Pia: Staff Onboarding Package
Overview
Most of the built-in automations in Pia have a package configuration form that can be used to customize the operation of automations for each Client. The User Onboarding package configuration form can be found within the clients screen.
This document details how to navigate to the configuration form, and what all the available fields mean. Where there is a difference in configuration between environments, this will be indicated.
Configuration Form
The Form Fields in the User Onboarding configuration form may slightly vary depending on which environment it is supporting. There are four User Onboarding packages available in Pia depending on four environments:
- Cloud Only
- Cloud Hybrid
- On Prem
- Semi-Hybrid
Each package has its own configuration form which has been defined below.
- Cloud Only
- Cloud Hybrid
- On Prem
- Semi-Hybrid
Cloud Properties
| Field Name | Default Value | Details |
|---|---|---|
| All staff group (optional) | =global.allStaffGroup | All Staff Group that the package will refer to retrieve a list of active users for the client |
| User Principal Name Format | - | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Action to take when a duplicate UPN is detected | - | Select an action Pia will take when the provided UPN already exists when creating a New User |
| Minimum length for UPN | No Limit | Select an option to determine max length for a new UPN |
| Display Name Format | - | Select the display name format used by your organization from the available options |
| User Selection Dropdowns Display Format | - | Select what information the user selection dropdowns will display along with the user name to avoid confusion |
| Default Microsoft365 Licenses | - | (Optional) Choose a Microsoft 365 license that will be selected by default in the Pia Chatbox. |
| License Options | - | Choose a licensing requirement to implement when running the New User Package |
| Extra Proxy Addresses | - | (One per line) Add any extra addresses which may be selected by the Pia user during user creation. For example: @abc.com |
| Extra AD Attribute Settings | - | (One per line) Format: name|value |
Extra Features
| Field Name | Default Value | Details |
|---|---|---|
| Enable Employee ID on Form | - | This will display an input for an employee ID to be set by the engineer |
| Enable Litigation Hold on New User Mailbox | - | Select to enable Litigation Hold by default on the mailbox |
| Enable Welcome Email | - | Select if new users will receive the Welcome Email defined further down in the form |
| Present List of Domains for Primary SMTP Address | - | A list of suffixes for email addresses to be used during account creation |
| Enable Ticket Note Auditing for Passwords as Plain Text | - | Password created for the New User account will be added to the ticket as a ticket note |
| Allow Separate Email Address To User Principal Name | - | Provides option to use an email address separate to UPN |
| Enable Full Country Names | - | Allows adding Full Country Names in the New User Form |
| Disable Contact Creation in Ticketing System | - | If enabled, Pia will avoid creating contact in the Ticketing System for the New User |
| Enable Default "Password Never Expires" | - | If enabled, the Password for the New User account will set to never expire |
| Disable SMS Option | No | This will hide the SMS message capability during account creation |
| Default Calendar Permission | Limited Details | This will display the option to set default calendar permission based on user input |
License Provisioning
Note
These options are only valid when there is a Licensing connected service configured for the client.
| Field Name | Details |
|---|---|
| Enable License procurement | Allows purchasing License using the configured Connected Service while running the package |
| Prompt for confirmation before procurement | Displays a prompt before license procurement to verify actions |
Password Section
| Field Name | Default Value | Details |
|---|---|---|
| Minimum Length | =global.minLength | This will set the minimum length for the password. By default, this is set based on the configuration of the global configuration form |
| Password Options | =global.passwordOptions | This will set any additional requirements on the password such as uppercase, lowercase, numbers and special characters |
| Password Override | - | (Optional) Set a default initial password |
Welcome Email
Note
The Welcome Email feature requires a global variable to be setup in the Package Editor Screen. For more information, refer to this article.
