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Update all Zammad Roles to default values
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https://n8nworkflows.xyz/workflows/update-all-zammad-roles-to-default-values-2597
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# Update all Zammad Roles to default values
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### 1. Workflow Overview
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This n8n workflow automates the process of resetting all user roles in a Zammad instance to predefined default roles, ensuring consistent role management. It fetches all active users, excludes specified users by ID, and updates the remaining users’ roles to a set of default role IDs.
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**Logical Blocks:**
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- **1.1 Initialization and Trigger**
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Entry point via manual trigger and setup of workflow variables including Zammad API credentials, default roles, and exclusion list.
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- **1.2 Retrieve System Data**
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Fetches all existing roles and all active users from Zammad to gather necessary information for updates.
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- **1.3 Data Normalization**
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Transforms raw user and role data into uniform objects for further processing.
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- **1.4 Filtering and Decision Making**
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Filters out excluded users and inactive accounts, deciding which users should have their roles updated.
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- **1.5 Role Update Execution**
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Updates each eligible user’s roles to the defined default roles by making API PUT requests.
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- **1.6 Optional Reporting**
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Converts retrieved roles into an Excel file for audit or review purposes.
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---
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### 2. Block-by-Block Analysis
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#### 2.1 Initialization and Trigger
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- **Overview:**
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Starts the workflow manually and sets all required configuration variables such as API credentials, default roles, and excluded users.
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- **Nodes Involved:**
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- When clicking ‘Test workflow’
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- Basic Variables
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- **Node Details:**
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- **When clicking ‘Test workflow’**
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- Type: Manual Trigger
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- Role: Entry point to execute the workflow on demand.
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- Configuration: No parameters; user manually triggers.
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- Inputs: None
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- Outputs: Initiates next node.
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- Edge cases: None, manual user initiation only.
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- **Basic Variables**
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- Type: Set
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- Role: Stores configuration variables such as:
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- `zammad_base_url`: Zammad instance URL (string)
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- `zammad_api_key`: API token for authentication (string)
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- `default_roles`: Array of default role IDs to assign (array of numbers)
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- `exclude_zammad_users_by_id`: Array of user IDs to exclude (array of numbers)
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- Configuration: Variables must be filled by user before running.
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- Inputs: From manual trigger
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- Outputs: Flows to subsequent API requests.
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- Edge cases: Missing or incorrect credentials will cause downstream API errors.
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---
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#### 2.2 Retrieve System Data
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- **Overview:**
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Fetches all roles and all users from the Zammad API using provided credentials.
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- **Nodes Involved:**
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- Get all Roles
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- Get all Users
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- **Node Details:**
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- **Get all Roles**
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- Type: HTTP Request
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- Role: Retrieves all roles defined in Zammad via GET `/api/v1/roles`.
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- Configuration:
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- URL built dynamically using `zammad_base_url` variable.
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- Auth via Bearer token in `Authorization` header (`zammad_api_key`).
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- Returns all roles (no filter).
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- Inputs: From Basic Variables
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- Outputs: JSON array of roles.
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- Edge cases: Auth failure, network timeout, empty role list.
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- **Get all Users**
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- Type: Zammad node (custom integration)
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- Role: Retrieves all users from Zammad with `returnAll=true`.
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- Configuration: Default filters (empty).
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- Auth: Uses Zammad Token Auth credentials set in n8n.
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- Inputs: From Basic Variables
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- Outputs: JSON array of all users.
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- Edge cases: Auth errors, large user base causing timeout or rate limits.
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---
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#### 2.3 Data Normalization
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- **Overview:**
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Converts raw API data into standardized user and role objects for consistent processing in the workflow.
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- **Nodes Involved:**
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- Zammad Univeral Role Object
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- Zammad Univeral User Object
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- **Node Details:**
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- **Zammad Univeral Role Object**
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- Type: Set
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- Role: Extracts and retains only relevant role data fields:
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- `role_id` (number)
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- `name` (string)
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- Configuration: Uses expressions to map fields from input JSON.
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- Inputs: From Get all Roles node
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- Outputs: Cleaned role data for filtering or export.
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- Edge cases: Missing fields in API response.
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- **Zammad Univeral User Object**
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- Type: Set
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- Role: Extracts and formats user fields:
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- `user_id` (number)
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- `organization_id` (number)
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- `email` (string)
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- `firstname` (string)
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- `lastname` (string)
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- `role_ids` (string, comma-separated from array)
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- `groups` (array from group IDs)
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- `active` (boolean)
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- Configuration: Uses expressions with `$json` to map fields, joins arrays where needed.
