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Identity Manager 8.2 - IT Shop Administration Guide

Table of Contents

Setting up an IT Shop solution

One Identity Manager users in the IT Shop Implementing the IT Shop Using the IT Shop with the Web Portal for Application Governance Requestable products

Multi-request resources

Preparing products for requesting

Entering service items

General main data of a service item Pricing information Extended main data of a service item Default service items Additional tasks for managing service items

The service item overview Editing product dependencies for requests Defining hierarchy for service items Assigning hierarchical roles

Assigning organizations Assigning business roles

Assigning functional areas Assigning extended properties Displaying websites Changing products Adding and assigning tags Assigning object-dependent references

Specifying product dependencies Reports about service items

Overview of all assignments

Entering service categories

Service category main data Default service categories Additional tasks for managing service categories

The service category overview Assigning service items Assigning object-dependent references

Entering product-specific request properties

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

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

Additional tasks for terms of use

The terms of use overview Assigning service items

Additional tasks for tags

The tags overview Assigning service items

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

Using multi-factor authentication for requests

Assignment requests and delegating

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

General main data of an assignment resource Default assignment resources Additional tasks for managing assignment resources

The assignment resource overview Adding assignment resources to the IT Shop Removing assignment resources from the IT Shop

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

Creating requests for employees Creating user account requests Creating workdesk requests Creating assignment requests

Adding Active Directory and SharePoint groups to the IT Shop automatically

Deleting unused application roles for product owners

Adding Privileged Account Management user groups to the IT Shop automatically

Approval processes for IT Shop requests

Approval policies for requests

General main data of approval policies Default approval policies Additional tasks for approval policies

The approval policy overview Adding to the IT Shop Validity checking Editing approval workflows

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

Additional tasks for approval workflows

The approval workflow overview Copying approval workflows

Deleting approval workflows Default approval workflows

Determining the effective approval policies

Approvers for renewals Approvers for unsubscriptions

Selecting responsible approvers

Default approval procedures

Self-service Using IT Shop structures to find approvers Using request recipients to find approvers Using specific roles to find approvers Using requested products to find approvers Using approval roles to find approvers Using cost centers to find approvers Using departments to find approvers Using requested roles to find approvers Waiting for further approval Calculated approval Approvals to be made externally Finding requesters

Setting up approval procedures

General main data of an approval procedure Queries for approver selection

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 Finding 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

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

Demanding an approval decision Reminding approvers Scheduled demand 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

Allowing approval decisions using the Starling 2FA app Requests with limited validity period for changed role memberships Requests from permanently inactive employees Deleting requests

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 Additional tasks for IT Shop structures

The IT Shop structure overview Assigning approval policies Assigning requestable products to shelves

Setting up a customer node

Adding customer nodes General main data of customer nodes Custom main data of customer nodes Additional tasks for customer nodes

The entitled customers overview Assigning employees directly Assigning employees through dynamic roles

Deleting IT Shop structures

Deleting customer nodes Deleting shelves Deleting shops Deleting shopping centers

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 Additional tasks for 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

Request templates

Creating and modifying request templates General main data of a request template Cart items Deleting request templates

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

The terms of use overview

You can see the most important information about a tag on the overview form.

To obtain an overview of the terms of use

In the Manager, select the IT Shop > Service catalog > Terms of use category.
Select the terms of use in the result list.
Select the Terms of use overview task.

Assigning service items

Specify the products to which the terms of use apply. Assign service items to the terms of use to do this.

To assign service items to the terms of use

In the Manager, select the IT Shop > Service catalog > Terms of use category.
Select the terms of use in the result list.
Select the Assign service items task.

In the Add assignments pane, assign service items.
TIP: In the Remove assignments pane, you can remove service item assignments.

To remove an assignment
- Select the service item and double-click .
Save the changes.

Entering tags

Product owners are able to add tags to their products. These tags can be used as search criteria by requests in the Web Portal. There are two ways of adding tags.

To add or edit a tag

In the Manager, select the IT Shop > Basic configuration data > Tags category.
In the result list, select a tag and run the Change main data task.

- OR -

Click in the result list.
Edit the tag data.
Save the changes.

Enter the following data for a tag.

Table 17: General main data of a tag
Property	Meaning
Tag	Tag.
Description	Tag description.
Comment	Text field for additional explanation.
Parent tag	Tags can be organized hierarchically. Assign a parent tag to do this.

To add a tag directly to a product

In the Manager, select the IT Shop > Service catalog > Hierarchical by service categories > <service category> category.

- OR -

In the Manager, select the IT Shop > Service catalog > Hierarchical by service categories > Singles category.
Select the service item in the result list.
Select the Assign tag task.
Select the Create tag task.
Enter the tag and a description for it.
Click Ok to save the tag.

The new tag is shown on the assignment form.
Double-click on the tag to assign it to the selected service item.
Save the changes.

Additional tasks for tags

After you have entered the main data, you can run the following tasks.

The tags overview

Assigning service items

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