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Identity Manager 9.3 - IT Shop Administration Guide

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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

Multi-request resources

Preparing products for requesting

Entering service items

General main data for service items Pricing for service items Extended main data for service items Default service items Specifying dependencies between products Editing product dependencies for requests Defining hierarchy for service items Assigning hierarchical roles to service items

Assigning organizations to service items Assigning business roles to service items

Assigning functional areas to service items Assigning extended properties to service items Displaying websites for service items Changing products for service items Adding tags and assigning them to service items Displaying the service item overview Reports about service items

Overview of all assignments

Entering service categories

Main data for service categories Default service categories Assigning service items to service categories Displaying the service category overview

Entering product-specific request properties

Request property and request parameter settings Copy request properties Displaying the request properties overview

Products for requests with time restrictions Product request on customer or product relocation Non-requestable products Entering terms of use for service items

Assigning files to terms of use Displaying the terms of use overview

Assigning service items to tags Displaying the tags overview

Assigning and removing products

Assigning products to shelves Removing products from shelves Moving products to another shelf Replacing products

Preparing the IT Shop for multi-factor authentication Assignment requests

Standard products for assignment requests Requesting memberships in business roles Requesting memberships in application roles Customizing assignment requests Canceling requests Removing customers from a shop Setting up assignment resources

General main data for assignment resources Default assignment resources Displaying assignment resource overviews Adding assignment resources to the IT Shop Removing assignment resources from the IT Shop

Standard products for delegation Preparing single delegations Allowing delegation approvals

Creating IT Shop requests from existing user accounts, assignments, and role memberships

Creating requests for identities Creating user account requests Creating workdesk requests Creating assignment requests

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

General main data of approval policies Default approval policies Adding to the IT Shop Validity checking Editing approval workflows Copying approval policies The approval policy overview

Approval workflows for requests

Working with the Workflow Editor Setting up approval workflows

Editing approval levels Editing approval steps Properties of an approval step Connecting approval levels

Copying approval workflows Deleting approval workflows The approval workflow overview Default approval workflows

Determining effective approval policies

Approvers for renewals Approvers for unsubscriptions

Selecting responsible approvers

Default approval procedures

Determining request recipients as approvers Determining managers or members of a role as approvers Determining owners as approvers

Determining approvers via products requested by request parameter

Determining special approvers

Determining approvers via approval roles

Determining target system managers as approvers Determining requester or recipients Determining special identities as approvers Automatic approvals

Waiting for further approval Calculated approval Approvals to be made externally

Setting up approval procedures

General main data of an approval procedure Queries for determining approver

Copying an approval procedure Deleting approval procedures Determining the responsible approvers

Request risk analysis Testing requests for rule compliance

Compliance checking requests Identifying rule violations Determining exception approvers Restricting exception approvers

Setting up exception approver restrictions

Explicit exception approval Rule checking for requests with self-service

Approving requests from an approver

Setting up approver restrictions

Automatically approving requests

Configuring automatic approval

Approval by peer group analysis

Configuring peer group analysis for requests

Approval recommendations for requests

Criteria for approval recommendations for requests Configuring 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

Displaying request details Displaying the approval sequence Displaying the approval history

Requesting products more than once Requests with limited validity period

Renewing requests Canceling or unsubscribing requests Checking request validity periods

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

Requesting approval Reminding approvers Scheduled request for approval Sequence for limited requests Approving or denying request approval Notifying delegates Canceling requests Escalating requests Delegating approvals Rejecting approvals Notifications with questions Using additional approvers to approve requests Unsubscribing approved requests Renewing approved requests Product change notifications Default mail templates Bulk delegation notifications

Approval by mail

Editing approval emails

Adaptive cards approval

Using adaptive cards for approvals Adding and deleting recipients and channels Creating, editing, and deleting adaptive cards for requests Creating, editing, and deleting adaptive cards templates for requests General main data for adaptive cards Deploying and evaluating adaptive cards for requests Disabling adaptive cards

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

Processing status Standard reason for requests

Predefined standard reasons for requests

Role classes for the IT Shop Role types for the IT Shop Business partners Functional areas Chief approval team Product owners Attestors

Setting up IT Shop structures

Adding IT Shop structures General main data of IT Shop structures Custom main data of IT Shop structures Assigning approval policies Assigning requestable products to shelves The IT Shop structure overview

Setting up a customer node

Adding customer nodes General main data of customer nodes Custom main data of customer nodes Assigning identities directly Assigning identities through dynamic roles The entitled customers overview

Deleting IT Shop structures

Deleting customer nodes Deleting shelves Deleting shops Deleting shopping centers

Restructuring the IT Shop

Moving shops to other shopping centers Moving shelves to other shops Moving products to another shelf

Templates for automatically filling the IT Shop

Using shelf templates in an IT Shop solution Editing shelf templates General main data of a shelf template Custom main data of shelf templates Assigning approval policies Assigning requestable products to shelf templates Shelf-filling wizard Assigning shelf templates to shops and shopping center templates Deleting shelf templates

Custom mail templates for notifications

Creating and modifying IT Shop mail templates General properties of mail templates Creating and editing mail definitions

Using base object properties Use of hyperlinks to the Web Portal Default functions for creating hyperlinks Customize email signatures

Copying IT Shop mail templates Displaying IT Shop mail template previews Deleting IT Shop mail templates Custom notification processes

Product bundles

Creating and modifying product bundles General main data of a product bundle Cart items Deleting product bundles

Recommendations and tips for transporting IT Shop components with the Database Transporter

Troubleshooting errors in the IT Shop

Timeout on saving requests Bulk delegation errors Process monitoring for requests

Configuration parameters for the IT Shop Request statuses Examples of request results Example of defining request properties

Editing approval workflows

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

To edit approval workflow properties

In the Manager, select the IT Shop > Basic configuration data > Approval policies category.
Select the approval policy in the result list.
To edit the approval workflow for requests, select task 1. Edit approval workflow.
To edit the renewal workflow for requests, select task 2. Edit approval workflow.
To edit the cancellation workflow, select task 3. Edit approval workflow.
This opens the Workflow Editor.

Detailed information about this topic

Working with the Workflow Editor

Copying approval policies

To customize pre-defined approval polices, you can copy approval policies and then edit them. All assigned approval workflows are copied as well.

To copy an approval policy

In the Manager, select the IT Shop > Basic configuration data > Approval policies category.
Select an approval policy in the result list and run the Change main data task.
Select the Copy approval policies task.
Enter a name for the copy of the approval policy.
Enter names for the workflow copies.

The Self service workflow is not copied, but assigned to the copy of the approval policy as in the original.
Click OK to start copying.

- OR -

Click Cancel to cancel copying.
To edit the copy immediately, click Yes.

- OR -

To edit the copy later, click No.

Related topics

Approval policies for requests

The approval policy overview

On the overview form, you see, at a glance, the most important information about an approval policy.

To obtain an overview of an approval policy

In the Manager, select the IT Shop > Basic configuration data > Approval policies category.
Select the approval policy in the result list.
Select the Approval policy overview task.

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

In the Manager, select the IT Shop > Basic configuration data > Approval workflows category.
Select the approval workflow in the result list and run the Change main data task.

- OR -

Click in the result list.

This opens the Workflow Editor.
Edit the approval workflow main data.
Save the changes.

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