Tango Reserve Custom User Management Process/UMP (Server Based - Client Hosted)

Modified on Tue, 3 Mar at 1:15 AM

Updated as of 7/12/24

Overview

The Tango Reserve User Management Process (UMP) is an ETL process that takes a client user Extract, Transforms the data into the appropriate format and then Loads the user information into the appropriate Tango Reserve instance using the Tango Reserve Application Programming Interface (API) calls.

The User Management Process (UMP) allows a client to transform their user HR data extract into the appropriate format required for the data to be used to create user profiles in Reserve.

The process described here is implemented through a database driven ETL (Extract, Transform, Load) process which uses tables and functions/stored procedures that can be created using a database platform (RDBMS) of the clients choosing (i.e., MS SQL Server, Oracle, PostgreSQL, MySQL, etc.) The ETL “Extract” is the client source file produced by the client from their HR source system (i.e., AD, Peoplesoft, etc.). The ETL “Load” is handled by the Reserve API calls. The overview to follow here will be cover the ETL “Transform” process and recommendations related to that step in the ETL process.

Functionality

The UMP imports the user related data from the HR Feed (flat file or direct DB source). The process applies logic to the source data to produce records for adds, changes, and deletes (archives) to user information in Reserve to be consumed by the Reserve API calls. Once a user is considered “under management” by the UMP, the client user data feed source is considered the source of truth for the user profile information. This means that any conflicting data that is managed by the UMP will be remediated based on what is in the source feed regardless of what a user may manually change through the Reserve front end application interface(s).

Application Architecture

Data Architecture

Minimum Data Requirements

The Reserve User Management Process standard requires the following minimum data requirements.

Employee ID/Unique ID = The unique field in the data feed file.
Last Name = Last Name of the User
First Name = First Name of the User
Email = Email address of the user
Status = Status of the user (active/inactive)

Note: Additional data fields can be provided by the client and will be part of the requirements gathering session.

Data File Format

pipe (|) delimited .txt file in ANSI format
Include column headers, no spaces

Environment Requirements

Refer to the SOE located here

Client Responsibilities

Choose the source system
Set up a process to extract the data from the source system.
Provide a test file to Tango in pipe (|) delimited format.
Build the server (Windows Environment) with database.
Setup a process to deliver the file to the server, or populate the database.
Create a user in Reserve that will act as a service account for the UMP - see this article.

How are users updated?

New users:

User feed file received and brought into DB
Users in the feed are evaluated and compared to users in Reserve
New users are created if they meet criteria for properly formed user
User Group(s) assigned
New users are set as Registered Users

Existing Users:

All users are tracked in the nightly process
The data feed will be the “source of truth”
IF the unique ID is NOT in the data feed, then that user must be managed manually (ex: test user accounts)

Terminated Users:

Identified with a flag such as "Inactive"
Reservations for inactive/archived users: Workspace and Collaboration Space reservations are cancelled.

User Group Assignment

Users are assigned to the All Users Group as a default
User Groups can be assigned automatically based on Rank, Employee Type, and any other predictable data object.

Custom Feature Set

The following Reserve user attributes are available to be updated on a nightly basis in the UMP per the client custom needs:

First Name
Last Name
Preferred Name
Primary Email Address
SAML
Status

The following Reserve user attributes are available for default configuration during the initial ADD ONLY for users in the UMP:

Bump (TRUE/FALSE)
Bump Makes Asset Available (TRUE/FALSE)
Autobump (TRUE/FALSE)
Autobump Makes Asset Available (TRUE/FALSE)
Gap Conflicting Workspace Reservation (TRUE/FALSE)
Language
Maximum Workspace Reservation Days
Asset Category Preference
Location
Location Preference

Process Rules for Data Validation

Records with duplicate LoginIDs are removed.
Records with duplicate Badge IDs are removed.
Records with duplicate SAML credentials are removed.*
Records with blank values for the FirstName and LastName fields are removed.
Records with numeric values in the FirstName and LastName fields are removed.
Records with blank Unique IDs and/or LoginIDs are removed.
Records with NULL Unique IDs and/or LoginIDs are removed.

Optional Notifications

Email Notifications: Success Notifications & Failure Notifications
Failure Notification may include the following:
- Batch ID of the UMP Execution batch.
- List of user records that failed the standard user validation logic of the UMP (if available at execution failure point).
UMP Daily Execution Log - Includes details of the UMP execution steps including any failure points.
User Management Report Log - Includes the same information included in the Success Email Notification (text file version).
UMP Error Log - Comma Separated Value (.csv) export file containing the list of user records that failed the standard validation logic of the UMP
Requirement For Email Notifications – SMTP server available

Automation Options

Once implemented, the Reserve User Management Process can be executed manually or scheduled to execute unattended where the client environment allows using Windows Task Scheduler.

It is recommended that the Reserve UMP be scheduled outside of normal business hours so that the client user population is not affected. The command file that executes the UMP can be executed using any scheduling software capable of executing a Windows Command/Batch file (.cmd, .bat).

Limitations - Manually Added Users

User profiles can be added to Tango Reserve either via the web user interface or via the DMU manually. Whichever way the user profile was created, if the unique identifier for the profile is in the UMP data feed, the profile will be managed by the UMP. Conversely, if the unique identifier for a profile is not in the UMP data feed, then that user profile must be managed manually.

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