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Aquera ITSM Applications integration

Note: The Aquera ITSM application integration is specifically for Greenhouse Onboarding.

Aquera’s ITSM application integration with Greenhouse Onboarding allows organizations to scale complex data management by automating the service request creations in ITSM applications for new employees hired in the Greenhouse Onboarding application.

In this article

Create an Onboarding API Key

To configure the Aquera integration, you will need to create an Onboarding API key. You must be an Owner in the Greenhouse Onboarding application to create the API key. 

Follow the steps in this article to create a Greenhouse Onboarding API key.

In the Create a new API key box, provide a name for the API key, and click Create.

For further details, refer to the Greenhouse documentation.

Use the Aquera Integration with Greenhouse Onboarding

Use the Aquera Integration with Greenhouse Onboarding to automatically create new service requests in ServiceNow, which is an ITSM application when new employees are hired in the Greenhouse Onboarding application using Aquera's Workflows.

To integrate with the applications of your interest, check Aquera's Application Catalog.

The following is the Aquera Flow Map showing data flow from the Greenhouse Onboarding application to the ServiceNow application through Aquera's Workflows:

With the Aquera Greenhouse Integration, you can import employees from the Greenhouse Onboarding application and create a service request in an ITSM application such as ServiceNow to allocate laptops to the new employees hired in the Greenhouse Onboarding application.

You are required to perform the following steps for the Aquera Greenhouse Integration:

Prerequisites

The following are the prerequisites:

  • Tenant Account in the Aquera Admin Portal: You must have a tenant account in the Aquera admin portal. Visit https://admin.aquera.io and register to get a tenant account. Contact your Aquera account manager to get the Aquera tenant access.

Note: If your organization is in the EU region, use the following URL to register: https://admin.eu.aquera.io/

  • Owner credentials to the Greenhouse Onboarding application: You must have the credentials (username and password) of an Owner to log in to the Greenhouse Onboarding application. Contact the Greenhouse Onboarding administrator who will assign the Owner role to a user for API Management.
  • API Key: You must create an Onboarding API key as mentioned in the previous section for authenticating the API requests. The Greenhouse Onboarding connector leverages the Onboarding API to retrieve employees from the Greenhouse Onboarding application.

Configure the Greenhouse Onboarding Connector

You need to configure the Greenhouse Onboarding connector in the Aquera Admin portal to retrieve employees from the Greenhouse Onboarding application.

Supported Resources and Operations

The following resource supported by the Greenhouse Onboarding connector is used for this integration:

Employees

  • Retrieve all employees
  • Retrieve information of an employee

Configuration

Perform the following steps to configure the Greenhouse Onboarding connector in the Aquera Admin portal:

  1. Log in to the Aquera Admin portal.
  2. Navigate to Applications and click Add Application in the Aquera Admin portal.
  3. Search for Greenhouse Onboarding and click the Greenhouse Onboarding icon.
  4. Enter the values for the following fields under the Configuration tab:

  • Basic Details:
    • Display Name: Enter a display name for your application.
    • Description: Enter a description for your application.
    • Source Connection Type: Select Direct Connection.
      Note: This field is available only if you have access to Aquera's File Collection module.
    • Source Owner: Enter a valid email ID of the source owner(s).
    • Subscribe error notification: Select this checkbox to send notification emails to source owner(s) for any errors in the user data transactions.
    • Pick your Protocol: Select the protocol as SCIM to populate the fields in the Schema accordingly.
    • Copy this URL: This is the interface URL to the Greenhouse Onboarding connector. Copy this URL and paste it at the time of provisioning in the identity service provider.
  1. Click Create to create the Greenhouse Onboarding connector.

Refer to the Greenhouse Onboarding Configuration Guide for detailed configurations and schema attributes.

Configure an ITSM Connector

You need to configure an ITSM connector in the Aquera Admin portal to create a service request in an ITSM application. Refer to the respective connector configuration guides in the Aquera Help Center for details on configuring an ITSM connector.

For this integration, we are considering ServiceNow as the ITSM connector.

Supported Resources and Operations

The following resource supported by the ServiceNow connector is used for this integration:

Users

  • List all users
  • Retrieve information of a single user
  • Create a user
  • Edit information of a user
  • Activate/Deactivate a user
  • Delete a user

Configuration

Perform the following steps to configure the ServiceNow connector in the Aquera Admin portal:

  1. Log in to the Aquera Admin portal.
  2. Navigate to Applications and click Add Application on the Aquera Admin portal.
  3. Search for ServiceNow and click the ServiceNow icon.
  4. Enter the values for the following fields under the Configuration tab:
    • Basic Details:
      • Display Name: Enter a display name for your application.
      • Description: Enter a description for your application.
      • Tenant: Enter the hostname of your ServiceNow application. For example, if your ServiceNow instance URL is https:// aquera.service-now.com, enter aquera.service-now.com as the tenant name.
      • Source Connection Type: Select Direct Connection.
        Note: This field is available only if you have access to Aquera's File Collection module.
      • Source Owner: Enter a valid email ID of the source owner(s).
      • Subscribe error notification: Select this checkbox to send notification emails to source owner(s) for any errors in the user data transactions.
      • Pick your Protocol: Select the protocol as SCIM to populate the fields in the Schema accordingly.
      • Copy this URL: This is the interface URL to the ServiceNow connector. Copy this URL and paste it at the time of provisioning in the identity service provider.
  5. Click Create to create the ServiceNow connector.

Refer to the ServiceNow Configuration Guide for detailed configurations and schema attributes.

Set Up the Aquera Workflow

Aquera's Workflow provides the automation of the IT onboarding process for new hires that join an organization. You need to set up a Workflow in the Aquera Admin portal to automate the creation of a service request in the ServiceNow application for laptop allocation when a new employee is hired in the Greenhouse Onboarding application.

Perform the following steps to create a workflow:

  1. Log in to the Aquera Admin portal.
  2. Navigate to Workflows and click Create Workflow at the top-right corner of the page.
  3. Click Blank to create a new workflow.
  4. Enter a name and a description for the workflow in the Create New Workflow window. You can click the + Add Application button to add any applications during the workflow creation. For adding an application, select the required connector from the APPLICATION field and enter a variable name for the application in the NAME field to refer to the connector in the workflow. Click Continue to set up the workflow.
  5. Click Create at the top right corner of the workflow page to create the workflow.

Refer to the Workflows User Guide for further details on setting up a workflow.

The following is a sample Workflow:

Automate Service Request Creation

You can click the Execute button at the top right of the Workflow to manually run the Workflow. You can also schedule the Workflow to run automatically at specified time intervals by selecting a schedule option in the Trigger section of the Start Workflow element. You can navigate to Logs > Orchestrations in the Aquera Admin portal to view the logs of the Workflow execution.

When a candidate accepts a job offer in the Greenhouse Recruiting application, the candidate is hired in the Greenhouse Onboarding application. The following is a sample of a new employee hired in the Greenhouse Onboarding application:

After the Workflow successfully executes, the following new service request for laptop allocation is created in ServiceNow for the new employee hired in the Greenhouse Onboarding application:

Additional resources

For additional information or troubleshooting not covered here, reach out to Aquera support at support@aquera.com.