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Identity Manager 9.3 - IT Shop Administration Guide

Setting up an IT Shop solution
One Identity Manager users in the IT Shop Implementing the IT Shop Using the IT Shop with the Application Governance Module Requestable products Preparing products for requesting Assigning and removing products Preparing the IT Shop for multi-factor authentication Assignment requests Delegations Creating IT Shop requests from existing user accounts, assignments, and role memberships Adding system entitlements automatically to the IT Shop Deleting unused application roles for product owners
Approval processes for IT Shop requests
Approval policies for requests Approval workflows for requests Determining 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 Approval recommendations for requests Gathering further information about a request Appointing other approvers Escalating an approval step Approvers cannot be established Automatic approval on timeout Halting a request on timeout Approval by the chief approval team Approving requests with terms of use Using default approval processes
Request sequence
The request overview Requesting products more than once Requests with limited validity period Relocating a customer or product to another shop Changing approval workflows of pending requests Requests for employees Requesting change of manager for an employee Canceling requests Unsubscribe products Notifications in the request process Approval by mail Adaptive cards approval Requests with limited validity period for changed role memberships Requests from permanently deactivated identities Deleting request procedures and deputizations
Managing an IT Shop
IT Shop base data Setting up IT Shop structures Setting up a customer node Deleting IT Shop structures Restructuring the IT Shop Templates for automatically filling the IT Shop Custom mail templates for notifications Product bundles Recommendations and tips for transporting IT Shop components with the Database Transporter
Troubleshooting errors in the IT Shop Configuration parameters for the IT Shop Request statuses Examples of request results Example of defining request properties

Product request on customer or product relocation

If a customer requests a product from a shop or shopping center and then changes to another at a later date, you must decide how the existing request should be handled. The same applies if a product is moved to another shelf after the request. In both cases, One Identity Manager checks whether the request recipient and the product belong to the same new shop after relocating.

Table 14: Effects of relocating

Request recipient and product

Effect on approved requests

Effect on pending requests

Are in different shops

The request is canceled.

The assignment is removed.

The request is canceled.

Are in the same shop

Behavior is defined by Retain service item assignment on relocation in the service item.

Closed requests are not changed.

If the request recipient and the product belong to the same shop after relocating, the Retain service item assignment on relocation option controls whether the request is canceled or retained.

Table 15: Effect of the "retain service item assignment on relocation" option

Option Value

Effect on approved requests

Effect on pending requests

Not set

The request is canceled.

The assignment is removed.

The request is canceled.

Enabled

The request remains intact. Shelf and shop are updated in the request procedure.

Assignment of requested company resources remains intact.

The request remains intact. Shelf and shop are updated in the request procedure.

Approvals already granted, are reset. The request runs through the approval process implemented in the new shop.

NOTE: The request is realized in the shop in which the request recipient is customer and that contains the requested product. If several shelves or shops are found to which the condition applies, One Identity Manager selects one of the shelves or shop, respectively, to relocate.

The complete approval sequence is shown in the approval history.

To obtain a product's requests on relocation

  1. In the Manager, select the IT Shop > Service catalog > Hierarchical by service categories > <service category> category.

    - OR -

    In the Manager, select the IT Shop > Service catalog > Hierarchical by service categories > Singles category.

  2. Select the service item in the result list.

  3. Select the Change main data task.

  4. Set the Retain service item assignment on relocation option.

  5. Save the changes.
Related topics

Non-requestable products

Products that have already been requested but can only be requested for a limited period, can be specially labeled for it. Existing request for the product remain intact. However, no new requests may be made for the product.

To label a product as not requestable

  1. In the Manager, select the IT Shop > Service catalog > Hierarchical by service categories > <service category> category.

  2. Select the product's service item in the result list.

  3. Select the Change main data task.

  4. Set Not available.

  5. Save the changes.

Entering terms of use for service items

Terms of use that explain conditions of use for a product can be stored for individual service items (for example, software license conditions). When someone requests this product, the requester, and request recipient must accept the terms of use before the request can be finalized.

To add or edit terms of use

  1. In the Manager, select the IT Shop > Terms of use category.

  2. In the result list, select a terms of use and run the Change main data task.

    - OR -

    Click in the result list.

  3. Edit the terms of use main data.

    • Terms of use: Terms of use identifier.

    • Description: Text field for additional explanation.

    • Content: Complete text of the terms of use.

      Alternatively, the terms of use can be attached as a PDF file.

    • Multifactor authentication required: Specifies whether multifactor authentication via the configured provider is required by requests to accept the terms of use.

  4. Save the changes.

  5. Assign the terms of use to service items.

In order for the request recipient to accept the terms of use, the request must be assigned to the request recipient in the approval process. Set an approval workflow for such requests that contain a BR approval step and enable the No automatic approval option for this approval step. One Identity Manager provides a default approval workflow and a Terms of Use acknowledgment for third-party orders (sample) default approval policy that you can use for this.

Related topics

Assigning files to terms of use

The full-text of the terms of use is provided as a PDF file in different languages. These PDF files are loaded into the One Identity Manager database and can be displayed when requesting and approving a product or for attestors in the Web Portal. The PDF file matching the user's login language is offered.

To load PDF files for the terms of use into the database

  1. In the Manager, select the IT Shop > Terms of use category.

  2. Select the terms of use in the result list.

  3. Select the Assign files task.

  4. Click Add.

  5. In the Language drop-down, select the language you want the PDF file to be in.

    All the languages that are configured as login languages in the One Identity Manager tools are provided.

  6. Next to the File field, click .

  7. In the Open dialog, select the PDF file and click Open.

  8. To load other PDF files, click Add and repeat the step.

  9. Save the changes.

To delete a PDF file of a terms of use from the database

  1. In the Manager, select the IT Shop > Terms of use category.

  2. Select the terms of use in the result list.

  3. Select the Assign files task.

  4. In the list, select a file and click Remove.

  5. Save the changes.
Related topics
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