| Field Name | Default Value | Details |
|---|---|---|
| Email Options | - | A series of checkboxes to confirm Welcome Email details |
| Confirm before sending email (checkbox) | - | Confirm the Welcome Message in the Pia Chatbox before sending |
| CC Recipients (checkbox) | - | When checked the 'CC Recipients' field is displayed |
| BCC Recipients (checkbox) | - | When checked the 'BCC Recipients' field is displayed |
| CC Recipients | - | Enter recipients to be CC'd the Welcome Email. - One address per line |
| BCC Recipients | - | Enter recipients to be BCC'd the Welcome Email. - One address per line |
| Email Subject | - | Welcome #FirstName# #LastName# | Set the subject line of the Email |
| Email Body | (Long default message) | Define the body of the email. Short codes that can be used in Email Subject and Email Body fields: #FirstName#, #LastName#, #OfficePhone#, #MobilePhone#, #Department#, #company#, #email#, #JobTitle#, #Manager#, #Location# |
Access Levels
- Additional Access Levels can be added by clicking the 'Insert +' link.
- Remove unneeded Access Levels by clicking the 'Delete-' link.
Note
For more information on Access Levels, refer to this article
| Field Name | Details |
|---|---|
| Access Level | This is the name of the access level which can be selected from the New User creation form. |
| Office 365 groups (one per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| Extra AD Attribute Settings | This is used to update fields that are not displayed on the new user form . For example: msExchRecipientTypeDetails|2147483648 |
| Contact location / site (must match existing ticketing system site name) | Name of the contact location or site in the ticketing system |
| Shared Mailbox Access (One per line) (SmartForms Only) | Format: upn PIPE permission Permissions: Full | SendAs | SendOnBehalf e.g. john.smith@pia.ai|Full |
| UPN Suffix (SmartForms Only) | Enter the UPN suffix used for the New User created for SmartForms request |
| Licenses (SmartForms Only) | Select the Licenses that will be available while creating New User for SmartForms request |
Manual Tasks
- Additional Tasks can be added by clicking the 'Insert +' link.
- Remove unneeded Tasks by clicking the 'Delete-' link.
| Field Name | Details |
|---|---|
| Task | Detail manual tasks that will be added to the ticket for the Service Desk Engineer to complete |
Hybrid Properties
| Field Name | Default Value | Details |
|---|---|---|
| All staff group (optional) | =global.allStaffGroup | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Primary Domain Controller | =global.primaryDC | Name of the Primary Domain Controller for the client |
| Azure AD Connect Server | =global.azureADConnectServer | Name of the server that facilitates synchronizing user details from an on-prem AD to Azure AD for the client |
| Exchange Server | =global.exchange_server | Name of the Exchange Server for the client |
| Mailbox Creation Environment | - | Select if the mailbox will be created in the 'Could' or 'On Prem' |
| License Options | - | Choose a licensing requirement to implement when running the New User Package |
| Enable wait for exchange capable license as part of group based licensing | - | Enable if the package needs to wait for exchange capable license as part of group based licensing |
| Username Format | - | Select the format for the username which Pia will generate for the New User creation |
| Action to take when a duplicate Username is detected | - | Select an action Pia will take when the provided Username already exists when creating a New User |
| User Principal Name Format | - | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Action to take when a duplicate UPN is detected | - | Select an action Pia will take when the provided UPN already exists when creating a New User |
| Minimum length for UPN and SAM Account Name | No Limit | Select an option to determine max length for a new UPN and SAM Account Name |
| Display Name Format | - | Select the display name format used by your organization from the available options |
| User Selection Dropdowns Display Format | - | Select what information the user selection dropdowns will display along with the user name to avoid confusion |
| Default Microsoft365 Licenses | - | (Optional) Choose a Microsoft 365 license that will be selected by default in the Pia Chatbox. |
