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KnowBe4 - Partner operation

KnowBe4 actions enable operations such as Create, Update, Get, List, Add, Delete, Archive,
and Unarchive to be performed on supported objects including users, groups, training
campaigns, and phishing campaigns.

Actions

Actions define what the KnowBe4 connector does. Each action is paired with an object to
perform a complete operation. The connector automatically selects the required
input/output profiles and processes the data, making it easy to configure integrations for
users, groups, training campaigns, and phishing campaigns.

The connector manages the following actions:

Action name: CREATE

Creates a new object in the KnowBe4 platform, such as a user, group, training campaign,
and phishing campaign using the user input data.

Object Type:

  • Users
  • Groups
  • Training Campaign
  • Phishing Campaign

Action name: UPDATE

Modifies an existing object and its state in the KnowBe4 platform like user edit, activate/
deactivate campaigns, close training campaigns, and stop phishing campaign runs.

Object Type:

  • User
  • Training Campaign
  • Phishing Campaign
  • Close Training Campaign
  • Activate / Deactivate Phishing Campaign
  • Stop Phishing Campaign Run

Action name: LIST

Retrieves data from the KnowBe4 platform based on the selected object type, allowing
users to view and process multiple records in a single operation.

Object Type:

  • Users
  • Groups
  • Training Campaigns
  • Enrollments
  • Store Purchases
  • Phishing Campaigns
  • Phishing Campaign Runs
  • Phishing Campaign Recipients
  • Template Topics

Action name: GET

Retrieves detailed information for a single object from the KnowBe4 platform using a
unique identifier such as ID or email address.

Object Type:

  • User
  • User by Email
  • Group
  • Training Campaign
  • Enrollment
  • Phishing Campaign
  • Phishing Campaign Run

Action name: DELETE

Permanently removes an object from the KnowBe4 platform.

Object Type:

  • Groups
  • Training Campaign(s)
  • Phishing Campaign Run

Action name: ADD

Associates one object with another in the KnowBe4 platform such as adding users to
groups or enrolling users in training campaigns.

Object Type:

  • Users to Groups
  • User to Training Campaign

Action name: REMOVE

The Remove action is used to disassociate an object from another object in the KnowBe4
platform without deleting the object.

Object Type:

  • Users From Groups
  • User From Training Campaign

Action name: ARCHIVE

Marks an object as inactive without removing it, ensuring historical records are retained.

Object Type:

  • Users
  • Groups

Action name: UNARCHIVE

Reactivates an archived object and restores it to an active state.

Object Type:

  • Users
  • Groups

Operations

To simplify configuration and clearly define how data is passed to the connector, actions
are categorized into two types based on how input data is provided by the user.

Options tab

Connector Action: The connector action defined the operation to be performed in
Knowbe4. For these operations, the action is either set to Create, Update, Add, or
Remove.

Object: The object represents the specific operation the user wants to perform.

Request Profile: The profile is a JSON structure accepted by the connector. The profile
varies based on the imported object.

Response Profile: This is a JSON profile returned by KnowBe4 API.

Tracking Direction: Document tracking direction for the operation, either Input
Documents or Output Documents which will be selected automatically based on the
Object type.

Error Behavior: Deselect Error Behavior if errors are to be displayed immediately and the
process is terminated abruptly. If enabled, the process will complete and the error will be
displayed in the completion document.

Create, Update, Add, and Remove actions

Data handling

Use a Message shape to pass the required data into the connector. The Message shape
allows the user to define and send the payload that the connector needs to process for
each specific action.
In the Message shape, data must be provided in JSON key-value format, with each pair
comma-separated and the entire JSON string enclosed in single quotes.

Example:

'{  
 "firstName": "John",  
 "lastName": "Doe",
 "email": "john.doe@example.com",  
 "groupIds": ["12345"]  
}'

How to Add Message Shape:

  1. Click the "+" icon in the process canvas.
  2. Search for "Message" in the component list.
  3. Select the Message shape.
  4. Enter JSON payload in the specified format.

Archive, Unarchive, Get, Delete, and List actions

Data handling

The required data must be provided in the Parameters tab.

