Manage Data Sources

This section describes how to specify the data source and how the data is processed for automation and analysis in an organization.

To create a data source, perform the following steps:

  1. Log in with Organization Admin user.
  2. On the main menu bar, click Configuration 🡪 Manage Data Sources.
  3. On the Manage Data Sources screen, click .
    Figure 1. Data Sources
  4. The Manage Data Source page appears with the following tabs:
    • Data Source
    • Fetch Data Configuration
    • Release Rules Configuration
    Figure 2. Organization Details
    Note:
    Release Rules Configuration is only applicable for the following Module types- Incident Management, Change Request Task and Service Request Task. This tab will not be activated for other module types.

Organization Details

Users can set up organization details, for which the data source will be created, by performing the following steps:

  1. On the Organization tab, Select a module where the organization brings the data from the data source in BigFix Runbook AI, from the Module field.
  2. Upon selection of the Module, the following two additional input parameters will be populated. Select the appropriate option
    1. Closure: Check this option if you want product to manage the ticket closure updates instead of the RBA tool. In this scenario, an additional tab “Close Rules Configuration” will be activated for providing further details, steps for which are mentioned later.
    2. InProgress: Check this option if you want product to manage the tickets in progress status updates instead of the RBA tool. In this scenario, an additional tab “InProgress Rules Configuration” will be activated for providing further details, steps for which are mentioned later.
      Figure 3. Select Organization Details
  3. Select a service, with which BigFix Runbook AI is integrated and pulls data for automation, from the Service field. Upon selection of service, the below 2 options are populated:
    • Attachment: Check this option if you want to use the product’s API to Upload/Download attachment of ServiceNow.
    • Assignation: Check this option if user wants to use the assignation feature of the product where the configuration is done for assigning the ticket to separate user/group.
      Figure 4. Select Organization Details (Cont.)
      Note:
      The attachment option is available if selected Service is servicenow. Assignation is visible if selected service is either ServiceNow or servicexchange.

      Multiple source types are available.

  4. Select the integration method to integrate between BigFix Runbook AI and the selected service type from the Integration Type field.
  5. Provide the data source name.
  6. Select the time zone in which ITSM tool API return data.
  7. Unix Time Stamp: By default, its disabled but if ITSM provides response in different time format such as UNIX then this needs to be unchecked.
  8. Click Next to update the data source details.
    Figure 5. Select Organization Details (cont.)
    Note:
    All fields marked with an asterisk (*) are mandatory.

Fetch Data Configuration

Users can configure a method for fetching data from the data source by using the following steps:

  1. On the Fetch Data Configuration page, type the URL of the selected service type in the URL field to fetch data.
  2. This URL contains the placeholders that display the parameters based on the applied clause such as the number of records to be fetched, query type, date on which the data is fetched, and the order by and so on. It depends on the URL or API provided by the tool.
    Figure 6. Fetch Data Configuration
    Note:
    The user can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever a user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  3. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    Figure 7. Authentication Types
  4. Selection of Windows / Basic Authentication requires only Username and Password.
    Figure 8. Authentication Type (Windows / Basic)
  5. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate.
    Figure 9. Authentication Type (CRT / Key file location)
  6. Selection of OAuth2 authentication type, users needs to provide the below details:
    • Type the Authentication URL.
    • Type the Username and Password.
  7. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in Azure Key Vault then select Input Type as Azure Key Vault and then select any of the configured details from the value field. Else if it is available in any Key Vault such as CyberArk or Secret Manager then select Input Type as CyberArk or Secret Manager and then select any of the configured details from the value field.
    Figure 10. Password in Plaintext
    Figure 11. Password from Key Vault (CyberArk)
    Figure 12. Password from Secret Manager
    Figure 13. Password from Azure Key Vault
    A screenshot of a computer Description automatically generated
    Figure 14. Password from Saviynt Vault
    Figure 15. Authentication Type (OAuth2)
  8. Select Request Method as GET, PUT, POST or PATCH.
  9. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  10. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  11. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only WhiteListed URL ‘. To whitelist the URL kindly, refer ‘ HCL BigFix Runbook AI KRS Guide’ .
  12. If the user has additional parameters, click Add Authentication Parameters under the Request Authentication Parameters tab.
    Figure 16. Add Authentication Parameters
  13. Type the ‘Request Header Parameter’.
    Figure 17. Request Header Parameter
  14. Type the Request Body in JSON format.
  15. Type the Response Body in JSON format.
  16. Click Extract Keys . It adds the parameter and lists to the Mandatory page.
  17. Click Add the Response Parameter if you want to add a new parameter to the Mandatory page.
    Figure 18. Add response Parameter

Release Rules Configuration

User can configure a method for releasing the ticket from BigFix Runbook AI queue by performing the following steps.

