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Identity Manager On Demand Hosted - 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 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 Halting a 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 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

Notifying delegates

If required, a delegator can receive notifications if the deputy or recipient of the single delegation has made a request in the IT Shop. Notification is sent once an employee has been determined as an approver due to delegation and has made an approval decision for the request.

To send notification when the employee who was delegated an approval approves or denies the request

  • In the Designer, set the QER | ITShop | Delegation | MailTemplateIdents | InformDelegatorAboutDecisionITShop configuration parameter.

    By default, a notification is sent with the Delegation - inform delegator about decided request mail template.

TIP: To use custom mail templates for emails of this type, change the value of the configuration parameter.

Delegations are taken into account in the following default approval procedures.

Table 60: Delegation relevant default approval procedures

Delegation of

Approval procedure

Department responsibilities

D0, D1, D2, DM, DP, MS

Cost center responsibilities

P0, P1, P2, PM, PP, MS

Location responsibilities

MS

Business role responsibilities

OM, MS

Employee responsibilities

CM

IT Shop structure responsibilities

H0, H1, H2

Memberships in business roles

OR

Memberships in application roles

DI, DR, ID, IL, IO, IP, OA, OC, OH, PI, PR, RD, RL, RO, RP, TO

Example

Jon Blogs is responsible for the R1 business role. He delegates his responsibility for the business role to Clara Harris. Clara Harris is herself responsible for R2 business role.

A member of the R1 business role requests a product in the IT Shop. Jon Bloggs is established as an approver through the OM - Manager of a specific role approval process. The request is assigned to Clara Harris for approval through delegation. Jon Blogs is notified as soon as Clara Harris has made her approval decision.

A member of the R2 business role requests a product in the IT Shop. Clara Harris is established as the approver through the OM - Manager of a specific role approval process. No notification is sent because Clara Harris does not make the approval decision due to delegation.

Bulk delegation

You have the option to delegate all your responsibilities to one person in the Web Portal. If you have a lot of responsibilities, it is possible that not all the delegations are carried out. A delegator can send a notification to themselves if an error occurs.

Detailed information about this topic
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Canceling requests

Requests can be automatically canceled for various reasons, for example, when a specified time period has expired or if no approver can be found. The request recipient is notified.

To set up the notification procedure

  • In the approval policy, on the Mail templates tab, enter the following data.

    Mail template stopped: IT Shop request - canceled

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Escalating requests

Requests can be escalated if a specified time period has expired. If a request is escalated, the requester can be notified by email.

To set up the notification procedure

  • On the Mail templates tab of the approval step, enter the following data:

    Mail template escalation: IT Shop request - Escalation

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Delegating approvals

If, in an approval step, other approvers can be authorized to make the approval decision, the additional approvers can be prompted to approve by email. The same applies if the approval can be delegated.

To set up the notification procedure

  • On the Mail templates tab of the approval step, enter the following data:

    Mail template delegation: IT Shop Purchase order - Delegated/additional approval

    TIP: To enable approval by email, select the IT ShopRequest - delegated/additional approval (by email) mail template.
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