| Extra Proxy Addresses | - | (One per line) Add any extra addresses which may be selected by the Pia user during user creation. For example: @abc.com |
| Extra AD Attribute Settings | - | (One per line) Format: name|value |
Cloud Details
| Field Name | Default Value | Details |
|---|---|---|
| UPN of Admin Account (Graph API Delegated Consent) | =global.adminUpn | User Principal Name of the account that has been delegated via Microsoft Graph API |
Extra Features
| Field Name | Default Value | Details |
|---|---|---|
| Enable Employee ID on Form | - | This will display an input for an employee ID to be set by the engineer |
| Enable Litigation Hold on New User Mailbox | - | Select to enable Litigation Hold by default on the mailbox |
| Enable Welcome Email | - | Select if new users will receive the Welcome Email defined further down in the form |
| Home Drive Setup | - | Select if new users will receive the Welcome Email defined further down in the form |
| Present List of Domains for Primary SMTP Address | - | A list of suffixes for email addresses to be used during account creation |
| Allow Separate Email Address To User Principal Name | - | Provides option to use an email address separate to UPN |
| Enable Ticket Note Auditing for Passwords as Plain Text | - | Password created for the New User account will be added to the ticket as a ticket note |
| Disable Contact Creation in Ticketing System | - | If enabled, Pia will avoid creating contact in the Ticketing System for the New User |
| Enable Default "Password Never Expires" | - | If enabled, the Password for the New User account will set to never expire |
| Disable SMS Option | No | This will hide the SMS message capability during account creation |
| Default Calendar Permission | Limited Details | This will display the option to set default calendar permission based on user input |
License Provisioning
Note
These options are only valid when there is a Licensing connected service configured for the client.
| Field Name | Details |
|---|---|
| Enable License procurement | Allows purchasing License using the configured Connected Service while running the package |
| Prompt for confirmation before procurement | Displays a prompt before license procurement to verify action |
Password Section
| Field Name | Default Value | Details |
|---|---|---|
| Minimum Length | =global.minLength | This will set the minimum length for the password. By default, this is set based on the configuration of the global configuration form |
| Password Options | =global.passwordOptions | This will set any additional requirements on the password such as uppercase, lowercase, numbers and special characters |
| Password Override | - | (Optional) Set a default initial password |
Home Drive
| Field Name | Default Value | Details |
|---|---|---|
| Home Drive Letter | H | Letter to be assigned to the home drive |
| Home Drive Root Path | - | Define location path for the home drive |
Welcome Email
Note
The Welcome Email feature requires a global variable to be setup in the Package Editor Screen. For more information, refer to this article.
| Field Name | Default Value | Details |
|---|---|---|
| Email Options | - | A series of checkboxes to confirm Welcome Email details |
| Confirm before sending email (checkbox) | - | Confirm the Welcome Message in the Pia Chatbox before sending |
| CC Recipients (checkbox) | - | When checked the 'CC Recipients' field is displayed |
| BCC Recipients (checkbox) | - | When checked the 'BCC Recipients' field is displayed |
| CC Recipients | - | Enter recipients to be CC'd the Welcome Email. - One address per line |
| BCC Recipients | - | Enter recipients to be BCC'd the Welcome Email. - One address per line |
| Email Subject | - | Welcome #FirstName# #LastName# | Set the subject line of the Email |
| Email Body | (Long default message) | Define the body of the email. Short codes that can be used in Email Subject and Email Body fields: #FirstName#, #LastName#, #OfficePhone#, #MobilePhone#, #Department#, #company#, #email#, #JobTitle#, #Manager#, #Location# |
Access Levels
- Additional Access Levels can be added by clicking the 'Insert +' link.
- Remove unneeded Access Levels by clicking the 'Delete-' link.
