Using HiBob actions in action flows

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<p id="docs-hc-snippet" style="display: none;">Before you can include external actions in your action flows, you must connect the action builder to the external system.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">You can connect action flows to HiBob to automate employee management tasks like looking up, creating, and updating employee records, managing time off requests, and retrieving department lists. Use a dedicated service account for secure authentication. These actions help streamline HR workflows by integrating employee data and time off management directly into your support processes.</p>
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<div class="body">
<div class="p">By connecting the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855513857306" target="_blank">action builder</a> to external systems, such as HiBob, admins
can integrate Zendesk with external systems in automated workflows, improving
collaboration and maintaining a seamless experience across multiple platforms.<div class="note" id="zug_action_flow_external_Hibob__note_i2z_jtz_v3c">
<span class="notetitle">Note:</span> The steps associated with external systems in action flows are
referred to collectively as <em class="ph i">external actions</em>.</div>
</div>
<div class="p">This article contains the following topics:<ul class="ul" id="zug_action_flow_external_Hibob__ul_ysp_sn4_zgc">
<li class="li"><a class="xref" href="#topic_fcs_gtn_g3c">Connecting HiBob to action builder</a></li>
<li class="li"><a class="xref" href="#topic_z1q_htn_g3c">Using HiBob actions in action flows</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_fcs_gtn_g3c">
<h2 class="title topictitle2" id="ariaid-title2">Connecting HiBob to action builder</h2>
<div class="body">
<p class="p">Before you can include external actions in your action flows, you must connect the
action builder to the external system.</p>
<div class="p">When connecting to external systems for use in action flows, the following best practices are recommended:<ul class="ul" id="topic_fcs_gtn_g3c__d8e13">
<li class="li">All external actions performed by an action flow are attributed to the user who connected the
external system. Therefore, it's a best practice to use a dedicated service
account rather than personal credentials when connecting to each external
system.</li>
<li class="li">All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.</li>
<li class="li">When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.</li>
</ul>
</div>
<p class="p" dir="ltr">The HiBob connection requires the following authentication credentials:</p>
<ul class="ul" id="topic_fcs_gtn_g3c__ul_sjq_wvc_zjc">
<li class="li" dir="ltr">
<strong class="ph b">Service user ID</strong>: Your HiBob service account username.</li>
<li class="li" dir="ltr">
<strong class="ph b">Service token</strong>: Your HiBob service account API token.<p class="p">Store
your service token securely. It provides access to your HiBob data and
should be treated like a password.</p>
</li>
</ul>
<p class="p">You can generate service account credentials in your HiBob account settings under
Integrations. The service account should have appropriate permissions to perform the
actions you intend to use in your workflows.</p>
<div class="p">
<strong class="ph b">To connect action builder to HiBob</strong><ol class="ol" id="topic_fcs_gtn_g3c__ol_psh_lk4_zgc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/ac_apps_integrations_icon.png">
<strong class="ph b">Apps and integrations</strong> in the sidebar, then select <strong class="ph b">Actions &gt; Action
flows</strong>.</span></li>
<li class="li">
<a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855601898266" target="_blank">Create</a> or <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9052312956570" target="_blank">edit</a> an action flow.</li>
<li class="li">Open the step sidebar.</li>
<li class="li">Under <strong class="ph b">External actions</strong>, click <strong class="ph b">HiBob</strong>.</li>
<li class="li">Enter your HiBob Service user ID and Service token when prompted.</li>
<li class="li">Click <strong class="ph b">Connect</strong>.</li>
<li class="li">Follow HiBob's prompts to authenticate and complete the connection.<div class="note" id="topic_fcs_gtn_g3c__note_ilr_mtz_v3c">
<span class="notetitle">Note:</span> All external actions performed by an action flow
are attributed to the user who connected the external system. Therefore,
it is a best practice to use a dedicated service account rather than
personal credentials when connecting to each external
system.</div>
</li>
</ol>
</div>
<p class="p">After you've connected to the system, you'll see an indicator that it's connected and
details about the instance you're connected to, as well as the actions available for
HiBob.</p>
</div>
</div>
<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_z1q_htn_g3c">
<h2 class="title topictitle2" id="ariaid-title3">Using HiBob actions in action flows</h2>
<div class="body">
<div class="p">The following HiBob actions are available:<ul class="ul" id="topic_z1q_htn_g3c__ul_jby_q44_zgc">
<li class="li"><a class="xref" href="#topic_wfm_m4q_jjc">Look up employee</a></li>
<li class="li"><a class="xref" href="#topic_vmr_lkz_jjc">Create employee</a></li>
<li class="li"><a class="xref" href="#topic_lqp_skz_jjc">Update employee</a></li>
<li class="li"><a class="xref" href="#topic_dxy_fdq_zjc">Update employee
email</a></li>
<li class="li"><a class="xref" href="#topic_spp_mdq_zjc">Getting employee
employment</a></li>
<li class="li"><a class="xref" href="#topic_zkk_rdq_zjc">Create time off
request</a></li>
<li class="li"><a class="xref" href="#topic_idy_m2q_zjc">Get time off
balance</a></li>
<li class="li"><a class="xref" href="#topic_o1x_1fq_zjc">Get who's out</a></li>
