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Identity Manager 9.2.1 - 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

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

  1. In the Manager, select the IT Shop > Basic configuration data > Approval workflows category.

  2. 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.

  3. Edit the approval workflow main data.

  4. Save the changes.

Working with the workflow editor

Use the workflow editor to create and edit approval workflows. The workflow editor allows approval levels to be linked together. Multi-step approval processes are clearly displayed in a graphical form.

Figure 4: Workflow editor

Approval levels and approval steps belonging to the approval workflow are edited in the workflow editor using special control elements. The workflow editor contains a toolbox. The toolbox items are activated or deactivated depending on how they apply to the control. You can move the layout position of the control elements in the workflow editor with the mouse or these can be moved automatically.

Table 24: Entries in the toolbox

Control

Item

Meaning

Workflow

Edit

Edit the properties of the approval workflow.

Layout automatically

The workflow elements are aligned automatically. The workflow layout is recalculated.

Approval levels

Add

A new approval level is added to the workflow.

Edit

Edit the properties of the approval workflow.

Delete

Deletes the approval level.

Approval steps

Add

Add a new approval step to the approval level.

Edit

Edit the properties of the approval step.

Delete

Deletes the approval step.

Assignments

Remove positive

The Approved connector for the selected approval level is deleted.

Remove negative

The Deny connector for the selected approval level is deleted.

Remove reroute

The Reroute connector for the selected approval level is deleted.

Remove escalation

The Escalate connector for the selected approval level is deleted.

Each of the controls has a properties window for editing the data of the approval workflow, level, or step. To open the properties window, select the Toolbox > < Control> > Edit item.

To delete a control, select the element and then the Toolbox > <Control> > Delete item.

Individual elements are linked to each other with a connector. Activate the connection points with the mouse. The cursor changes into an arrow icon for this. Hold down the left mouse button and pull a connector from one connection point to the next.

Figure 5: Approval workflow connectors

Table 25: Approval workflow connectors
Connector Meaning

Approve

Link to next approval level if the current approval level was granted approval.

Deny

Link to next approval level if the current approval level was not granted approval.

Reroute

Link to other approval levels to bypass the current approval.

Escalation

Connection to another approval level when the current approval level is escalated after timing out.

By default, a connection between workflow elements and level elements is created immediately when a new element is added. If you want to change the level hierarchy, drag a new connector to another level element.

Alternatively, you can release connectors between level elements using the Toolbox > Assignments items. To do this, mark the level element where the connector starts. Then add a new connector.

Different icons are displayed on the level elements depending on the configuration of the approval steps.

Table 26: Icons on the level elements
Icon Meaning

The approval decision is made by the system.

The approval decision is made manually.

The approval step contains a reminder function.

The approval step contains a timeout.

Changes to individual elements in the workflow do not take place until the entire approval workflow is saved. The layout position in the workflow editor is saved in addition to the approval policies.

Setting up approval workflows

An approval workflow consists of one or more approval levels. An approval level can contain one approval step or several parallel approval steps. Within the approval process, all of the approval steps for one approval level must be run before the next approval level is called. Use connectors to set up the sequence of approval levels in the approval workflow.

When you add a new approval workflow, the first thing to be created is a new workflow element.

To edit approval level properties

  1. Open the Workflow Editor.

  2. Select the Toolbox > Workflow > Edit item.

  3. Edit the workflow properties.

  4. Click OK.
Table 27: Approval workflow properties

Property

Meaning

Name

Approval workflow name.

System halt (days)

Number of days to elapse after which the approval workflow, and therefore the system, automatically halts the entire approval process.

Description

 Text field for additional explanation.
Detailed information about this topic

Editing approval levels

An approval level provides a method of grouping individual approval steps. All the approval steps in one approval level are run in parallel. All the approval steps for different approval levels are run one after the other. You use the connectors to specify the order.

Specify the individual approval steps in the approval levels. At least one approval step is required per level. Enter the approval steps first before you add an approval level.

To add an approval level

  1. Select the Toolbox > Approval levels > Add item.

    This opens the properties dialog for the first approval step.

  2. Enter the approval step properties.

  3. Save the changes.

You can edit the properties of an approval level as soon as you have added an approval level with at least one approval step.

To edit approval level properties

  1. Select the approval level.

  2. Select the Toolbox > Approval levels > Edit item.

  3. Enter a display name for the approval level.

  4. Save the changes.
NOTE: You can define more than one approval step for each approval level. In this case, the approvers of an approval level can make a decision about a request in parallel rather than sequentially. The request cannot be presented to the approvers at the next approval level until all approval steps of an approval level have been completed within the approval process.

To add more approval steps to an approval level

  1. Select the approval level.

  2. Select the Toolbox > Approval steps > Add item.

  3. Enter the approval step properties.

  4. Save the changes.
Detailed information about this topic
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