Note
For more information on Access Levels, refer to this article
| Field Name | Details |
|---|---|
| Access Level | This is the name of the access level which can be selected from the New User creation form |
| Groups (one per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| Microsoft 365 Groups (One per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| Extra AD Attribute Settings | This is used to update fields that are not displayed on the new user form . For example: msExchRecipientTypeDetails|2147483648 |
| Org Unit (canonicalName or distinguishedName) | Name of the organizational unit that the user will be added to in AD |
| Contact location / site (must match existing ticketing system site name) | Name of the contact location or site in the ticketing system |
| Shared Mailbox Access (One per line) (SmartForms Only) | Format: upn PIPE permission Permissions: Full | SendAs | SendOnBehalf e.g. john.smith@pia.ai|Full |
| UPN Suffix (SmartForms Only) | Enter the UPN suffix used for the New User created for SmartForms request |
| Licenses (SmartForms Only) | Select the Licenses that will be available while creating New User for SmartForms request |
Manual Tasks
- Additional Tasks can be added by clicking the 'Insert +' link.
- Remove unneeded Tasks by clicking the 'Delete-' link.
| Field Name | Details |
|---|---|
| Task | Detail manual tasks that will be added to the ticket for the Service Desk Engineer to complete |
AD Properties
| Field Name | Default Value | Details |
|---|---|---|
| All staff group (optional) | =global.allStaffGroup | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Primary Domain Controller | =global.primaryDC | Name of the Primary Domain Controller for the client |
| Exchange Server | =global.exchange_server | Name of the Exchange Server for the client |
| Mailbox Creation Environment | - | Select the Exchange Environment to create the user mailbox |
| Username Format | - | Select the format for the username which Pia will generate for the New User creation |
| Action to take when a duplicate Username is detected | - | Select an action Pia will take when the provided Username already exists when creating a New User |
| User Principal Name Format | - | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Action to take when a duplicate UPN is detected | - | Select an action Pia will take when the provided UPN already exists when creating a New User |
| Minimum length for UPN and SAM Account Name | No Limit | Select an option to determine max length for a new UPN and SAM Account Name |
| Display Name Format | - | Select the display name format used by your organization from the available options |
| User Selection Dropdowns Display Format | - | Select what information the user selection dropdowns will display along with the user name to avoid confusion |
| Extra Proxy Addresses | - | (One per line) Add any extra addresses which may be selected by the Pia user during user creation. For example: @abc.com |
| Extra AD Attribute Settings | - | (One per line) Format: name|value |
Extra Features
| Field Name | Default Value | Details |
|---|---|---|
| Enable Employee ID on Form | - | This will display an input for an employee ID to be set by the engineer |
| Enable Welcome Email | - | Select if new users will receive the Welcome Email defined further down in the form |
| Home Drive Setup | - | Select if new users will receive the Welcome Email defined further down in the form |
| Present List of Domains for Primary SMTP Address | - | A list of suffixes for email addresses to be used during account creation |
| Enable Ticket Note Auditing for Passwords as Plain Text | - | Password created for the New User account will be added to the ticket as a ticket note |
| Disable Contact Creation in Ticketing System | - | If enabled, Pia will avoid creating contact in the Ticketing System for the New User |
| Enable Default "Password Never Expires" | - | If enabled, the Password for the New User account will set to never expire |
| Allow Separate Email Address To User Principal Name | - | Provides option to use an email address separate to UPN |
| Disable SMS Option | No | This will hide the SMS message capability during account creation |
Welcome Email
Note
The Welcome Email feature requires a global variable to be setup in the Package Editor Screen. For more information, refer to this article.