Note:
Release Rules Configuration is only applicable for Incident Management, Service Request Task and Change Request Task
  1. On the Release Rules Configuration page, type the URL of the selected service type in the URL field to release data.
  2. This URL contains the placeholders that display the parameters based on the applied clause. It is dependent on the URL or API provided by the tool.
    Figure 19. Release Rule Configuration
    Note:
    User can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  3. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    Figure 20. Authentication Types
    1. Selection of Windows / Basic authentication requires only Username and Password.
      Figure 21. Authentication Type (Windows / Basic)
    2. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate..
      Figure 22. Authentication Type (CRT and Key file location )
    3. Selection of OAuth2 authentication type, users needs to provide the below details.
      1. Type the Authentication URL.

      2. Type the Username and Password.

    4. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in Azure Key Vault then select Input Type as Azure Key Vault and then select any of the configured details from the value field. Else if it is available in any Key Vault such as CyberArk or Secret Manager then select Input Type as CyberArk or Secret Manager respectively and then select any of the configured details from the value field.
      Figure 23. Password in Plaintext
      Figure 24. Password from Key Vault (CyberArk)
      Figure 25. Password from Secret Manager
      A screenshot of a computer Description automatically generated
      Figure 26. Password from Azure Key Vault
      A screenshot of a computer Description automatically generated
      Figure 27. Password from Saviynt Vault
    Figure 28. Authentication Type (OAuth2)
  4. Select Request Method as GET, PUT, POST or PATCH.
  5. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  6. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  7. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only WhiteListed URL ‘. To whitelist the URL kindly refer ‘ HCL BigFix Runbook AI KRS Guide’ .
  8. If the user has additional parameters, click Add Authentication Parameters under the Request Authentication Parameters tab.
    Figure 29. Authentication Type (Windows / Basic)
  9. Type the Request Header Parameter.
    Figure 30. Request Header Parameter
  10. Type the Request Body in JSON format.
    Figure 31. Request Body
    Note:

    The values for the parameters will be set in the Mange Rules section.

  11. Type the Response Body in JSON format.
    Figure 32. Response Body
  12. Click Submit to create the Data Source.
    Note:
    All fields marked with an asterisk (*) are mandatory.

Close Rules Configuration

Users can configure the method for Closing the ticket from BigFix Runbook AI queue by performing the following steps.

Note:
Close Rules Configuration is only applicable for Incident Management, Service Request Task and Change Request Task
  1. On the Close Rules Configuration page, click on Same as Release if similar configurations as mentioned in “Release Rules Configuration” are required, else proceed ahead.
  2. Type the URL of the selected service type in the URL field to release data.
  3. This URL contains the placeholders that display the parameters based on the applied clause. It depends on the URL or API provided by the tool.
    Figure 33. Close Rules Configuration
    Note:
    User can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  4. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    Figure 34. Authentication Types
    1. Selection of Windows / Basic authentication requires only Username and Password.
      Figure 35. Authentication Type (Windows / Basic)
    2. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate.
      Figure 36. Authentication Type (CRT and Key file location)
    3. Selection of OAuth2 authentication type, users needs to provide the below details.
      1. Type the Authentication URL.
      2. Type the Username and Password.
    4. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in any Key Vault such as CyberArk or Secret Manager then select Input Type as CyberArk or Secret Manager respectively and then select any of the configured details from the Value field.
      Figure 37. Password in Plaintext
      Figure 38. Password from Key Vault (CyberArk)
      Figure 39. Password from Secret Manager
      A screenshot of a computer
      Figure 40. Password from Azure Key Vault
      A screenshot of a computer Description automatically generated
      Figure 41. Password from Saviynt Vault
      Figure 42. Authentication Type (OAuth 2.0)
  5. Select Request Method as GET, PUT, POST or PATCH.
  6. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  7. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  8. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only WhiteListed URL ‘. To whitelist the URL kindly refer ‘HCL BigFix Runbook AI KRS Guide’.
  9. If a user has additional parameters, click Add Authentication Parameters under the tab Request Authentication Parameters.
    Figure 43. Authentication Type (Windows / Basic)
  10. Type the Request Header Parameter.
    Figure 44. Request Header Parameter
  11. Type the Request Body in JSON format.
    Figure 45. Request Body
    Note:

    The values for the parameters will be set in the Mange Rules section.

  12. Type the Response Body in JSON format.
    Figure 46. Response Body
  13. Click Next to move to the next section.
    Figure 47. Request Header Parameter

InProgress Rules Configuration

User can configure a method for releasing the ticket from BigFix Runbook AI queue performing the following steps.

