Give customer access to the portal with Automation

[Luka Popovic]

Hello everyone, is there a possibility to give customer access to a certain portal automatically, using automation rule? 

Example would be - Customer creates an issue, if his email matches the conditions, he would be automatically added to the correct portal.

[Jack Brickey · Accepted solution]

Hi @Luka Popovic , so Automation occurs after an issue is created and unless you have your project configured as public access then the user creating the issue must already be a customer of the project. Now, if your project does happen to be public, there are possibilities do use automation to qualify the individual that created the issue. I wrote an article in the community about a year ago on this. I will see if I can find it if that is of interest to you. Please let me know.

[Luka Popovic]

Yeah this was my concern, because I created two projects, one that only serves for customers to request access and the other one would be locked, if access is gained they would be added there, the scope of the rule is set to these two projects but when testing it didn't work out how I thought it would.

It seems that I will have to find another way to do this because everything is currently done manually, if you have any suggestions or ideas on how to add users trough automation to two or one project that is not public it would be great help.

Thank you for your response!

[Jack Brickey]

Hi @Luka Popovic ,

so you have a open project where users can request access is that correct? Furthermore, based on the users email address, you would add them as a customer to another project is this correct? Assuming so I'm wondering if there may be a way to do that. Would you mind sharing the rule that you were trying to get to work? There is an action to add a customer to a project as shown below. I think the key here is that you need to create an organization for your project, and you would add the customer to that organization, allowing them to have access. I would be interested to know where your automation was falling short. I could try to set up a test automation rule for this, but would like to ensure I'm on the right path before I do.

[Luka Popovic]

This "Add new customer" rule seems like it escaped me somehow, weird. I will check, meanwhile this is the rule currently:

(Could you please guide me in order to set it up, the idea was to add a new customer which will be automatically put into the organization that has the same name as the email domain name of the customer, or the organization will be created if it already doesn't exist with their domain name?) 

Thank you again for the detailed information! :D

[Luka Popovic]

Btw, the things you mentioned in the reply are exactly what I wanted to do. 

[Luka Popovic]

Hello @Jack Brickey , 

Sorry to bother you again, have you been able to test it on your side?

If it worked would you mind sharing the rule so I can test it out as well?

Kind regards,

Luka

[Jack Brickey]

Hi @Luka Popovic ,

sorry, I was tied up yesterday on other things. Let me give this a try in about an hour and I'll get back to you. Note that I don't have a good test environment so unsure if I can validate if it works as desired or not but we'll give it a try nonetheless.

[Luka Popovic]

@Jack Brickey 

No problem at all and thank you for taking the time and effort to explain everything. Don't rush if you get the chance to check great if not I understand completely.

[Jack Brickey]

ok I have a few moments now and beginning to have a look at it. In your above rule could you explain where/how yeah it fails? Keep in mind that your rule will need to apply to multiple projects or be global.

[Luka Popovic]

So I managed to figure it out somehow. This is the rule currently and it works. I just had to find a workaround of cloning issues to another project and in that project apply this rule and it works in adding automatically. Is there anything else except cloning, like moving the issue completely when created in one project to the other?

[Jack Brickey]

Well that is good news sort of. Are you saying that you have another rule that is cloning the issue in project A, where the user is requesting access, in project B where is the user will be opening request in the future? I'm not quite sure why you need to clone/move the original request. Stephen about moving an issue, not currently possible in automation. The above rule looks sound. I was just doing some testing within a single project and it worked fine. I have not yet attempted to add the customer to another project organization. However, if the two projects share the organization it should be straightforward.

[Luka Popovic]

Hi @Jack Brickey this is a healthy thread hopefully it can help others with similar requests. So the cloning rule is in project A which is a place where access is requested and that request gets cloned into project B where access is automatically granted with this last rule that I sent. The overall issue was that the organization needed to be created and user added in both projects automatically which was not happening when I applied the last rule to both projects. So I had to find a workaround and created two separate rules that apply one for each project, this way it made it work.

Thank you again @Jack Brickey your response helped me figure it out in the end!