Improve Console Role Assignment Workflow In WSO2 IS

Hey guys! Let's dive into a crucial discussion about the console setting role assignment workflow within our WSO2 Identity Server product. Currently, we're facing a limitation that impacts how users are assigned to roles, particularly when workflows are involved. This article will break down the current problem, propose an improvement, and discuss the implications. So, buckle up, and let's get started!

Current Limitations with Console Role Assignment

In the console settings page of WSO2 Identity Server, we have the ability to assign existing users to roles related to console management. These roles can include the default Administrator role or any custom-created roles tailored to specific administrative needs. This functionality is essential for controlling access and permissions within the console, ensuring that only authorized personnel can perform sensitive operations. However, a significant limitation arises when a workflow is configured for adding or removing users from roles. When such a workflow exists, any attempt to assign or unassign a user from a role triggers the workflow, sending the request for approvals. The API response in this scenario is a 202 status code, indicating that the request has been accepted for processing but not yet completed. This behavior, while technically correct, introduces a user experience challenge that we need to address.

The core issue lies in the lack of clear feedback to the user. When a user initiates a role assignment that triggers a workflow, the 202 response doesn't provide sufficient information about the status of the request. The user is left wondering whether the assignment was successful, is pending approval, or encountered an error. This ambiguity can lead to confusion, frustration, and unnecessary support inquiries. Imagine a scenario where an administrator assigns a user to a critical role, expecting immediate access. If the workflow requires multiple approvals and the user isn't notified about the pending status, they might be unable to perform their duties, leading to operational delays. Therefore, it's crucial to provide users with clear and timely notifications about the status of their role assignment requests, especially when workflows are involved.

The current implementation, while functional from a technical standpoint, falls short in providing a seamless and informative user experience. We need to bridge the gap between the API response and the user interface, ensuring that users are kept in the loop about the progress of their role assignment requests. This improvement is not just about aesthetics; it's about empowering users with the information they need to manage access and permissions effectively. By providing clear notifications, we can reduce uncertainty, improve user satisfaction, and streamline the overall administration process.

Suggested Improvement: Enhanced Notifications for Role Updates

To address the current limitation, the suggested improvement focuses on enhancing the notifications displayed in the console based on the response code of the role update API. Currently, when a role assignment triggers a workflow, the API responds with a 202 status code. While this indicates that the request is being processed, it doesn't offer any specific feedback to the user about the status of their request. To improve this, we need to implement a mechanism that interprets the response code and displays a more informative notification to the user.

The key is to provide context-aware notifications. Instead of a generic message, the notification should clearly indicate that the role assignment is pending approval due to an active workflow. For example, a notification could say, "Your role assignment request has been submitted for approval and is currently pending review." This message immediately informs the user that their request is not yet complete and that further action is required from approvers. Furthermore, we can consider adding additional details to the notification, such as the expected timeframe for approval or the list of approvers involved in the workflow. This level of transparency can significantly reduce user anxiety and improve their understanding of the process.

In addition to pending approvals, we should also handle other potential outcomes of the role update process. For instance, if the request is rejected by an approver, the user should receive a notification indicating the rejection and the reason behind it. Similarly, if the request is successfully approved and the role assignment is completed, a confirmation notification should be displayed. By providing comprehensive notifications for different scenarios, we can ensure that users are always aware of the status of their role assignment requests. This proactive approach to communication can prevent confusion, reduce support inquiries, and enhance the overall user experience. The goal is to make the role assignment process as transparent and user-friendly as possible, even when workflows are involved.

This improvement aligns with the principle of providing actionable feedback to users. By clearly communicating the status of their requests, we empower users to manage their expectations and take appropriate actions. This enhancement is not just a cosmetic change; it's a fundamental improvement that can significantly impact the usability and effectiveness of the console setting role assignment feature. By implementing this suggestion, we can create a more intuitive and user-friendly experience for administrators managing roles within WSO2 Identity Server.

Area of Impact: User & Identity Administration

This issue and the suggested improvement directly relate to the User & Identity Administration area within WSO2 Identity Server. Role assignment is a core function of identity administration, as it dictates the permissions and access rights of users within the system. An efficient and user-friendly role assignment process is crucial for maintaining security, compliance, and operational efficiency. By addressing the limitations in the current workflow and implementing enhanced notifications, we can significantly improve the overall user experience for administrators managing roles and permissions.