Note:
InProgress Rules Configuration is only applicable for Incident Management, Service Request Task and Change Request Task
  1. On the InProgress Rules Configuration page, click on Same as Release if similar configurations as mentioned in “Release Rules Configuration” are required, else proceed ahead.
  2. Type the URL of the selected service type in the URL field to release data.
  3. This URL contains the placeholders that display the parameters based on the applied clause. It is dependent on the URL or API provided by the tool.
    Figure 48. InProgress Rules Configuration
    Note:
    User can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  4. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    Figure 49. Authentication Types
    1. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate.
      Figure 50. Authentication Type (CRT and Key file location)
    2. Selection of OAuth2 authentication type, users need to provide the below details.
      1. Type the Authentication URL.

      2. Type the Username and Password.

    3. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in Azure Key Vault then select Input Type as Azure Key Vault and then select any of the configured details from the value field. Else if it is available in any Key Vault such as CyberArk then select Input Type as CyberArk and then select any of the configured details from the value field.
    Figure 51. Password in Plaintext
    Figure 52. Password from Key Vault (CyberArk)
    Figure 53. Password from Secret Manager
    A screenshot of a computer Description automatically generated
    Figure 54. Password from Azure Key Vault
    A screenshot of a computer Description automatically generated
    Figure 55. Password from Saviynt Vault
    Figure 56. Authentication Type (OAuth2)
  5. Select Request Method as GET, PUT, POST or PATCH.
  6. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  7. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  8. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only WhiteListed URL ‘. To whitelist the URL kindly refer ‘HCL BigFix Runbook AI KRS Guide’.
  9. If a user has additional parameters, click Add Authentication Parameters under the tab Request Authentication Parameters.
    Figure 57. Authentication Type (Windows / Basic)
  10. Type the Request Header Parameter.
    Figure 58. Request Header Parameter
  11. Type the Request Body in JSON format.
    Figure 59. Request Body
    Note:
    The values for parameters will be set in the Mange Rules section.
  12. Type the Response Body in JSON format.
    Figure 60. Response Body
  13. Click Submit to create the Data Source.
    Figure 61. Success Message

Assignation Rules

Users can configure the method for assigning the ticket from BigFix Runbook AI queue by performing the following steps.

Note:
Assignation Rules Configuration is only applicable for Incident Management, Service Request Task and Change Request Task Module for ServiceNow and ServiceXchange
  1. On the Assignation Rules Configuration page, click on Same as Release if similar configurations as mentioned in “Release Rules Configuration” are required, else proceed ahead.
  2. Type the URL of the selected service type in the URL field to release data.
  3. This URL contains the placeholders that display the parameters based on the applied clause. It depends on the URL or API provided by the tool.
    Figure 62. Assignation Rules Configuration
    Note:
    Users can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever a user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  4. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    • Figure 63. Authentication Types
    1. Selection of Windows / Basic authentication requires only Username and Password.
      Figure 64. Authentication Type (Windows / Basic)
    2. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate.
      Figure 65. Certificate based Auth
    3. Selection of OAuth2 authentication type, users needs to provide the below details.
      • Type the Authentication URL.
      • Type the Username and Password.
    4. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in any Key Vault such as CyberArk or Secret Manager then select Input Type as CyberArk or Secret Manager respectively and then select any of the configured details from the Value field.
      Figure 66. Password in Plaintext
      Figure 67. Password from Key Vault (CyberArk)
      Figure 68. Password from Secret Manager
      Figure 69. Password from Azure Key Vault
      Figure 70. Password from Saviynt Vault
      Figure 71. Authentication Type (OAuth 2.0)
  5. Select Request Method as GET, PUT, POST or PATCH.
  6. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  7. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  8. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only Whitelisted URL ‘. To whitelist the URL kindly refer ‘HCL BigFix Runbook AI KRS Guide’.
  9. If a user has additional parameters, click Add Authentication Parameters under the tab Request Authentication Parameters.
    Figure 72. Authentication Type (Windows / Basic)
  10. Type the Request Header Parameter.
    Figure 73. Request Header Parameter
  11. Type the Request Body in JSON format.
    Figure 74. Request Body
    Note:
    The values for the parameters will be set in the Mange Rules section.
  12. Type the Response Body in JSON format.
    Figure 75. Response Body
  13. Click Next to move to the next section.
    Figure 76. Request Header Parameter

Attachment Rules

Users can configure the method for using the Download/Upload attachment APIs to download and attachment or upload it on Service Now.

