HelloID-Conn-Prov-Target-Topdesk

Important

This repository contains the connector and configuration code only. The implementer is responsible to acquire the connection details such as username, password, certificate, etc. You might even need to sign a contract or agreement with the supplier before implementing this connector. Please contact the client's application manager to coordinate the connector requirements.

HelloID-Conn-Prov-Target-Topdesk

Introduction

HelloID-Conn-Prov-Target-Topdesk is a target connector. Topdesk provides a set of REST APIs that allow you to programmatically interact with its data. The Topdesk API documentation provides details of API commands that are used.

Endpoint	Description
/tas/api/persons	`GET / POST / PATCH` actions to read and write the persons
/tas/api/branches	`GET / POST` read and create branches
/tas/api/departments	`GET / POST` read and create departments
/tas/api/budgetholders	`GET / POST` read and create budgetholders
/tas/api/archiving-reasons	`GET` archiving-reasons to archive persons
/tas/api/applicableChangeTemplates	`GET` read change template from Topdesk
/tas/api/operatorChanges	`POST` create changes in Topdesk
/tas/api/incidents	`GET / POST` read and create incidents
/tas/api/operatorgroups	`GET` read operator groups used for incidents
/tas/api/operators	`GET` read operators used for incidents
/tas/api/countries	`GET` read countries used for create branches

The following lifecycle actions are available:

Action	Description
create.ps1	PowerShell create or correlate lifecycle action
delete.ps1	PowerShell delete lifecycle action (empty configured values and archive)
disable.ps1	PowerShell disable lifecycle action
enable.ps1	PowerShell enable lifecycle action
update.ps1	PowerShell update lifecycle action
grant.change.ps1	PowerShell grant lifecycle action (create change on entitlement grant)
revoke.change.ps1	PowerShell revoke lifecycle action (create change on entitlement revoke)
permissions.change.ps1	PowerShell permissions lifecycle action (read configured change.json)
grant.incident.ps1	PowerShell grant lifecycle action (create incident on entitlement grant)
revoke.incident.ps1	PowerShell revoke lifecycle action (create incident on entitlement revoke)
permissions.incident.ps1	PowerShell permissions lifecycle action (read configured incident.json)
resources.branch.ps1	PowerShell resources lifecycle action (create braches)
resources.department.ps1	PowerShell resources lifecycle action (create departments)
resources.budgetholder.ps1	PowerShell resources lifecycle action (create budgetholders)
configuration.json	Default configuration.json
fieldMapping.json	Default fieldMapping.json

Getting started

Provisioning PowerShell V2 connector

Correlation configuration

The correlation configuration is used to specify which properties will be used to match an existing account within _HelloID-Conn-Prov-Target-Topdesk to a person in HelloID.

To properly setup the correlation:

Open the Correlation tab.
Specify the following configuration:

Setting Value

Enable correlation True

Person correlation field PersonContext.Person.ExternalId

Account correlation field employeeNumber

Setting	Value
Enable correlation	`True`
Person correlation field	`PersonContext.Person.ExternalId`
Account correlation field	`employeeNumber`

Tip

For more information on correlation, please refer to our correlation documentation pages.

Field mapping

The field mapping can be imported by using the fieldMapping.json file.

Important

If your current fieldmapping contains [branch/department/budgetHolder].lookupValue you should replace this with [].name.

Tip

You can add extra fields to the account mapping. For example mobileNumber or a boolean field showAllBranches. For all possible options please check the Topdesk API documentation

Connection settings

The following settings are required to connect to the API.

Setting	Description	Mandatory
BaseUrl	The URL to the API	Yes
UserName	The UserName to connect to the API	Yes
Password	The Password to connect to the API	Yes
Notification file path	Location of the JSON file needed for changes or incidents
Archiving reason	Fill in an archiving reason that is configured in Topdesk	Yes
Fallback email	When a manager is set as the requester (in the JSON file) but the manager account reference is empty
Do not create changes or incidents	If enabled no changes or incidents will be created in Topdesk
When no item is found in Topdesk	Stop processing and generate an error or keep the current value and continue if budgetHolder or Department is not found	Yes
When no department in source data	Stop processing and generate an error or clear the department field in Topdesk	Yes
When no budgetholder in source data	Stop processing and generate an error or clear the budgetholder field in Topdesk	Yes
Toggle debug logging	Creates extra logging for debug purposes

Prerequisites

Important

When changes or incidents are in scope, a helloID agent on-premise is required. For cloud only changes or incidents use the HelloID Topdesk notification system

an archiving reason that is configured in Topdesk. Credentials with the rights listed below.