The impact of this improvement extends beyond just the console settings page. It touches upon the fundamental principles of identity governance and access management. By providing clear and timely notifications, we empower administrators to make informed decisions about role assignments and ensure that users have the appropriate access levels. This, in turn, contributes to a more secure and well-managed identity infrastructure. Moreover, the enhanced notifications can also help in auditing and compliance efforts, as they provide a clear record of role assignment requests and their outcomes. This level of transparency is essential for demonstrating adherence to regulatory requirements and internal security policies.

Therefore, focusing on improving the user experience within the User & Identity Administration area is a strategic investment that yields significant benefits. By addressing the specific issue of role assignment workflow notifications, we are not just fixing a bug; we are enhancing a core functionality that impacts the overall effectiveness of identity management. This improvement aligns with the broader goal of making WSO2 Identity Server a more user-friendly and powerful platform for managing identities and access.

Version Affected: 7.2.0-Alpha

This issue has been identified in version 7.2.0-Alpha of WSO2 Identity Server. It's crucial to address this limitation before the final release to ensure a smooth and user-friendly experience for administrators. Identifying issues during the alpha phase allows us to make necessary changes and improvements without disrupting existing users. This proactive approach to quality assurance is essential for delivering a stable and reliable product.

The fact that this issue was detected in the alpha version highlights the importance of thorough testing and feedback gathering throughout the development lifecycle. By identifying potential problems early on, we can minimize the risk of impacting production environments and ensure that the final release meets the highest standards of quality. Addressing this issue in version 7.2.0-Alpha demonstrates our commitment to delivering a robust and user-friendly identity management platform. This early intervention allows us to incorporate the necessary changes seamlessly and ensure that the final product provides a superior experience for our users.

Developer Checklist Discussion

Let's break down the developer checklist items to ensure we're covering all bases for this improvement.

• [ ] [Behavioural Change] Does this change introduce a behavioral change to the product?
  • Yes, this change introduces a behavioral change because the notifications displayed to the user will be different. Currently, the user may not receive clear feedback about the status of their role assignment request when a workflow is involved. With the proposed improvement, users will receive specific notifications indicating whether the request is pending approval, approved, or rejected.
  • [ ]  ↳ Approved by team lead - This needs to be checked off once the team lead has reviewed and approved the behavioral change.
  • [ ]  ↳ Label impact/behavioral-change added - This label should be added to the issue to track the behavioral change.
• [ ] [Migration Impact] Does this change have a migration impact?
  • Potentially No, It's unlikely that this change will have a significant migration impact. The core functionality of role assignment remains the same; only the notifications are being enhanced. However, this needs to be carefully evaluated during the implementation phase to ensure no unexpected migration issues arise.
  • [ ]  ↳ Migration label added (e.g., 7.2.0-migration) - This label should be added if a migration impact is identified after further evaluation.
  • [ ]  ↳ Migration issues created and linked - If migration issues are identified, they should be created and linked to the main issue.
• [ ] [New Configuration] Does this change introduce a new configuration?
  • Potentially No, This change ideally should not require new configurations. The notification logic should be implemented in a way that it automatically adapts to the presence of workflows. However, we might consider adding a configuration option to customize the notification messages or disable the enhanced notifications if needed.
  • [ ]  ↳ Label config added - This label should be added if a new configuration is introduced.
  • [ ]  ↳ Configuration is properly documented - If a new configuration is introduced, it needs to be properly documented.

Conclusion

In conclusion, the current limitation in the console setting role assignment workflow highlights the importance of providing clear and informative feedback to users. The suggested improvement of enhancing notifications based on the API response code is a crucial step towards creating a more user-friendly and efficient identity administration experience. By addressing this issue, we can empower administrators to manage roles and permissions effectively, ensuring the security and compliance of our systems. This discussion emphasizes our commitment to continuous improvement and delivering a high-quality product that meets the needs of our users. Let's keep the conversation going and work together to implement this valuable enhancement!