Organizations
Organizations are the primary method of segregating templates and processes. Templates and Processes available to an organization will not necessarily be available to other Organizations.
Creating Organizations
From the Login page (public facing)
When a user makes a request to join the Portal from the login page...
...a Portal admin will receive notification of the request, and be able to accept or deny the request by logging into the Portal and going to the Organization settings page.
After which (if accepted) the organization would appear on the list of Organizations in the portal.
From the Organization settings (requires Portal Admin access)
If you have Portal Admin access, you can also create Organizations by going into Settings -> Organizations -> New organization
After filling in the form with the necessary details:
Name (required): name of the Organization to be created. This name has to be unique.
Contact email (required): first admin user for this Organization.
Domains to auto assign to this Organization (optional): A list of email domains where new incoming users with email addresses from the listed domains will be automatically added to this organization (comma separated values).
Assign Tag to Processes created by Organization (optional): this tag will automatically be assigned to processes created by this Organization in the BAP.
Processes with Tag viewable by the Organization (optional): Processes created in the Frends platform with any of the listed Tags will be viewable to this Organization in the BAP. Processes MUST already be deployed to a production Agent Group.
Agent Groups (required):
Test : test Agent Group where instances of a processes created by this Organization, will be used to run while in test
Production: production Agent Group where instances of a Process created by this Organization, will be used to run while in production.
...a new Organization will be created
Managing Organizations
Once an Organization has been created, a user with Portal Admin access will be able to manage the Organization through the Organization setting page (Settings-> Organization -> "Settings" for targeted Organization)
Which will bring you to the settings screen for that Organization:
Organization setting fields interactions:
Users: list of users associated with this Organization (see Users section below for more details).
Name: name of the Organization to be created. This name has to be unique.
Contact email: first admin user for this Organization.
Domains to auto assign to this Organization: A list of email domains where new incoming users with email addresses from the listed domains will be automatically added to this Organization (comma separated values).
Assign Tag to Processes created by organization: this tag will automatically be assigned to Processes created by this Organization in the BAP.
Processes with Tag viewable by the Organization: Processes created in the Frends platform with any of the listed Tags will be viewable to this Organization in the BAP. Processes MUST already be deployed to a production Agent Group (May take up to 10 minutes for the Processes to available/visible).
Agent Groups:
Test: test Agent Group where instances of a Processes created by this Organization, will be used to run while in test
Production: production Agent Group where instances of a Process created by this Organization, will be used to run while in production.
Integrations available to Organization: This list of tags will determine what templates are available to this Organization. Click on the "Configure" button the right to modify this list.
Delete Organization: Organization along with Processes and users associations will be removed. WARNING: This action cannot be reversed.
Users
Once the BAP has completed setup, the Portal admins can then start adding organizations (detailed in the organizations section of this document) and users to the organizations, specifying their role in the organization. There are only 3 types of users in the BAP:
Portal Admin (sometimes referred to as Tenant Admin): Controls every aspect of the portal from what it looks like, to what organization can see and do, to which users belong to which organization and in what capacity.
NOTE: The Portal Admin role is independent of any organization.Organization Admin: When a user is given the role of Admin for an organization it means they are able to manage the users for that organization (alongside all of the regular things that a user of the organization can do).
Organization User: A user of an organization is able to create processes from a template available to that organization, and see processes made available to the organization.
IMPORTANT: Each user can be a part of multiple organizations, but can only have ONE role in each organization.
When a user logs in, the menu should allow them to switch between organizations. When they switch organizations…
User is able to switch organizations
All authenticated users will get the 2 highlighted menus…
…and see only templates (integration catalog) and processes (My integrations) associated with the organization they are currently switched to.
If the user switched to an organization where they had the role of “Admin“ they would have an additional tab - Settings,
which would allow them to manage ONLY users in that organization.
User list for current organization
The “Portal Admin“ is the super admin role, and would be able to do everything in the settings menu, in addition to everything else (but they would still need to switch organizations to handle matters for that organization).
All configurations available tenant admin
Aside from the users, the Tenant Admin is the ONLY role that is able to configure tags (both template and process) visible by each organization
Full organization configuration (not just users) for Portal Admins
Portal admins can only be created from the users settings page (by an existing portal admin):
where you can edit a specific user...
...and make them a portal admin.
Shop Configuration (Portal Admins Only)
In this settings page, which you can reach by clicking on "Settings" -> "Shop configuration" (while logged in as a portal admin), you can control settings that are common for all organizations.
Fields in this page:
Integrations available to all organizations: Templates with the tags listed in this field will be available to all organizations.
Categories: Portal admins can group tags together to form categories, which can be used as filters for searches of templates and processes.
Agent groups to run integrations in: The test and production agent groups set here will be the default for all organization if none are selected for the specific organization.
Look & Feel (Portal Admins Only)
The BAP can be further customized cosmetically from the Look & Feel settings page. This settings page is only available to Portal Admins.
Look & Feel settings fields:
Portal logo: The logo that will appear next to the menu bar.
Favicon: The logo that will appear in the title bar of the site.
Catalog page title: The title of the Integration catalog
Catalog page text: The text that appears below the title in the integration catalog
Page title prefix: A prefix that would be appended to the title in the browser's title bar. For example if the entry for this field was "BAP"...
NOTE: A " - " will be appended to the entry for this field which will appear in the title bar
Landing page title: The title text on the page the users comes to when they first visit the site before logging in.
Landing page text: The text below the Landing page title.
Landing page image: Image that will be displayed in front of the background image
Landing page background image: Background image on the landing page (Appears on the right side of the screen, flush to the edge).
Colors
These colors are settings for the entire site in general. Clicking on any of the color selectors will enable you to change the respective colors.
Background color: Background color of the portal.
Button color: Color of al the buttons, site wide.
Accent color: Color assigned to tags and links
Inject Custom CSS: You can make further customizations to the stylings of the portal by entering standard CSS syntax in this input box.
Inject HTML head tags: You can also add additional entries to the <HEAD> section, such as stylesheet references, in this input box. The entries are in standard HTML syntax.
Single Sign-On (SSO) Configuration (Portal Admins Only)
The Business Automation Portal supports Multiple SSOs. To configure them simply head to the Settings -> SSO configuration page.
To add a new SSO provider, click on the "+ New configuration" button and fill in the details of the Azure AD SSO provider.
NOTE: At the time of writing, only Azure AD SSO providers are supported.
Processes
Creating a process from a template
Templates are available to specific organizations via template tags. If you feel a template is missing or should be available in an organization, please contact a portal admin.
To create a process from a template:
Click on "Integration catalog" and select a template.
Follow the onboarding steps for the selected template.
Give your process a name, and fill-in any variable values, then click "Continue"
The process is now created and awaiting execution. To deploy the process to the Test agent group and run it click the "Execute trial run". Clicking this repeatedly will execute the process multiple times in the test agent group. To deploy it to the production agent group click on the "Continue" button...
...then "Deploy to use"
NOTE: Only processes that have been deployed to the Production agent group are visible in the "My Integrations" list of deployed processes.
REMINDER: Processes that are not deployed to the Production agent group, will be deleted from the system.
Using a pre-created processes
Another way use processes in the BAP is to pre-create a process on the Frends platform then give it a tag...
...that is visible to an organization in the BAP.
Ensure that the process is deployed to the Production agent group
[In the BAP setting for an organization]
After which, the process will appear in the "My Integrations" page
NOTE: Processes made available in this manner will have the "View only" label on it. These processes can only be executed and have execution instances viewed. No other actions are available.