Notification and/or Automation trigger on portal user creation

[Fanny Vachet]

Hi,

I'm trying to get notified or trigger an automation when a portal user is created for a certain domain.

Is it something anyone already looked at?

Thanks

Fanny

[Mark Segall]

Hi @Fanny Vachet - Not easily.  You won't be able to trigger on portal user creation.  Instead, you would need to trigger the rule on a schedule and then use the Send Web Request action to get the users where email domain = x.  However, this will still not solve for the user creation date (I don't believe that's possible through API). To get around that, I see you're on JSM Premium so you could use an asset object type to store each as an object. Finally, you could use another automation rule to perform desired actions when a new object is created as that would indicate that a new user was created.

[Fanny Vachet]

Hi @Mark Segall ,

Thanks for the quick reponse.

I'd be keen to understand how we can create an asset when someone creates an account on the portal.

That might help us identify any new user for a specfic domain but also get us some dashbaording on portal usage.

Thanks

Fanny

[Fanny Vachet]

Hi @Mark Segall ,

I have followed the KB https://confluence.atlassian.com/jirakb/automatically-add-object-linked-to-reporter-to-insight-field-on-ticket-creation-1142431084.html

But I get the error

No objects were returned from query.

No fields or field values to edit for issues (could be due to some field values not existing in a given project):

I have checked permission and custom filed acces and it's ok.

Not sure what to do.

[Mark Segall]

Hi @Fanny Vachet - The point of the article you shared is to establish reference links between a catalog of company assets with a user. For example, when I raise a request as a portal user, my assigned asset(s) will dynamically appear on the request to accelerate triage.

However, based upon your initial question this wouldn't be enough to trigger a rule when a new user has been created.  While you can do several things if you know that the user exists, you cannot get when that user was created dynamically without something like what I shared in my first answer.

I hope this helps.

[Fanny Vachet]

HI @Mark Segall ,

Using this KB was me trying to implement what you shared in your first response. IF it should be done differently I'd be happy to know how.

Thanks

Fanny

[Mark Segall]

The challenge is that what you want to do will require a bit of developer savvy.  Let's take a step back... What is your process for adding a new portal user today?

[Fanny Vachet]

Dev won't be an issue, just figuring out what needs to be done will be.

Here's the issue I'm trying to fix:

1. We have SSO for our internal users (agent or customers)
2. We are using our long email address (firstNAme.lastName@...) as our Atlassian email
3. We also have a short email version (inital.LastName@...) that is our UPN
4. Some of our internal users recreate a account for portal ony using their UPN - which we need to delete
5. So basically I'm looking at getting informed when someone with our internal domain creates a portal only user with their short email

Our portal is open so account are mainly automatically created on email reception or by users via portal access.

Hope that helps.

Thanks

[Fanny Vachet]

HI @Mark Segall ,

any tips for this?

Thanks

[Mark Segall]

Hi Fanny - Apologies for the delayed response. It sounds like the whole point of this automation is to stay on top of users creating their own accounts.  This can be addressed through settings which can be done under Settings >> Products >> Customer Access or at this link:

https://YOURINSTANCE.atlassian.net/jira/settings/products/servicedesk/customer-access

From here, select the option Don't allow customers to create their own accounts. Similarly, since all of your customers appear to be internal, you could check the box next to Use approved domains to grant internal customers access to the help center with Atlassian accounts

Now, if you still wish to be notified every time a new customer is in the system, you would need that custom development work I mentioned in my first post.  Unfortunately, I don't have the skill to walk you through exact steps, but you could find information on getting the user list through this documentation:

https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-users/#api-rest-api-3-user-bulk-migration-get

[Fanny Vachet]

Thanks,

We need people to create their account as it's open to anyone.

But I found the config finally. No need for an automation

Thanks