OTOBO Interface: Web Services & Integrations

In this guide: Conceptual overview of OTOBO web services — when to use operations vs. invokers and how mapping works.

Related: REST API reference · Ticket services · Process management · OTOBO automation & integration by Softoft

OTOBO web services Generic Interface

Introduction to integrating external interfaces

In a globally connected world, ticket systems must be able to react automatically to requests from other systems and be able to send requests or data to external services. OTOBO, the powerful open-source ticket system, meets this challenge with its Generic Interface. It allows administrators to create web services for a variety of tasks without deep programming knowledge. OTOBO supports communication via REST and SOAP protocols, enabling seamless integration with:

CRM systems
Project management systems
Document management systems
and many other applications

A web service acts as a link between OTOBO and external systems. In this process, Operations and Invokers define the direction of communication, while Mapping and Transport determine how data is transmitted and interpreted. With OTOBO, you can configure web services to perform actions internally, initiate requests on remote systems, manage data conversions between systems, and define the communication protocol.

Access to the Web Services can be found in the Web Services module within the Processes & Automation group. A fresh installation of OTOBO does not contain any pre-configured web services by default. The following documentation illustrates how web services can be created, edited, deleted, cloned, exported, and imported, as well as the use of the debugger tool. For this, please refer to the steps detailed in the official OTOBO administration documentation.

Implementation of the interfaces

The implementation of web services in OTOBO enables a flexible and dynamic integration of your business processes with numerous external tools and systems. By generating and using these Services, efficiency is increased by reducing manual intervention and shortening response times to client requests. Furthermore, the versatility of the generic interface ensures that OTOBO is almost infinitely extensible and thus fits perfectly into existing IT landscapes.

Security and configuration

Regarding the configuration and security of web services, it is important to note that all saved passwords are exported in plain text during an export. The storage and handling of passwords should therefore be treated with special care.

For detailed information on system-internal configuration, such as the configuration options for cache and frontend modules, we recommend consulting the document otobo-system-configuration.txt. This source provides a comprehensive overview of all configuration options.

Documentation of the connections

In an increasingly digitized operating environment, web services offer the possibility to link OTOBO with other systems and services. Ensuring efficient and secure communication therefore means configuring web service settings precisely in advance. The basics of the settings for web services in OTOBO are explained in more detail below to provide you with a more comprehensive guide.

General interface settings

Name*
- The name uniquely identifies the web service within OTOBO. It is important to choose a clear and descriptive name that reflects the function or the partner being interacted with.
Description
- An extended comment that details the purpose and functionality of the web service. This improves clarity and maintainability.
Remote system
- Allows you to specify the name of the external system with which OTOBO interacts.
Debug threshold
- Choose how detailed the logging of the communication should be. The settings range from Debug (most detailed logging) to Error (only error messages).
Validity
- Determines whether the web service is activated (valid) or deactivated (invalid, temporarily invalid). Only valid web services are executed by OTOBO.

Network transport - SOAP or REST

Different protocols are available for implementing integration with other systems. Here, the choice of network transport is fundamental:

Network transport
- Choose between HTTP::REST and HTTP::SOAP. These protocols define how data transmission occurs between the OTOBO ticket system and the connected system.
Add operation
- Allows you to define specific actions, so-called operations, for the web service. You can choose from a variety of predefined operations, such as Ticket::TicketCreate for creating tickets.

Creating a ticket via REST

A practical example illustrates the value of web services in OTOBO. The Ticket::TicketCreate operation can be set up via the HTTP::REST protocol. The defined routes allow external systems to create tickets in OTOBO using HTTP-POST requests. This realizes new dimensions of automation and integration, which can significantly increase process efficiency and customer satisfaction.

Web services and optional AI classification

AI-based ticket classification add-ons (such as OpenTicketAI) typically use REST API access configured through web services. See the add-on documentation for required operations and mappings.

Security note

Please note that passwords can be exported in plain text when exporting web service settings. It is therefore essential to handle sensitive information in a protected manner and to observe security regulations.

The effective use of web services in OTOBO allows companies to make their workflows smarter and more agile. Through the precise configuration of web service settings, a solid foundation is created that allows OTOBO to be seamlessly integrated into a company’s digital ecosystem. Web service settings and operations in OTOBO

The integration of external systems with OTOBO via web services is an essential component to ensure efficient ticket management. This integration is enabled by the definition of various operations that can perform specific actions within the ticket lifecycle. A significant part of this integration is understanding the necessary attributes for each operation as well as using the XSLT standard for data transmission.

Required attributes for interface operations

Specific attributes are required for the basic ticket operations in OTOBO. Here are links to the official resources that describe in detail the attributes required for creating, retrieving, updating, searching, and retrieving the history of tickets:

TicketCreate : TicketCreate specification
- TicketGet : TicketGet specification
- TicketUpdate : TicketUpdate specification
- TicketSearch : TicketSearch specification
- TicketHistoryGet : TicketHistoryGet specification

This documentation allows developers to perform adjustments precisely and ensure that all requests contain the necessary information to be processed successfully.

Using the XSLT standard for data transmission

XSLT transformation is a powerful technique for converting incoming data from web service requests into a form that OTOBO can process. By, for example, creating a dynamic field “RemoteTicketID” for tickets, you can efficiently store and further process incoming data:

<xsl:stylesheet version="1.0" xmlns:xsl="http://www.w3.org/1999/XSL/Transform">
    <xsl:template match="/">
        <Ticket>
            <DynamicField>
                <Name>RemoteTicketID</Name>
                <Value>
                    <xsl:value-of select="incidentID"/>
                </Value>
            </DynamicField>
        </Ticket>
    </xsl:template>
</xsl:stylesheet>

This example shows how you can transform the value of the incoming incidentID attribute into a ticket dynamic field named RemoteTicketID.

Web service settings: Requester

For the implementation of web service procedures as a requester, OTOBO offers the choice between the HTTP::REST and HTTP::SOAP protocols. Here, the choice of network transport is elementary to ensure a proper connection with the external system. After selecting the transport, the configuration must be saved and adjusted according to specific requirements.

Setting up an error handling module is also an important step to guarantee robust communication. OTOBO allows specific modules to be implemented and configured for this purpose.

Conclusion and further steps

By providing a versatile, configurable API for web services, OTOBO opens up a world of possibilities for the integration and automation of ticket management processes. By providing precise specifications and using standards like XSLT for data manipulation, OTOBO offers its users a flexible basis for expanding their ticketing systems in line with their specific business requirements.

Whether as a provider or requester, the precise handling of web service settings ensures seamless and efficient communication with external systems and services.

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Frequently asked questions

What is the Generic Interface in OTOBO?

It is the framework for configuring web services that exchange data with external systems using REST or SOAP.

When do you use operations vs. invokers?

Operations handle inbound requests to OTOBO; invokers let OTOBO call external systems as part of a workflow.

Can you map fields between systems?

Yes. Request and response mapping transform data structures between OTOBO and the connected partner system.

What should I know about Introduction to integrating external interfaces?

:::note This Web Service article has a significant overlap with the REST API REST API article. ::: In a globally connected world, ticket systems must be able to react automatically to requests from other systems and be able to send requests or data to external services. OTOBO, the powerful…

What should I know about Security and configuration?