To get access to the tools our team members need for their job, an Access Request (AR) issue needs to be created. To make sure our team members experience a good onboarding, we automated this process by creating the AR Role based entitlement issue with the bot. This automation was enabled on 2020-04-01 (so on 2020-04-02 the pipeline ran the first time.)
Every day we run 3 scheduled pipelines. They are each set up for a specific region:
For the JAPAC pipeline, it will fetch the team members with a start date for the current day (timezones). For the EMEA and Americas pipeline, it will fetch all the team members that have a start day equal to the previous day (so who started yesterday). The pipeline then filters out the ones for the region they need to send the email to. This all is to ensure we don't create the issue too late or too early. The region of the team member is determined from the region that is on their BambooHR profile.
For all these members it will check if it is possible to create an Access Request issue. It will only work for the members with roles that have a set template in the role baseline access requests tasks directory.
The templates are created on a role level and can be created for the specialty level as well. For example
if you have a person with the role
Security Engineer, Strategic Security. The code will look for two templates:
role_security_engineer_strategic_security.md. Note: you don't need to have both created,
but if there are two, the code will use both to create the issue, if there is just one, it will create the one it can find.
The issue will be created in the AR project.
The bot will announce in Slack (#peopleops-alerts) the list of people that we were able to create the AR. As well as the list of people (with their role) that we weren't able to create the AR for. This way we can connect with the teams so they can add a template for this role.
Note: PeopleOps is not responsible for creating or maintaining the templates, each team is responsible for creating the templates for their roles. This is also explained in the README of the project.
Here's a video with the People Group Engineer going over the AR automation. They discuss how it works and how a template can be added.