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- Inputs: From Get all Users node
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- Outputs: Uniform user objects for filtering.
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- Edge cases: Handling users with missing or malformed role/group data.
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---
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#### 2.4 Filtering and Decision Making
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- **Overview:**
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Filters out excluded users and inactive users before proceeding to update roles.
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- **Nodes Involved:**
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- If (Conditional Node)
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- Filter Roles if needed (present but optional/filtering roles not fully used)
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- **Node Details:**
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- **If**
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- Type: If (Condition)
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- Role: Decides whether to update a user by checking:
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- User ID not in `exclude_zammad_users_by_id` array (using `notContains`)
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- User is active (`active` boolean true)
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- One unused condition with empty values (likely placeholder / no effect)
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- Configuration: All conditions combined with AND.
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- Inputs: From Zammad Univeral User Object
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- Outputs: True branch proceeds to update; false branch skips.
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- Edge cases: Empty exclusion list means no users excluded; inactive users skipped.
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- **Filter Roles if needed**
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- Type: If (Conditional Node)
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- Role: Present but effectively a placeholder; checks if JSON exists.
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- Inputs: From Zammad Univeral Role Object
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- Outputs: Connects to Excel export; no direct impact on update logic.
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- Edge cases: No filtering applied, safe to omit.
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---
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#### 2.5 Role Update Execution
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- **Overview:**
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Performs the actual update of each eligible user's roles by sending PUT requests to the Zammad API.
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- **Nodes Involved:**
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- Update Users to default Role(s)
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- **Node Details:**
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- **Update Users to default Role(s)**
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- Type: HTTP Request
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- Role: Updates a single user's roles via PUT `/api/v1/users/{user_id}` with JSON body:
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```json
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{
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"role_ids": [<default_roles array>]
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}
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```
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- Configuration:
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- URL dynamically built using `zammad_base_url` and current user's `user_id`.
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- Auth header uses Bearer token from `zammad_api_key`.
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- On error, continues execution (does not stop workflow).
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- Inputs: From If node’s true branch (filtered users)
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- Outputs: HTTP response for each update; no further downstream nodes.
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- Edge cases:
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- API errors (e.g., permissions, invalid user ID)
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- Network issues
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- Partial failures handled by `continueErrorOutput`.
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- Version-specific: Uses HTTP Request node version 4.2.
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---
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#### 2.6 Optional Reporting
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- **Overview:**
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Converts the full list of roles into an Excel file for reporting or review.
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- **Nodes Involved:**
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- Convert to Excel Roles
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- **Node Details:**
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- **Convert to Excel Roles**
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- Type: Convert To File
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- Role: Converts JSON role data to `.xlsx` file named "Zammad_Roles.xlsx".
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- Configuration:
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- Operation: XLSX
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- Filename configured as "Zammad_Roles.xlsx".
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- Inputs: From Filter Roles if needed node
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- Outputs: Binary XLSX file (can be used downstream or saved externally).
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- Edge cases: Empty role list results in empty Excel file.
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---
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### 3. Summary Table
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| Node Name | Node Type | Functional Role | Input Node(s) | Output Node(s) | Sticky Note |
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|-----------------------------|--------------------|-----------------------------------------------|------------------------------|-----------------------------|------------------------------------------------|
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| When clicking ‘Test workflow’| Manual Trigger | Entry point to start the workflow manually | None | Basic Variables | |
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| Basic Variables | Set | Stores API credentials and configuration vars | When clicking ‘Test workflow’ | Get all Roles, Get all Users | |
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| Get all Roles | HTTP Request | Fetches all roles from Zammad API | Basic Variables | Zammad Univeral Role Object | |
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| Zammad Univeral Role Object | Set | Normalize roles into simplified objects | Get all Roles | Filter Roles if needed | |
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| Filter Roles if needed | If | Placeholder filter on roles, no effect | Zammad Univeral Role Object | Convert to Excel Roles | |
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| Convert to Excel Roles | Convert To File | Converts roles JSON to Excel file | Filter Roles if needed | None | |
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| Get all Users | Zammad | Fetch all users from Zammad | Basic Variables | Zammad Univeral User Object | |
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| Zammad Univeral User Object | Set | Normalize user data into uniform objects | Get all Users | If | |
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| If | If | Filters users by exclusion list and active flag| Zammad Univeral User Object | Update Users to default Role(s) | |
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| Update Users to default Role(s) | HTTP Request | Updates user roles to default via API PUT | If | None | Set node to continue on error to avoid workflow stop |
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---
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### 4. Reproducing the Workflow from Scratch
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1. **Create a Manual Trigger node**
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- Name: `When clicking ‘Test workflow’`
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- No parameters.