Permission	Read	Write	Create	Archive
Call Management
First line calls	x	x	x
Second line calls	x	x	x
Escalate calls		x
Link object to call		x
Link room to call		x
Change Management
Requests for Simple Change	x	x	x
Requests for Extensive Change	x	x	x
Simple Changes	x	x
Extensive Changes	x	x
New Asset Management
Templates	x
Supporting Files
Persons	x	x	x	x
Operators	x	x	x	x
Operator groups	x
Suppliers	x
Rooms	x
Login data		x
Supporting Files Settings	x	x
Reporting API
REST API	x
Use application passwords		x

Note

It is possible to set filters in Topdesk. If you don't get a result from Topdesk when expecting one it is probably because filters are used. For example, searching for a branch that can't be found by the API user but is visible in Topdesk.

Remarks

Setup the connector

Remove attributes when updating a Topdesk person instead of correlating

In the update.ps1 script. There is an example of only set certain attributes when correlating a person, but skipping them when updating them.

    if (-not($actionContext.AccountCorrelated -eq $true)) {
        # Example to only set certain attributes when create-correlate. If you don't want to update certain values, you need to remove them here.    
        # $account.PSObject.Properties.Remove('email')
        # $account.PSObject.Properties.Remove('networkLoginName')
        # $account.PSObject.Properties.Remove('tasLoginName')
    }

Disable department, budgetholder or manager

The fields department, budgetholder and manager are non-required lookup fields in Topdesk. This means you first need to look up the field and then use the returned GUID (ID) to set the Topdesk person.

For example:

"id": "90ee5493-027d-4cda-8b41-8325130040c3",
"name": "EnYoi Holding B.V.",
"externalLinks": []

If you don't need the mapping of the fields in Topdesk, you can remove department.name, budgetHolder.name or manager.id from the field mapping. The create and update script will skip the lookup action.

Important

The branch lookup value branch.name is still mandatory.

Changes

It is possible to create changes in Topdesk when granting or revoking an entitlement in HelloID. The content of the changes is managed in a JSON file. The local HelloID agent needs to read this file.

Please map the correct account mapping in grantPermission.ps1 and revokePermission.ps1. If used in the JSON file.

# Map the account variables used in the JSON
$account = @{
    userPrincipalName = $personContext.Person.Accounts.MicrosoftActiveDirectory.userPrincipalName
    sAMAccountName    = $personContext.Person.Accounts.MicrosoftActiveDirectory.sAMAccountName
    mail              = $personContext.Person.Accounts.MicrosoftActiveDirectory.mail
}

Please use the example.change.json as a template to build you're own.

The change JSON file has the following structure:

{
	"Identification": {
		"Id": "C001"
	},
	"DisplayName": "Aanvraag/Inname laptop",
	"Grant": {
		"Requester": "tester@test.com",
		"Request": "Graag een laptop gereed maken voor onderstaande medewerker.\n\nNaam: $($p.Name.NickName)\nAchternaam: $($p.Name.FamilyName)\nuserPrincipalName: $($account.userPrincipalName)\nsAMAccountName: $($account.sAMAccountName)\nPersoneelsnummer: $($p.ExternalId)\n\nFunctie: $($p.PrimaryContract.Title.Name)\nAfdeling: $($p.PrimaryContract.Department.DisplayName)",
		"Action": null,
		"BriefDescription": "Aanvraag Laptop ($($p.displayName))",
		"Template": "Ws 006",
		"Category": "Middelen",
		"SubCategory": "Inventaris & apparatuur",
		"ChangeType": "Simple",
		"Impact": "Persoon",
		"Benefit": null,
		"Priority": "P1"
	},
	"Revoke": {
		"Requester": "Employee",
		"Request": "Volgens onze informatie is onderstaande medewerker in het bezit van een laptop, deze dient op de laatste werkdag ingeleverd te worden bij zijn/haar direct leidinggevende.\n\nNaam: $($p.Name.NickName)\nAchternaam: $($p.Name.FamilyName)\nPersoneelsnummer: $($p.ExternalId)\n\nFunctie: $($p.PrimaryContract.Title.Name)\nAfdeling: $($p.PrimaryContract.Department.DisplayName)\n\nManager: $($p.PrimaryContract.Manager.DisplayName)",
		"Action": null,
		"BriefDescription": "Inname Laptop ($($p.displayName))",
		"Template": "Ws 015",
		"Category": "Middelen",
		"SubCategory": "Inventaris & apparatuur",
		"ChangeType": "Simple",
		"Impact": "Persoon",
		"Benefit": null,
		"Priority": "P1"
	}
}