<li class="li"><a class="xref" href="#topic_bzc_3fq_zjc">List departments</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title4" class="topic nested2" id="topic_wfm_m4q_jjc">
<h3 class="title topictitle3" id="ariaid-title4">Looking up an employee</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Look up employee</em> action to retrieve employee information by
employee ID or email address.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_wfm_m4q_jjc__table_zlg_ckz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e249" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e251" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e249" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e251" style="text-align:left;vertical-align:top;">Optional: <code class="ph codeph">Employee ID</code>,
<code class="ph codeph">Email</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e249" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e251" style="text-align:left;vertical-align:top;">Employee details including ID, name, email, department,
title, manager, employment status, and other configured
employee fields.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title5" class="topic nested2" id="topic_vmr_lkz_jjc">
<h3 class="title topictitle3" id="ariaid-title5">Creating an employee</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Create employee</em> action to add a new employee record to HiBob.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_vmr_lkz_jjc__table_wmr_lkz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e317" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e319" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e317" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e319" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Email</code>, <code class="ph codeph">First
name</code>, <code class="ph codeph">Surname</code>, <code class="ph codeph">Start
date</code>, <code class="ph codeph">Site</code><p class="p">Optional:
<code class="ph codeph">Display name</code>,
<code class="ph codeph">Title</code>, <code class="ph codeph">Department</code>,
<code class="ph codeph">Manager</code>, <code class="ph codeph">Work
phone</code>, <code class="ph codeph">Personal
email</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e317" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e319" style="text-align:left;vertical-align:top;">Employee details including ID, name, email, department,
title, start date, and other configured employee
fields.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title6" class="topic nested2" id="topic_lqp_skz_jjc">
<h3 class="title topictitle3" id="ariaid-title6">Updating an employee</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Update employee</em> action to modify existing employee
information.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lqp_skz_jjc__table_nqp_skz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e414" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e416" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e414" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e416" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code><p class="p">Optional:
<code class="ph codeph">First name</code>,
<code class="ph codeph">Surname</code>, <code class="ph codeph">Second
name</code>, <code class="ph codeph">Display name</code>,
<code class="ph codeph">Title</code>, <code class="ph codeph">Department</code>,
<code class="ph codeph">Work phone</code>, <code class="ph codeph">Work
mobile</code>, <code class="ph codeph">Personal email</code>,
<code class="ph codeph">Home phone</code>, <code class="ph codeph">Home
mobile</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e414" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e416" style="text-align:left;vertical-align:top;">Updated employee details including ID, name, email,
department, title, and other configured employee
fields.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title7" class="topic nested2" id="topic_dxy_fdq_zjc">
<h3 class="title topictitle3" id="ariaid-title7">Updating an employee email</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Update employee email</em> action to change an employee's email
address. If the email cannot be changed directly, an invitation will be sent to
the new address for verification.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_dxy_fdq_zjc__table_exy_fdq_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e515" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e517" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e515" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e517" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code>,
<code class="ph codeph">Email</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e515" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e517" style="text-align:left;vertical-align:top;">Success status, employee ID, and updated email
address.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title8" class="topic nested2" id="topic_spp_mdq_zjc">
<h3 class="title topictitle3" id="ariaid-title8">Getting employee employment</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Get employee employment</em> action to retrieve employment history and
current employment details for an employee.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_spp_mdq_zjc__table_tpp_mdq_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e583" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e585" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e583" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e585" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e583" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e585" style="text-align:left;vertical-align:top;">Employee ID, employment history array with type,