Note:
Attachment Rules Configuration is only applicable for Incident Management, Service Request Task and Change Request Task Module for ServiceNow.
  1. On the Attachment Rules Configuration page, click on Same as Release if similar configurations as mentioned in “Release Rules Configuration” are required, else proceed ahead.
  2. Type the URL of the selected service type in the URL field to release data.
  3. This URL contains the placeholders that display the parameters based on the applied clause. It depends on the URL or API provided by the tool.
    Figure 77. Attachment Rules Configuration
    Note:
    User can apply multiple clauses into the URL to display only the required parameter into the placeholder. Once you hit the URL, only the placeholders with a hashtag will be displayed with the associated parameters in the URL Path Parameters column. Whenever user wants to change the data to be filtered, always change the logic in the URL to get the specific parameters.
  4. Select the Authentication Type. BigFix Runbook AI supports the following types of authentications:
    • WindowsAuth
    • OAuth2
    • BasicAuth
    • Certificate Based Auth
    Figure 78. Authentication Types
    1. Selection of Windows / Basic authentication requires only Username and Password.
      Figure 79. Authentication Type (Windows / Basic)
    2. Selection of Certificate based Auth requires CRT file location and Key file location of the certificate.
      Figure 80. CRT file location
    3. Selection of OAuth2 authentication type, users needs to provide the below details.
      1. Type the Authentication URL.
      2. Type the Username and Password.
    4. For password, click on Add Password button next to it. If the password is available in plaintext, then select Input type as Input Text and enter the password in Value field. Else if it is available in any Key Vault such as CyberArk or Secret Manager then select Input Type as CyberArk or Secret Manager respectively and then select any of the configured details from the Value field.
      Figure 81. Password in Plaintext
      Figure 82. Password from Key Vault (CyberArk)
      Figure 83. Password from Secret Manager
      Figure 84. Password from Azure Key Vault
      Figure 85. Password from Saviynt Vault
      Figure 86. Authentication Type (OAuth 2.0)
  5. Select Request Method as GET, PUT, POST or PATCH.
  6. Select Proxy Required if the environment needs access to content from data sources outside the firewall.
  7. Click on Test Connection to check accessibility of URL from service. Testing the connection is not mandatory, you can still create Data source.
  8. To test connection, the URL of ITSM should be whitelisted else it will throw alert stating ‘Use only WhiteListed URL ‘. To whitelist the URL kindly refer ‘HCL BigFix Runbook AI KRS Guide’.
  9. If a user has additional parameters, click Add Authentication Parameters under the tab Request Authentication Parameters.
    Figure 87. Authentication Type (Windows / Basic)
  10. Type the Request Header Parameter.
    Figure 88. Request Header Parameter
  11. Type the Request Body in JSON format.
    Figure 89. Request Body
  12. Type the Response Body in JSON format.
    Figure 90. Response Body
  13. Click Next to move to the next section.
    Figure 91. Request Header Parameter

View Data Sources

Users can view and manage the data sources configured within organization.

To view and manage data sources, perform the following steps:

  1. On the main menu bar, click Configuration Manage Data Sources.
  2. The Manage Data Sources page appears.
    Figure 92. View Data Source

This lists the available data sources in a tabular view with their associated organization, module, and service type. Users can create a new data source by clicking Manage Data Sources. Users can also edit or delete the data source and manage the entry criteria for the data source.

Edit Data Source

Users can open a data source, review the available information, and change the data source details.

To edit the existing data source, perform the following steps:

  1. On the Manage Data Sources page, click on next to the data source user wants to edit.
    Figure 93. Edit Data Source
  2. This redirects you to the Manage Data Sources. Edit the details as required.
  3. Click Update to commit the changes or click Cancel to discard all changes.

Manage Entry Criteria

Entry criteria are a set of conditions or requirements that must be fulfilled to fetch the data from the data source.

To manage entry criteria, perform the following steps:

  1. On the Manage Data Sources tab, click next to the data source user wants to manage.
    Figure 94. Manage Entry Criteria
  2. The Manage Entry Criteria page appears. You will be prompted to apply the following conditions:
    • Column
    • Operator
    • Value
    • Clause
    • Sub-Clause
  3. Click Save to go to the next screen.
    Figure 95. Manage Entry Criteria (Cont.)
    Figure 96. Manage Entry Criteria (Cont.)
    Figure 97. Manage Entry Criteria (Cont.)
    Figure 98. Manage Entry Criteria (Cont.)

Delete Data Source

If a data source in an organization is no longer required, the user can delete it by performing the following steps:

  1. On the Manage Data Sources tab, click to delete the Data Source.
    Figure 99. Delete Data Source
  2. Click OK to confirm.
  3. A confirmation dialog box appears on the screen.