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Identity Manager 9.2 - 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

Creating and modifying IT Shop mail templates

To create and 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 main 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 75: 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

Selects the mail definition in a specific language.

NOTE: If the Common | MailNotification | DefaultCulture configuration parameter is set, the mail definition is loaded in the default language for email notifications when the template is opened.

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. 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 main data task.

  2. 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 information, see the One Identity Manager Configuration Guide.

  3. Enter the subject in Subject.

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

  5. Save the changes.

To edit an existing mail definition

  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 main data task.

  2. In the Mail definition menu, select the language for the mail definition.

    NOTE: If the Common | MailNotification | DefaultCulture configuration parameter is set, the mail definition is loaded in the default language for email notifications when the template is opened.

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

  4. Save the changes.

Using base object properties

In the subject line and body text of a mail definition, you can use all properties of the object entered under Base object. You can also use the object properties that are referenced by foreign key relation.

To access properties use dollar notation. For more information, see the One Identity Manager Configuration Guide.

Example:

An IT Shop requester should receive email notification about the status of the request.

Table 76: Email notification properties

Property

Value

Base object

PersonWantsOrg

Subject

"$DisplayOrg[D]$" status change

Mail body

Dear $FK(UID_PersonOrdered).Salutation[D]$ $FK(UID_PersonOrdered).FirstName$ $FK(UID_PersonOrdered).LastName$,

The status was changed on the following request on $DateHead:Date$.

Product: $DisplayOrg[D]$

Requested by: $DisplayPersonInserted$

Reason: $OrderReason$

Current status of your request:

Approval: granted

Approver: $DisplayPersonHead[D]$

Reason: $ReasonHead[D]$

The generated email notification could look like the following, for example, once it has been formatted.

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