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Batch Upload Application

IDhub allows you to bulk upload applications in one go using XLS file. This document would elaborate how you can upload applications in IDHub, how to validate and what is the post file upload process.

Understanding bulk upload of applications

Lets go in details the steps required for you to bulk upload applications.

  1. The first step is to determine whether you want to bulk upload applications or roles. By default, the system selects the application button. Since we would be going through the steps of bulk uploading applications therefore we are assuming that the default application button is selected. 
  2. The 2nd step is to select the IDM version. Presently IDhub supports the default IDM version which is IDE shim. 
  3. Next, you have to download a sample template (XLS) file, so that you would be able to know the format in which you have to upload the data. The name of the XLS file is: sample-application-template.xls
  4. IDhub provides 2 different template links. One is the sample template for bulk upload of applications and the other is the sample template for bulk upload of the role. In this guide, we would be bulk uploading applications therefore you have to click on the ‘Download Application template’ link in order to download the sample template file for bulk upload of applications.
  5. Once you have downloaded the sample template file, you have to open the file in an excel spreadsheet software. This is a XLS file and can be open using MS excel or other spreadsheet software or cloud applications.

How to set up the XLS file

Understanding the Application Tab of the template file

You need to enter the details of the application in the application tab of the bulk upload excel file. The different columns which are there in the Application TAB of the excel file and their basic descriptions are given below:

Field NameField Description
NameThis is the application name and is a mandatory field
searchTagsThis is the field where you can enter the search keywords. This is an optional field.
DescriptionIn this field you can enter the description of the application that you are looking to onboard. This is a mandatory field
addToCollectionIf you want the application to be part of a collection, then you can enter the collection name to which the application is going to be part of.
businessOwnerThis is a mandatory field and here you have to enter the name of the user, who is going to be the business owner of the application that is being onboarded.
ITOwnerThis is a mandatory field and here you have to enter the name of the user, who is going to be the IT owner of the application that is being onboarded.
integrationLevelThis is also a mandatory field. Here you have to select whether the application that you are onboarding, that is going to be an disconnected or connected application.
trustedReconciliationThis is the toggle where you mention that the target application is going to be the source of truth for IDhub or not.
reconciliationScheduleHere you can enter the reconciliation schedule of the application. Idhub provides the following options for the reconciliation schedule: i) daily ii) weekly iii) monthly iv) yearly v) do not repeat *(default)
approvalWorkflowDisplayNameThis is the mandatory field and here you have to enter the workflow  which would be applicable for the request of the application. Idhub provides some out of the box workflows which are as follows: i) Auto approval application ii) Fulfillment iii) Group approval application iv) Manager approval application So you can enter any one of the above 4 options or if there is any custom workflow already created by you in IDhub, then you can enter the name of that custom workflow in here as well.
approver1Here you can enter the name of the approver (level 1) user who would be doing the approval for application request
approver2Here you can enter the name of the approver (level 2) user who would be doing the approval for application request
approver3Here you can enter the name of the approver (level 3) user who would be doing the approval for application request
performerThis is a mandatory field and here in this field, you are going to enter the name of the fulfiller who would be doing the fulfillment in case of disconnected application.
certifiableYou can enter tags that denote the industry or regulatory standards this application has to show compliance and adhere to.
riskLevelHere you would have to enter the Risk Level of their application. Typically in the industry the following are the 3 Risk Level classifications- 1. Low Risk 2. Moderate Risk 3. High Risk
isRequestableHere you have to enter YES/NO in order to indicate whether the end users can request access to the application from the search catalog or not.

Understanding the Attribute Tab of the template file

As a next step you need to enter the attributes of the application in the attributes tab of the bulk upload excel file. The different columns which are there in the Attributes TAB of the excel file and their basic descriptions are given below:

Field NameField Description
applicationNameThis is the application name and is a mandatory field
nameThis is the name of the Attribute
syncDirectionChoose a sync direction from 4 possible choices
dataTypeHere you can enter the the dataType of the Attribute
isRequiredThis is a Boolean field, so you specify whether the attribute is required or not.
isReconKeyThis is a Boolean field, so you specify whether the attribute is a reconciliation key or not
uniqueKeyThis is a Boolean field, so you specify whether the attribute is a unique key or not
matchingAttributeIn this field you are going to specify the IDhub matching attribute.

