding Apps to XenMobile.

You can assign up to three levels for manager approval of user accounts. If you need other people to approve the user account, you can search and select additional people to approve by using the person's name or email address. When XenMobile finds the person, you then add the him or her to the workflow. All individuals in the workflow receive emails to approve or deny the new user account.

  1. In the XenMobile console, click Configure > Settings > Workflows.

    Select workflosw

    Workflows page

    The Workflows page appears.
  2. On the Workflows page, click Add. The Add Workflow page appears.

    Add workflows page

  3. On the Add Workflow page, in the Name field, type a unique name for the workflow.
  4. In Description, optionally type a description for the workflow.
  5. In the Email Approval Templates list, select the email approval template to be assigned. You create email templates in the Notification Templates section under Settings in the XenMobile console. When you click the eye icon to the right of this field, the following tip appears.

    Email template tip

  6. In the Levels of manager approval list, select the number of levels of manager approval required for this workflow.
  7. In the Select Active Directory domain list, select the appropriate Active Directory domain to be used for the workflow.
  8. Next to Find additional required approvers, type the additional required person's name in the search field and then click Search. Names originate in Active Directory.
  9. When the person's name appears in the field, select the check box next to his or her name. The person's name and email address appear in the Selected additional required approvers list. To remove a person from the Selected additional required approvers list, do one of the following:
    • Click Search to see a list of all the people in the selected domain.
    • Type a full or partial name in the search box, and then click Search to limit the search results.

    Persons in the Selected additional required approvers list have check marks next to their name in the search results list. Scroll through the list and clear the check box next to each name you want to remove.

  10. Click Save.

    The created workflow appears on the Workflows page.

    After you create the workflow, you can view the workflow details, view the apps associated with the workflow, or delete the workflow. You cannot edit a workflow after you create the workflow. If you need a workflow with different approval levels or approvers, you must create a new workflow.

To view details and delete a workflow

  1. On the Workflows page, in the list of existing workflows, select a specific workflow by clicking the row in the table or by checking the check box next to workflow.
  2. To delete a workflow, click Delete. A confirmation dialog box appears. Click Delete again.
    Important: You cannot undo this operation.