| Field Name | Default Value | Details |
|---|---|---|
| Email Options | - | A series of checkboxes to confirm Welcome Email details |
| Confirm before sending email (checkbox) | - | Confirm the Welcome Message in the Pia Chatbox before sending |
| CC Recipients (checkbox) | - | When checked the 'CC Recipients' field is displayed |
| BCC Recipients (checkbox) | - | When checked the 'BCC Recipients' field is displayed |
| CC Recipients | - | Enter recipients to be CC'd the Welcome Email. - One address per line |
| BCC Recipients | - | Enter recipients to be BCC'd the Welcome Email. - One address per line |
| Email Subject | - | Welcome #FirstName# #LastName# | Set the subject line of the Email |
| Email Body | (Long default message) | Define the body of the email. Short codes that can be used in Email Subject and Email Body fields: #FirstName#, #LastName#, #OfficePhone#, #MobilePhone#, #Department#, #company#, #email#, #JobTitle#, #Manager#, #Location# |
Home Drive
| Field Name | Default Value | Details |
|---|---|---|
| Home Drive Letter | H | Letter to be assigned to the home drive |
| Home Drive Root Path | - | Define location path for the home drive |
Password Section
| Field Name | Default Value | Details |
|---|---|---|
| Minimum Length | =global.minLength | This will set the minimum length for the password. By default, this is set based on the configuration of the global configuration form |
| Password Options | =global.passwordOptions | This will set any additional requirements on the password such as uppercase, lowercase, numbers and special characters |
| Password Override | - | (Optional) Set a default initial password |
Access Levels
- Additional Access Levels can be added by clicking the 'Insert +' link.
- Remove unneeded Access Levels by clicking the 'Delete-' link.
Note
For more information on Access Levels, refer to this article
| Field Name | Details |
|---|---|
| Access Level | This is the name of the access level which can be selected from the New User creation form |
| Groups (one per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| Extra AD Attribute Settings | This is used to update fields that are not displayed on the new user form . For example: msExchRecipientTypeDetails|2147483648 |
| Org Unit (canonicalName or distinguishedName) | Name of the organizational unit that the user will be added to in AD |
| Contact location / site (must match existing ticketing system site name) | Name of the contact location or site in the ticketing system |
Manual Tasks
- Additional Tasks can be added by clicking the 'Insert +' link.
- Remove unneeded Tasks by clicking the 'Delete-' link.
| Field Name | Details |
|---|---|
| Task | Detail manual tasks that will be added to the ticket for the Service Desk Engineer to complete |
Server Properties
| Field Name | Default Value | Details |
|---|---|---|
| Primary Domain Controller | =global.primaryDC | Name of the Primary Domain Controller for the client |
| Azure AD Connect Server | =global.azureADConnectServer | Name of the server that facilitates synchronizing user details from an on-prem AD to Azure AD for the client |
| Exchange Server | =global.exchange_server | Name of the Exchange Server for the client |
Azure Properties
| Field Name | Default Value | Details |
|---|---|---|
| All staff group (optional) | =global.azure_all_staff_group | All Staff Group that the package will refer to retrieve a list of active users for the client |
| User Principal Name Format | - | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Action to take when a duplicate UPN is detected | - | Select an action Pia will take when the provided UPN already exists when creating a New User |
| Display Name Format | - | Select the display name format used by your organization from the available options |
| FirstName LastName e.g. John Smith | - | Select the First Name and Last Name format used by your organization from the available options |
| Default Microsoft365 Licenses | - | (Optional) Choose a Microsoft 365 license that will be selected by default in the Pia Chatbox. |
Active Directory Properties
| Field Name | Default Value | Details |
|---|---|---|
| All staff group (optional) | =global.allStaffGroup | All Staff Group that the package will refer to retrieve a list of active users for the client |
| Username Format (samAccountName) | - | Select the format for the username which Pia will generate for the New User creation |
| Action to take when a duplicate Username is detected | - | Select an action Pia will take when the provided Username already exists when creating a New User |
| UPN Format (userPrincipalName) | - | Select the format for the user principal name which Pia will generate for the New User creation |
| Action to take when a duplicate UPN is detected | - | Select an action Pia will take when the provided UPN already exists when creating a New User |
| Display Name Format | - | Select the display name format used by your organization from the available options |
| FirstName LastName e.g. John Smith | - | Select the First Name and Last Name format used by your organization from the available options |
| Extra AD Attribute Settings | - | (One per line) Format: name|value |
Extra Features
| Field Name | Default Value | Details |
|---|---|---|
| Enable Employee ID on Form | - | This will display an input for an employee ID to be set by the engineer |
| Enable Litigation Hold on New User Mailbox | - | Select to enable Litigation Hold by default on the mailbox |
| Enable Welcome Email | - | Select if new users will receive the Welcome Email defined further down in the form |
| Home Drive Setup | - | Select if new users will receive the Welcome Email defined further down in the form |
| Enable Ticket Note Auditing for Passwords as Plain Text | - | Password created for the New User account will be added to the ticket as a ticket note |
| Disable Contact Creation in Ticketing System | - | If enabled, Pia will avoid creating contact in the Ticketing System for the New User |
| Enable Default "Password Never Expires" | - | If enabled, the Password for the New User account will set to never expire |
| Enable Full Country Names | - | Allows adding Full Country Names in the New User Form |
| Default Calendar Permission on New User's Calendar | Limited Details | This will display the option to set default calendar permission based on user input |
| Minimum length for UPN and SAM Account Name (Both Azure & AD) | No Limit | Select an option to set the min length of UPN and SAM Account Name for the New User |
License Provisioning
Note
These options are only valid when there is a Licensing CSP Integration Configured for the client.