For Get and Delete Operations:

  1. Click on the Parameter field.
  2. Select the '+' icon.
  3. Choose the required input (such as id).
  4. Enter the value in the Static Value field.

For List Operations with Filtering:

  1. Click on the Operation field.
  2. Choose the Object Type.
  3. Select the fields to be filtered by.
  4. Click on Filters, add expressions, and rename the expression as required.
  5. Go to the Parameter tab and import all the fields for filtering.
  6. Enter the value in the Static Value field.

Error handling

The connector performs validation before calling the KnowBe4 API. When mandatory
fields are missing or invalid, the behavior depends on the Error Response Enabled
setting:

Error Behavior Disabled = OFF (Unchecked)

  • Missing or invalid required fields stops the process.
  • The process fails at the connector shape.
  • Error is displayed to the user.

Error Behavior Enabled = ON (Checked)

  • Missing or invalid required fields still triggers validation.
  • The process does not get terminated and continues the flow.
  • The connector returns a custom error JSON in the Stop shape payload.
  • This allows downstream components to handle the error programmatically.

How to Configure Error Handling Behavior

  1. In the connector step, open the Operation tab.
  2. Inside the Operation tab, locate the Error Behavior field.
  3. Configure the checkbox:
  • Unchecked = Block execution + Show UI custom error.
  • Checked = Return custom error JSON in Stop shape.
note

Optional parameters are handled by the KnowBe4 API.

Process design considerations

Required shapes

Every Boomi process must contain both a Start and a Stop shape to clearly define where
the execution begins and ends.

Data passthrough

If the process requires passing data into the connector, ensure that Data Passthrough is
enabled in the Start shape. This allows the Boomi process to forward the incoming
document data to the next steps in the flow.

Executing multiple actions

To run multiple actions simultaneously, use the Branch shape by clicking the '+' icon and
selecting Branch from the component list. This allows to configure multiple paths with
different operations that execute concurrently.

Viewing responses

In the Stop Shape:

  1. Click on the Stop shape in the Boomi process.
  2. Go to the Test Results panel below.
  3. In Step Source, click on the Data icon to open and view the payload.
  4. The JSON data returned from the connector will be displayed.

In the Connector Shape:

  1. Click on the Connector shape in the Boomi process.
  2. Go to the Test Results panel below.
  3. In Connection Data, click on the Data icon to open and view the payload.
  4. The JSON data returned from the connector will be displayed.

Best practices

  • Dynamic Properties: Use dynamic document properties for frequently changing
    values.
  • Error Handling: Implement appropriate error handling based on the business
    requirements.
  • Filtering: Use filtering capabilities in List operations to optimize performance and
    reduce data transfer.
  • Error Response: Enable error response behavior for processes that require custom
    error handling logic.
  • Documentation: Document the integration workflows for easier maintenance and
    troubleshooting.
  • Data Validation: Ensure mandatory fields are provided for Create and Update
    operations.
  • Field Values: Verify field values meet KnowBe4's validation requirements.
  • ID References: Check that referenced IDs (users, groups, campaigns) exist in
    KnowBe4.
  • Testing: Test operations thoroughly before deploying to production.

Troubleshooting

Common operation issues

Operation Errors:

  • Verify input data format matches expected JSON structure.
  • Check for missing required fields.
  • Confirm data types match expectations.
  • Review KnowBe4 permissions for the authenticated user.
  • Make sure all the shapes are connected to each other.

Data Validation Issues:

  • Ensure mandatory fields are provided for Create and Update operations.
  • Verify field values meet KnowBe4's validation requirements.
  • Check that referenced IDs (users, groups, campaigns) exist in KnowBe4.
  • Validate JSON format in Message shapes.
  • Confirm parameter values in the Parameters tab are correct.

Process Execution Issues:

  • Verify Start and Stop shapes are properly connected.
  • Check that Data Passthrough is enabled when needed.
  • Ensure connector is properly configured with valid connection.
  • Review Test Results for error messages.
  • Validate operation settings match the intended action.
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