JSON field	Description
Id:	Unique identifier in the JSON for HelloID. This cannot change!
DisplayName:	The value is shown when selecting the entitlement in HelloID.
Grant / Revoke:	It is possible to create a change when granting and revoking an entitlement. It is also possible to create a change when only granting or revoking an entitlement. Please look at the change_example.JSON to see how this works.
Requester:	It is possible to edit who is the requester of the change. You can fill in the E-mail of the Topdesk person or fill in 'Employee' or 'Manager'. Please note if the requester is an 'Employee' or 'Manager' the script will check if the person is archived. If the person is archived the script will activate the person, create the change and archive the person again.
Request:	Fill in the request text. It is possible to use variables like $($p.Name.FamilyName) for the family name of the employee. Use \n for "enter".
Action:	Commonly filled in the Topdesk change template. If so use null.
BriefDescription:	Fill in the desired title of the change.
Template:	Fill in the Topdesk template code of the change. This is mandatory.
Category:	Commonly filled in the Topdesk change template. If so use null.
SubCategory:	Commonly filled in the Topdesk change template. If so use null.
ChangeType:	Fill in the change type Simple or Extensive.
Impact:	Commonly filled in the Topdesk change template. If so use null.
Benefit:	Commonly filled in the Topdesk change template. If so use null.
Priority:	Commonly filled in the Topdesk change template. If so use null.

Incidents

It is possible to create incidents in Topdesk when granting or revoking an entitlement in HelloID. The content of the incidents is managed in a JSON file. The local HelloID agent needs to read this file.

Please map the correct account mapping in grantPermission.ps1 and revokePermission.ps1. If used in the JSON file.

# Map the account variables used in the JSON
$account = @{
    userPrincipalName = $personContext.Person.Accounts.MicrosoftActiveDirectory.userPrincipalName
    sAMAccountName    = $personContext.Person.Accounts.MicrosoftActiveDirectory.sAMAccountName
    mail              = $personContext.Person.Accounts.MicrosoftActiveDirectory.mail
}

Please use the example.incident.json as a template to build you're own.

Tip

If you want to look up for example operator with 'employeeNumber'. Then you should change the SearchAttribute field like in the example below. Make sure you name the SearchAttribute the same as Topdesk uses. You can verifier this in the Topdesk API documentation

     # Resolve operator id 
    if (-not [string]::IsNullOrEmpty($template.Operator)) {
        $splatParamsOperator = @{
            BaseUrl         = $actionContext.Configuration.baseUrl
            Headers         = $authHeaders
            Class           = 'Operator'
            Value           = $template.Operator
            Endpoint        = '/tas/api/operators'
            SearchAttribute = 'email'
        }
    
        #Add Impact to request object
        $requestObject += @{
            operator = @{
                id = Get-TopdeskIdentifier @splatParamsOperator
            }
        }
    }

The incident JSON file has the following structure:

