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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

Copying an approval procedure

You can copy default approval procedures in order to customize them.

To copy an approval procedure

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

  2. Select an approval procedure in the result list. Select the Change master data task.

  3. Select the Create copy task.

  4. Confirm the security prompt with Yes.

  5. Enter the short name for the copy.

    The short name for an approval procedure consists of a maximum of two characters.

  6. Click OK to start copying.

    - OR -

    Click Cancel to cancel copying.

Deleting approval procedures

To delete an approval procedure

  1. Remove all assignments to approval steps.

    1. On the approval procedure overview form, check which approval steps are assigned to the approval procedure.

    2. Switch to the approval workflow and assign another approval procedure to the approval step.

  2. In the Manager, select the IT Shop | Basic configuration data | Custom defined | Approval procedures category.

  3. Select an approval procedure from the result list.

  4. Click .

  5. Confirm the security prompt with Yes.

Determining the responsible approvers

The DBQueue Processor calculates which employee is authorized as an approver and in which approval level. Once a request is triggered, the approvers are determined for every approval step of the approval workflow to be processed. Changes to responsibilities may lead to an employee no longer being authorized as an approver for a request that is not yet finally approved. In this case, approvers must be recalculated. The following changes can trigger a recalculation for as yet unapproved requests:

  • Approval policy, workflow, step, or procedure changes.

  • An authorized approver loses their responsibility in One Identity Manager, for example, if a change is made to the department manager, product owner, or target system manager.

  • An employee obtains responsibilities in One Identity Manager and therefore is authorized as an approver, for example as the manager of the request recipient.

  • An employee authorized as an approver is deactivated.

Once an employee's responsibilities have changed in One Identity Manager, an approver recalculation task is queued in the DBQueue. By default, all approval steps of the pending approval procedures are recalculated at the same time. Approval steps that have already been approved remain approved, even if their approver has changed. Recalculating approvers may take a long time depending on the configuration of the system environment and the amount of data to be processed. To optimize this processing time, you can specify the approval steps for which the approvers are to be recalculated.

To configure recalculation of approvers

  • In the Designer, set the QER | ITShop | ReducedApproverCalculation configuration parameter and select one of the following options as the value.

    Table 42: Options for recalculating approvers
    Option Description

    No

    All approval steps are recalculated. This behavior also applies if the configuration parameter is not set.

    Advantage: All valid approvers are displayed in the approval process. The rest of the approval sequence is transparent.

    Disadvantage: Recalculating approvers may take a long time.

    CurrentLevel

    Only approvers for the approval level that is currently to be edited are recalculated. Once an approval level has been approved, the approvers are determined for the next approval level.

    Advantage: The number of approval levels to calculate is lower. Calculating the approvers may be faster.

    TIP: Use this option if performance problems occur in your environment in connection with the recalculation of approvers.

    Disadvantage: The originally calculated approvers are still displayed in the approval sequence for each subsequent approval step, even though they may no longer have approval authorization. The rest of the approval sequence is not correctly represented.

    NoRecalc

    No recalculation of approvers The previous approvers remain authorized to approve the current approval levels. Once an approval level has been approved, the approvers are determined for the next approval level.

    Advantage: The number of approval levels to calculate is lower. Calculating the approvers may be faster.

    TIP: Use this option if performance problems occur in your environment in connection with the recalculation of approvers, even though the CurrentLevel option is used.

    Disadvantage: The originally calculated approvers are still displayed in the approval sequence for each subsequent approval step, even though they may no longer have approval authorization. The rest of the approval sequence is not correctly represented. Employees that are no longer authorized can approve the current approval level.

    In the worst-case scenario, the only attestors originally calculated here now have no access to One Identity Manager, for example, because they have left the company. The approval level cannot be approved.

    To see approval steps of this type through

    • Define a timeout and timeout behavior when you set up the approval workflows on the approval steps.

      - OR -

    • When setting up the IT Shop, assign members to the chief approval team. These can access open approval processes at any time.

Detailed information about this topic
Related topics

Request risk analysis

Everyone with IT system authorization in a company represents a security risk for that company. For example, an employee with permission to edit financial data in SAP carries a higher risk than an employee with permission to edit their own personal data. To quantify the risk, you can enter a risk value for every company resource in One Identity Manager. A risk index is calculated from this value for every employee who is assigned this company resource, directly, or indirectly. Company resources include target system entitlements (for example, Active Directory groups or SAP profiles), system roles, subscribable reports, software, and resources. In this way, all employees representing a particular risk to the company can be found.

Every time a company resource with a specified risk index is assigned, the employee's risk index may exceed a permitted level. You can check the risk index of company resources if they are requested through the IT Shop. If the risk index is higher than the specified value, the request is denied.

To set up risk assessment for requests

  • Create an approval workflow.

    1. Add an approval step with the RI approval procedure.

    2. In the Condition field, enter the comparison value for the risk index. Enter a number in the range 0.0 to 1.0.

    3. Enter other approval levels if required.

The approval step is granted approval by One Identity Manager if the risk index of the requested company resource is lower than the comparison value. If the risk index is higher or equal to the comparison value, the approval step is not granted approval.

Risk assessment of requests works for both direct company resource request and assignment requests. Only risk indexes with inputted values are examined for the approval decision; calculated risk indexes are not taken into account. Therefore, risk assessment of requests only works if the product's original table or one of the member tables of a requested assignment has a RiskIndex column. If the table only has the RiskIndexCalculated column, the request is automatically approved. If both member tables of an assignment request have a RiskIndex column, the highest of the two risk indexes is used as the basis for the approval.

If the company resource request or an assignment has been granted approval, the employee's risk index is recalculated the next time the scheduled calculation task is run.

For more detailed information about risk assessment, see the One Identity Manager Risk Assessment Administration Guide.

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