Understanding the Entitlement Tab of the template file

As a last step to setup the excel file, you need to enter the entitlements of the application in the entitlements tab of the bulk upload excel file. The different columns which are there in the Entitlement TAB of the excel file and their basic descriptions are given below:

Field NameField Description
applicationNameThis is the application name and is a mandatory field
NameThis is the entitlement name and is a mandatory field
searchTagsThis is the field where you can enter the search keywords. This is an optional field.
DescriptionIn this field you can enter the description of the entitlement that you are looking to onboard. This is a mandatory field
approvalWorkflowDisplayName Post file Upload ProcessThis is the mandatory field and here you have to enter the workflow  which would be applicable for the request of the entitlement. Idhub provides some out of the box workflows which are as follows: i) Auto approval ii) Fulfillment iii) Group approval iv) Manager approval So you can enter any one of the above 4 options or if there is any custom workflow already created by you in IDhub, then you can enter the name of that custom workflow in here as well.
approver1Here you can enter the name of the approver (level 1) user who would be doing the approval for entitlement request
approver2Here you can enter the name of the approver (level 2) user who would be doing the approval for entitlement request
approver3Here you can enter the name of the approver (level 3) user who would be doing the approval for entitlement request
performerThis is a mandatory field and here in this field, you are going to enter the name of the fulfiller who would be doing the fulfillment in case of disconnected application.
certifiableYou can enter tags that denote the industry or regulatory standards this entitlement has to show compliance and adhere to.
riskLevelHere you would have to enter the Risk Level of the entitlement. Typically in the industry the following are the 3 Risk Level classifications- 1. Low Risk 2. Moderate Risk* 3. High Risk**
isRequestableHere you have to enter YES/NO in order to indicate whether the end users can request access to the entitlement from the search catalog or not.

6. After you have entered all of the above field details in the excel file, save the file in your local disk. While entering the data  in the excel file, make sure that you are careful of the leading spaces in the data. 

7. Make sure that the excel file size does not exceed 25 MB.

8. The next step is to click on the upload button, navigate to the location where you have saved the excel file, select the file and click on the open button to upload the file. 

Understanding the validation of the uploaded file

IDHub would show Post file Upload Processthe Error message OR Warning messages OR Updates messages, after the file of uploaded. Let’s go in details what are the messages that can be displayed and what are their meaning. 

Updates (Green dot): This means IDhub has successfully validated the XLS file and there are no errors in the data. The data is ready for the update and IDhub will bulk upload the application data in the XLS file.

Error (red dot): This means IDhub have found some errors in the data which is there in the uploaded XLS file. Admin would have to review those errors, rectify those errors in the excel file and reupload the file in IDhub. Until the errors are removed, IDhub would not be updating or uploading the data and that the data is not ready for the update. 

Warning (orange dot):  This message means that IDhub didn't find any errors in the data, but still the data isn’t consistent with the expected data, that should have been there. Admin would have to review the data, edit the data in the excel file and re-upload the excel file in IDhub. 

Post file Upload Process

After the file is uploaded and IDHub has successfaully validated the excel file, IDHub would bulk on-board those applications. The on-boarding requests would be generated for each application in the excel file. Those request would go as per the workflow of the application and once the request is completed, those applications would start appearing in the manage catalog and search catalog sections of IDHub.

info
  • Admin would have to review the errors/warnings and make relevant corrections in the XLS file (sample-application-template.XLS) and upload the file again in IDhub in order to complete the bulk upload process.
  • When the XLS file is successfully uploaded without any errors or warnings, the applications would be onboarded into the system, pending access manager approval.
  • You should note that a submission can’t be reversed.