contract, dates, FTE, and hours, plus current employment
details including tenure.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title9" class="topic nested2" id="topic_zkk_rdq_zjc">
<h3 class="title topictitle3" id="ariaid-title9">Creating a time off request</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Create time off request</em> action to submit a new time off request
for an employee.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_zkk_rdq_zjc__table_alk_rdq_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e648" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e650" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e648" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e650" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code>, <code class="ph codeph">Policy
type</code>, <code class="ph codeph">Start date</code>,
<code class="ph codeph">Start date portion</code>, <code class="ph codeph">End
date</code>, <code class="ph codeph">End date
portion</code><p class="p">Optional:
<code class="ph codeph">Reason</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e648" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e650" style="text-align:left;vertical-align:top;">Request details including request ID, employee ID, policy
type, start date, end date, days count, status, created
timestamp, and approval requirement flag.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title10" class="topic nested2" id="topic_idy_m2q_zjc">
<h3 class="title topictitle3" id="ariaid-title10">Getting a time off balance</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Get time off balance</em> action to retrieve an employee's available
time off balance for a specific policy.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_idy_m2q_zjc__table_jdy_m2q_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e733" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e735" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e733" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e735" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code>, <code class="ph codeph">Policy
type</code><p class="p">Optional:
<code class="ph codeph">Date</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e733" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e735" style="text-align:left;vertical-align:top;">Balance details including employee ID, policy name, point
in time date, annual allowance, starting balance, total
balance, total taken, and adjustment values.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title11" class="topic nested2" id="topic_hvq_52q_zjc">
<h3 class="title topictitle3" id="ariaid-title11">Getting time off request details</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Get time off request details</em> action to retrieve detailed
information about a specific time off request.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_hvq_52q_zjc__table_ivq_52q_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e805" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e807" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e805" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e807" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Employee ID</code>, <code class="ph codeph">Request
ID</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e805" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e807" style="text-align:left;vertical-align:top;">Array of request objects containing request ID, employee
details, policy type, dates, duration, status, reason,
approver information, and timestamps, plus total
count.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title12" class="topic nested2" id="topic_o1x_1fq_zjc">
<h3 class="title topictitle3" id="ariaid-title12">Getting who's out</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Get who's out</em> action to retrieve a list of employees who are out
of office during a specified date range.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_o1x_1fq_zjc__table_p1x_1fq_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e873" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e875" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e873" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e875" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">From date</code>, <code class="ph codeph">To
date</code><p class="p">Optional: <code class="ph codeph">Include
hourly</code>, <code class="ph codeph">Include private</code>,
<code class="ph codeph">Include pending</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e873" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e875" style="text-align:left;vertical-align:top;">Two arrays (out today and out in range) containing
employee details with ID, name, email, department, policy
type, time off dates, and return date, plus total out
count.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title13" class="topic nested2" id="topic_bzc_3fq_zjc">
<h3 class="title topictitle3" id="ariaid-title13">Listing departments</h3>
<div class="body">
<p class="p">Use the <em class="ph i">List departments</em> action to retrieve all departments in your HiBob
account.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_bzc_3fq_zjc__table_czc_3fq_zjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e952" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e954" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e952" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e954" style="text-align:left;vertical-align:top;">None</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e952" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e954" style="text-align:left;vertical-align:top;">Array of department objects containing department ID and
name, plus total count.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
</div>
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