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Identity Manager 8.1.4 - IT Shop Administration Guide

Setting up an IT Shop solution
One Identity Manager users in the IT Shop Implementing the IT Shop Requestable products Preparing products for requesting Assigning and removing products Preparing the IT Shop for multi-factor authentication Assignment requests and delegating Creating IT Shop requests from existing user accounts, assignments, and role memberships Adding Active Directory and SharePoint groups to the IT Shop automatically Adding Privileged Account Management user groups to the IT Shop automatically
Approval processes for IT Shop requests
Approval policies for requests Approval workflows for requests Determining the effective approval policies Selecting responsible approvers Request risk analysis Testing requests for rule compliance Approving requests from an approver Automatically approving requests Approval by peer group analysis Gathering further information about a request Appointing other approvers Escalating an approval step Approvers cannot be established Automatic approval on timeout Cancel request on timeout Approval by the chief approval team Approving requests with terms of use Using default approval processes
Request sequence Managing an IT Shop
IT Shop base data Setting up IT Shop structures Setting up a customer node Deleting IT Shop structures Templates for automatically filling the IT Shop Custom mail templates for notifications Request templates
Resolving errors in the IT Shop Configuration parameters for the IT Shop Request statuses Examples of request results

Custom mail templates for notifications

Mail templates are used to send email messages to requesters and approvers.

A mail template consists of general master data such as target format, importance, or mail notification confidentiality, and one or more mail definitions. Mail text is defined in several languages in the mail template. This ensures that the language of the recipient is taken into account when the email is generated.

In One Identity Manager, there is a Mail Template Editor to simplify writing notifications. You can use the Mail Template Editor to create and edit mail texts in WYSIWYG mode.

Related topics

Creating and modifying IT Shop mail templates

To edit mail templates

  1. In the Manager, select the IT Shop | Basic configuration data | Mail templates category.

    The result list shows all the mail templates that can be used for IT Shop requests.

  1. Select a mail template in the result list and run the Change master data task.

    - OR -

    Click in the result list.

    This opens the mail template editor.

  2. Edit the mail template.

  3. Save the changes.
Detailed information about this topic

General properties of mail templates

The following general properties are displayed for a mail template.

Table 77: Mail template properties

Property

Meaning

Mail template

Name of the mail template. This name will be used to display the mail templates in the administration tools and in the Web Portal. Translate the given text using the button.

Base object

Mail template base object. A base object only needs to be entered if the mail definition properties of the base object are referenced.

Use the PersonWantsOrg or PWOHelperPWO base object for notifications in the IT Shop.

Report (parameter set)

Report, made available through the mail template.

Description

Mail template description. Translate the given text using the button.

Target format

Format in which to generate email notification. Permitted values are:

  • HTML: The email notification is formatted in HTML. Text formats, for example, different fonts, colored fonts, or other text formatting, can be included in HTML format.

  • TXT: The email notification is formatted as text. Text format does not support bold, italics, or colored font, or other text formatting. Images displayed directly in the message are not supported.

Design type

Design in which to generate the email notification. Permitted values are:

  • Mail template: The generated email notification contains the mail body in accordance with the mail definition.
  • Report: The generated email notification contains the report specified under Report (parameter set) as its mail body.
  • Mail template, report in attachment: The generated email notification contains the mail body in accordance with the mail definition. The report specified under Report (parameter set) is attached to the notification as a PDF file.

Importance

Importance for the email notification. Permitted values are Low, Normal, and High.

Confidentiality

Confidentiality for the email notification. Permitted values are Normal, Personal, Private, and Confidential.

Can unsubscribe

Specifies whether the recipient can unsubscribe email notification. If this option is set, the emails can be unsubscribed through the Web Portal.

Deactivated

Specifies whether this mail template is disabled.

Mail definition

Unique name for the mail definition.

Language

Language that applies to the mail template. The recipient's language preferences are taken into account when an email notification is generated.

Subject

Subject of the email message.

Mail body

Content of the email message.

Creating and editing mail definitions

Mail texts can be defined in these different languages in a mail template. This ensures that the language of the recipient is taken into account when the email is generated.

To create a new mail definition

  1. Open the mail template in the Mail Template Editor.

  2. Click the button next to the Mail definition list.

  3. In the result list, select the language for the mail definition in the Language menu.

    All active languages are shown. To use another language, in the Designer, enable the corresponding countries. For more detailed information, see the One Identity Manager Configuration Guide.

  4. Enter the subject in Subject.

  5. Edit the mail text in the Mail definition view with the help of the Mail Text Editor.

  6. Save the changes.

To edit an existing mail definition

  1. Open the mail template in the Mail Template Editor.

  2. Select the language in Mail definition.

  3. Edit the mail subject line and the body text.

  4. Save the changes.
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