#Custom Service

Use the Custom Service to capture required service information using metadata and to execute your desired action via the methods that exist in a published Web Service.

On the interface for creating or editing a Custom service, configure the following settings:

1. Service Name and Description – Enter a Name for the service and an optional Description for future reference.

2. Language – Choose a language for this service. When starting a request, a requester can filter the services according to their languages**.**

3. Service Category – Categories are used to organize your AvePoint Cloud Governance services. Select an existing category from the drop-down list or create a new category for this service by clicking Create New then configuring the new category in the Create Category interface.

4. Service Initiation – Choose how users will be able to initiate requests for this service.

   • Available in service catalog (the Start a Request page) – Select this checkbox to allow business users to access this service via the service catalog (the Start a Request page).

   • Available as a questionnaire result – Select this checkbox to allow business users to access this service via questionnaire results. Then, choose one of the following options:

     • Users must meet the service permissions below – Allows business users who meet the permission conditions in the Service Permissions field below to access this service via questionnaire results.

     • Allow all users to use this service from questionnaire results (Regardless of the service permission conditions) – Allows all business users to access this service via questionnaire results regardless of the service permission conditions.

5. Service Permissions – Choose what kind of users have permission to use this service. Note that local users, Microsoft 365 users, or Microsoft 365 Groups entered here must be existing AvePoint Online Services users.

   • Allow all users to use this service – Allow this service to be requested by any user.

   • Define conditions for users who can use this service – Allows specific local users, Microsoft 365 users, or Microsoft 365 Groups to use this service. Complete the following steps:

     1. Enter the usernames or group names in the text box. Press Enter to check if the names are valid.

     2. Click Add to List to add the users/groups to the table or click Clear Settings to reset your configurations.

        After the users/groups are added to the table, you can also perform the following actions:

        • Click Clear Table to remove the added users/groups from the table.

        • Click the edit button to edit the user/group scope.

        • Click the delete button to remove the users/groups from the table.

6. Service Contact – Specify a user to be the Service Contact. This should be a business user who is the owner of the business process for this service. Enter the username in the Service Contact text box. Press Enter to check if the name is valid.

7. Administrator Contact – Specify a user or a Microsoft Entra group to be the Administrator Contact. This user or group should be an IT administrator of AvePoint Cloud Governance and is responsible for service management. AvePoint Cloud Governance will assign a task to the Administrator Contact when an error occurs after the approval process starts. Enter a username or a group name in the Administrator Contact text box. Press Enter to check if the name is valid. Also, have an email notification be sent to the Administrator Contact when this service encounters an error, configure the Administrator Notification section of the System group within Settings. For more information, refer to Configure Administrator Notification.

8. Click the arrow on the right-hand side to proceed to the next step.

9. Metadata – Select the metadata to be made available to users when submitting a request for this service. Click Add Metadata to go to the Add Metadata window. In the Add Metadata window:

   • Create – Click Create to create new metadata in the Create Metadata window. For more information about how to configure metadata, refer to Configure Metadata.

   • Edit – Select metadata and click Edit. For more information about how to configure metadata, refer to Configure Metadata.

   • Add to List – Select metadata and click Add to List. The metadata displayed here is configured in Settings > Request Management > Metadata.

10. Approval Process – Select an approval process from the drop-down list or click Create New to create a new one in the Approval Process Settings window. After selecting the approval process, the approval stage, approver, and approval order are displayed. You can create a new approval process from an existing approval process by clicking Create From This Existing Approval Process. The Approval Process Settings window appears. Configure the settings, and then save and activate the approval process. For more information on configuring the approval process, refer to Configure Approval Processes. This approval process will be triggered when a service request to remove the permission of a specific user is submitted.

    Select the Allow approvers to edit this service request checkbox to allow the approvers to edit the service request for this service. You can also choose to Notify the requester when the service request is edited by selecting the checkbox and then selecting an Email template

11. Custom Action (optional) – Allows you to define custom actions before approval and after approval of the request via the methods that exist in a published Web Service. Select the corresponding checkboxes and complete the following steps:

    1. Enter the URL of your published Web Service in the Web Service Address text box.

    2. Select Anonymous Access or Microsoft Entra Authentication as the authentication type that will be used to access the Web service from the drop-down list. If you select Microsoft Entra Authentication as the authentication type, you must enter the Client ID of Microsoft Entra application.

       NOTE

       To use the Microsoft Entra account to access the Web service, you must configure your App service application first. Refer to the following Microsoft technical article to configure your App service application: Configure your App Service or Azure Functions app to use Microsoft Entra sign-in.

    3. Click Retrieve to retrieve the methods in the Web Service.

    4. Select your desired method from the drop-down list.

    5. If there are parameters defined in the selected method, the parameters are displayed in a table. Enter the value for each parameter in the corresponding text box.

    See Appendix C - Use Custom Actions for detailed instructions on how to create and publish a Web Service, as well as an example for applying a Web Service to a custom action.

12. Run During – Select Enable service request execution schedule to define when Governance Automation executes the service request. Then, choose a previously configured execution schedule from the drop-down list or click Create New to create a new one.

13. When you have finished configuring settings for this service, choose one of the following options:

    • Click the arrow on the left-hand side to go to the previous steps to review and modify your configurations.

    • Click Save to save all of the configurations and return to the Service Management interface.

    • Click Save and Activate to save all of the configurations and activate this service, which allows users to submit requests for this service.

    • Click Cancel to return to the Service Management interface without saving any configurations.