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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

Editing approval workflows

You can edit approval workflow that are assigned an approval policy here.

To edit approval workflow properties

  1. In the Manager, select the IT Shop | Basic configuration data | Approval policies category.

  2. Select the approval policy in the result list.

  3. To edit the approval workflow for requests, select task 1. Edit approval workflow.

  4. To edit the renewal workflow for requests, select task 2. Edit approval workflow.

  5. To edit the cancellation workflow, select task 3. Edit approval workflow.

  6. This opens the Workflow Editor.

Detailed information about this topic

Approval workflows for requests

You need to allocate an approval workflow to the approval policies in order to find the approvers. In an approval workflow, you specify the approval procedures, the number of approvers and a condition for selecting the approvers.

Use the workflow editor to create and edit approval workflows.

To edit an approval workflow

  1. In the Manager, select the IT Shop | Basic configuration data | Approval workflows category.

  2. Select the approval workflow in the result list and run the Change master data task.

    - OR -

    Click in the result list.

    This opens the Workflow Editor.

  3. Edit the approval workflow master data.

  4. Save the changes.

Working with the workflow editor

Use the workflow editor to create and edit approval workflows. The workflow editor allows approval levels to be linked together. Multi-step approval processes are clearly displayed in a graphical form.

Figure 4: Workflow editor

Approval levels and approval steps belonging to the approval workflow are edited in the workflow editor using special control elements. The workflow editor contains a toolbox. The toolbox items are activated or deactivated depending on how they apply to the control. You can move the layout position of the control elements in the workflow editor with the mouse or these can be moved automatically.

Table 23: Entries in the toolbox

Control

Item

Meaning

Workflow

Edit

Edit the properties of the approval workflow.

Layout automatically

The workflow elements are aligned automatically. The workflow layout is recalculated.

Approval levels

Add

A new approval level is added to the workflow.

Edit

Edit the properties of the approval workflow.

Delete

Deletes the approval level.

Approval steps

Add

Add a new approval step to the approval level.

Edit

Edit the properties of the approval step.

Delete

Deletes the approval step.

Assignments

Remove positive

The Approved connector for the selected approval level is deleted.

Remove negative

The Deny connector for the selected approval level is deleted.

Remove reroute

The Reroute connector for the selected approval level is deleted.

Remove escalation

The Escalate connector for the selected approval level is deleted.

Each of the controls has a properties window for editing the data of the approval workflow, level, or step. To open the properties window, select the Toolbox | < Control> | Edit item.

To delete a control, select the element and then the Toolbox | <Control> | Delete item.

Individual elements are linked to each other with a connector. Activate the connection points with the mouse. The cursor changes into an arrow icon for this. Hold down the left mouse button and pull a connector from one connection point to the next.

Figure 5: Approval workflow connectors

Table 24: Approval workflow connectors
Connector Meaning
Approve Link to next approval level if the current approval level was granted approval.
Deny Link to next approval level if the current approval level was not granted approval.
Reroute Link to another approval level to bypass the current approval.
Escalation Connection to another approval level when the current approval level is escalated after timing out.

By default, a connection between workflow elements and level elements is created immediately when a new element is added. If you want to change the level hierarchy, drag a new connector to another level element.

Alternatively, you can release connectors between level elements using the Toolbox | Assignments items. To do this, mark the level element where the connector starts. Then add a new connector.

Different icons are displayed on the level elements depending on the configuration of the approval steps.

Table 25: Icons on the level elements
Icon Meaning
The approval decision is made by the system.
The approval decision is made manually.
The approval step contains a reminder function.
The approval step contains a timeout.

Changes to individual elements in the workflow do not take place until the entire approval workflow is saved. The layout position in the workflow editor is saved in addition to the approval policies.

Setting up approval workflows

An approval workflow consists of one or more approval levels. An approval level can contain one approval step or several parallel approval steps. Within the approval process, all of the approval steps for one approval level must be executed before the next approval level is called. Use connectors to set up the sequence of approval levels in the approval workflow.

When you add a new approval workflow, the first thing to be created is a new workflow element.

To edit approval level properties

  1. Open the Workflow Editor.

  2. Select the Toolbox | Workflow | Edit item.

  3. Edit the workflow properties.

  4. Click OK.
Table 26: Approval workflow properties

Property

Meaning

Name

Approval workflow name.

System abort (days)

Number of days to elapse after which the approval workflow, and therefore the system, automatically ends the entire approval procedure.

Description

 Text field for additional explanation.
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