{
	"Identification": {
		"Id": "I001"
	},
	"DisplayName": "Aanvraag/Inname laptop",
	"Grant": {
		"Caller": "tester@test.com",
		"RequestShort": "Aanvraag Laptop ($($p.displayName))",
		"RequestDescription": "<b>Graag een laptop gereed maken voor onderstaande medewerker.</b><br><br><em>Naam: $($p.Name.NickName)</em><br><strong>Achternaam: $($p.Name.FamilyName)</strong><br>userPrincipalName: $($account.userPrincipalName)<br>sAMAccountName: $($account.sAMAccountName)<br><u>Personeelsnummer: $($p.ExternalId)</u><br><br>Functie: $($p.PrimaryContract.Title.Name)<br><i>Afdeling: $($p.PrimaryContract.Department.DisplayName)</i><br><br><a href='https://www.tools4ever.nl/'>Visit Tools4ever.nl!</a>",
		"Action": "<b>Medewerker ($($p.displayName)) heeft een laptop nodig</b><br><br>Graag gereed maken voor $($p.PrimaryContract.StartDate).",
		"Branch": "Baarn",
		"OperatorGroup": "Applicatiebeheerders",
		"Operator": null,
		"Category": "Middelen",
		"SubCategory": "Inventaris & apparatuur",
		"CallType": "Aanvraag",
		"Impact": null,
		"Priority": null,
		"Duration": null,
		"EntryType": null,
		"Urgency": null,
		"ProcessingStatus": null
	},
	"Revoke": {
		"Caller": "tester@test.com",
		"RequestShort": "Inname Laptop ($($p.displayName))",
		"RequestDescription": "Volgens onze informatie is onderstaande medewerker in het bezit van een laptop, deze dient op de laatste werkdag ingeleverd te worden bij zijn/haar direct leidinggevende.<br><br>Naam: $($p.Name.NickName)<br>Achternaam: $($p.Name.FamilyName)<br>Personeelsnummer: $($p.ExternalId)<br><br>Functie: $($p.PrimaryContract.Title.Name)<br>Afdeling: $($p.PrimaryContract.Department.DisplayName)<br><br>Manager: $($p.PrimaryContract.Manager.DisplayName)",
		"Action": "<b>Medewerker ($($p.displayName)) is in het bezit van een laptop</b>.",
		"Branch": "Baarn",
		"OperatorGroup": "Applicatiebeheerders",
		"Operator": null,
		"Category": "Middelen",
		"SubCategory": "Inventaris & apparatuur",
		"CallType": "Aanvraag",
		"Impact": null,
		"Priority": null,
		"Duration": null,
		"EntryType": null,
		"Urgency": null,
		"ProcessingStatus": null
	}
}

JSON field	Description
Id:	Unique identifier in the JSON for HelloID.
DisplayName:	The value is shown when selecting the entitlement in HelloID.
Grant / Revoke:	It is possible to create an incident when granting and revoking an entitlement. It is also possible to create an incident when only granting or revoking an entitlement. Please look at the incident_example.json to see how this works.
Caller:	It is possible to edit who is the caller of the change. You can fill in the E-mail of the Topdesk person or fill in 'Employee' or 'Manager'. Please note if the requester is an 'Employee' or 'Manager' the script will check if the person is archived. If the person is archived the script will activate the person, create the change and archive the person again.
RequestShort:	Fill in the desired title of the incident. Size range: maximum 80 characters. It is possible to use variables like $($p.Name.FamilyName) for the family name of the employee.
RequestDescription:	Fill in the request text. It is possible to use variables like $($p.Name.FamilyName) for the family name of the employee. Use <'br'> to enter. For more HTML tags: Topdesk incident API documentation
Action:	Fill in the action field if needed. If not used fill in null. It is possible to use variables like $($p.Name.FamilyName) for the family name of the employee. Use <'br'> to enter. For more HTML tags: Topdesk incident API documentation
Branch:	Fill in the branch name that is used in Topdesk. This is a mandatory lookup field.
OperatorGroup:	Fill in the operator group name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Operator:	Fill in the operator email that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Category:	Fill in the category name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
SubCategory:	Fill in the subcategory name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
CallType:	Fill in the branch call type that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Impact:	Fill in the impact name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Priority:	Fill in the priority name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Duration:	Fill in the duration name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
EntryType:	Fill in the entry type name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
Urgency:	Fill in the urgency name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident.
ProcessingStatus:	Fill in the processing status name that is used in Topdesk. It is possible to disable this lookup field by using the value null. If marked mandatory in Topdesk this will be shown when opening the incident. With the correct processing status, it is possible to create a closed incident.

Getting help

Tip

For more information on how to configure a HelloID PowerShell connector, please refer to our documentation pages.

Tip

If you need help, feel free to ask questions on our forum.

HelloID docs

The official HelloID documentation can be found at: https://docs.helloid.com/

Tools4everBV/HelloID-Conn-Prov-Target-Topdesk

HelloID-Conn-Prov-Target-Topdesk

Table of contents

Introduction

Getting started

Provisioning PowerShell V2 connector

Correlation configuration

Field mapping

Connection settings

Prerequisites

Remarks

Setup the connector

Remove attributes when updating a Topdesk person instead of correlating

Disable department, budgetholder or manager

Changes

Incidents

Getting help

HelloID docs