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2. **Add a Set node for basic variables**
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- Name: `Basic Variables`
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- Configure variables:
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- `zammad_base_url` (string): Your Zammad instance URL
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- `zammad_api_key` (string): Your API token
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- `default_roles` (array of numbers): Default role IDs to assign
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- `exclude_zammad_users_by_id` (array of numbers): User IDs to exclude from update
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- Connect `When clicking ‘Test workflow’` → `Basic Variables`
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3. **Add HTTP Request node to get all roles**
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- Name: `Get all Roles`
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- Method: GET
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- URL: `={{ $json.zammad_base_url }}/api/v1/roles`
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- Headers: `Authorization: Bearer {{ $json.zammad_api_key }}`
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- Connect `Basic Variables` → `Get all Roles`
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4. **Add Zammad node to get all users**
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- Name: `Get all Users`
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- Operation: Get All
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- Return All: true
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- Credentials: Use Zammad Token Auth with your token
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- Connect `Basic Variables` → `Get all Users`
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5. **Add Set node to normalize roles**
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- Name: `Zammad Univeral Role Object`
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- Fields:
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- `role_id`: `={{ $json.id }}` (number)
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- `name`: `={{ $json.name }}` (string)
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- Connect `Get all Roles` → `Zammad Univeral Role Object`
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6. **Add Set node to normalize users**
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- Name: `Zammad Univeral User Object`
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- Fields:
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- `user_id`: `={{ $json.id }}` (number)
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- `organization_id`: `={{ $json.organization_id }}` (number)
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- `email`: `={{ $json.email }}` (string)
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- `firstname`: `={{ $json.firstname }}` (string)
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- `lastname`: `={{ $json.lastname }}` (string)
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- `role_ids`: `={{ $json.role_ids.join() }}` (string)
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- `groups`: `={{ $json.group_ids }}` (array)
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- `active`: `={{ $json.active }}` (boolean)
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- Connect `Get all Users` → `Zammad Univeral User Object`
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7. **Add an If node for filtering users**
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- Name: `If`
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- Conditions (AND):
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- Expression: Check `exclude_zammad_users_by_id` array from Basic Variables does NOT contain current `user_id`
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`={{ $('Basic Variables').item.json.exclude_zammad_users_by_id}}` NOT CONTAINS `{{$json.user_id}}`
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- `active` is true: `={{ $json.active }}` equals true
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- Connect `Zammad Univeral User Object` → `If`
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8. **Add HTTP Request node to update user roles**
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- Name: `Update Users to default Role(s)`
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- Method: PUT
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- URL: `={{ $('Basic Variables').item.json.zammad_base_url }}/api/v1/users/{{ $json.user_id }}`
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- Headers: `Authorization: Bearer {{ $('Basic Variables').item.json.zammad_api_key }}`
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- Body Type: JSON
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- Body:
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```json
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{
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"role_ids": [ {{ $('Basic Variables').item.json.default_roles }} ]
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}
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```
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- On Error: Continue on error output (to avoid full workflow failure)
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- Connect True output of `If` → `Update Users to default Role(s)`
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9. **Optional: Add If node to filter roles and Convert to File node for Excel export**
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- Name: `Filter Roles if needed` (If node)
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- Condition: Check if role JSON exists (optional, can be omitted)
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- Name: `Convert to Excel Roles`
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- Operation: XLSX
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- Filename: `Zammad_Roles.xlsx`
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- Connect `Zammad Univeral Role Object` → `Filter Roles if needed` → `Convert to Excel Roles`
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---
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### 5. General Notes & Resources
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| Note Content | Context or Link |
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|--------------|-----------------|
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| For issues or suggestions, visit the GitHub repository: https://github.com/Sirhexalot/n8n-Update-all-Zammad-Roles-to-default-values | Project Repository and Support |
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---
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This completes the detailed analysis and documentation of the "Update all Zammad Roles to default values" n8n workflow, providing a comprehensive reference for understanding, modification, and re-creation.
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