| Field Name | Details |
|---|---|
| Enable License procurement | Allows purchasing License using the configured Connected Service while running the package |
| Prompt for confirmation before procurement | Displays a prompt before license procurement to verify action |
Welcome Email
Note
The Welcome Email feature requires a global variable to be setup in the Package Editor Screen. For more information, refer to this article.
| Field Name | Default Value | Details |
|---|---|---|
| Email Options | - | A series of checkboxes to confirm Welcome Email details |
| Confirm before sending email (checkbox) | - | Confirm the Welcome Message in the Pia Chatbox before sending |
| CC Recipients (checkbox) | - | When checked the 'CC Recipients' field is displayed |
| BCC Recipients (checkbox) | - | When checked the 'BCC Recipients' field is displayed |
| CC Recipients | - | Enter recipients to be CC'd the Welcome Email. - One address per line |
| BCC Recipients | - | Enter recipients to be BCC'd the Welcome Email. - One address per line |
| Email Subject | - | Welcome #FirstName# #LastName# | Set the subject line of the Email |
| Email Body | (Long default message) | Define the body of the email. Short codes that can be used in Email Subject and Email Body fields: #FirstName#, #LastName#, #OfficePhone#, #MobilePhone#, #Department#, #company#, #email#, #JobTitle#, #Manager#, #Location# |
Home Drive
| Field Name | Default Value | Details |
|---|---|---|
| Home Drive Letter | H | Letter to be assigned to the home drive |
| Home Drive Root Path | - | Define location path for the home drive |
Password Section
| Field Name | Default Value | Details |
|---|---|---|
| Minimum Length | =global.minLength | This will set the minimum length for the password. By default, this is set based on the configuration of the global configuration form |
| Password Options | =global.passwordOptions | This will set any additional requirements on the password such as uppercase, lowercase, numbers and special characters |
| Password Override | - | (Optional) Set a default initial password |
Access Levels
- Additional Access Levels can be added by clicking the 'Insert +' link.
- Remove unneeded Access Levels by clicking the 'Delete-' link.
Note
For more information on Access Levels, refer to this article
| Field Name | Details |
|---|---|
| Access Level | This is the name of the access level which can be selected from the New User creation form |
| Groups (one per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| 365 Groups (one per line) | These are the group names from azure which should be pre-populated when the access level is selected |
| Extra AD Attribute Settings | This is used to update fields that are not displayed on the new user form . For example: msExchRecipientTypeDetails|2147483648 |
| Org Unit (canonicalName or distinguishedName) | Name of the organizational unit that the user will be added to in AD |
| Contact location / site (must match existing ticketing system site name) | Name of the contact location or site in the ticketing system |
Manual Tasks
- Additional Tasks can be added by clicking the 'Insert +' link.
- Remove unneeded Tasks by clicking the 'Delete-' link.
| Field Name | Details |
|---|---|
| Task | Detail manual tasks that will be added to the ticket for the Service Desk Engineer to complete |