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Identity Manager 8.0 - IT Shop Administration Guide

Setting up an IT Shop Solution
One Identity Manager Users in the IT Shop Putting the IT Shop into Operation 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 Groups Automatically to the IT Shop
Approval Processes for IT Shop Requests
Editing Approval Policies Approval Workflows Determining Effective Approval Policies Selecting Responsible Approvers Request Risk Analysis Testing Requests for Rule Compliance Approving Requests from an Approver Automatic Request Approval Obtaining Other Information about Requests by an Approver Appointing Other Approvers Setting up an Approval Step Approvers cannot be Established Automatic Approval on Timeout Abort Request on Timeout Approval through 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 Creating Custom Mail Templates for Notifications request templates
Default Solution for Requesting System Entitlements Error Handling Appendix: Configuration Parameters for the IT Shop Appendix: Request Statuses Appendix: Example of Request Results

Multi-request resources

Multi-request resources

IT Shop products can only be requested once as a rule. If a product is assigned to a customer, then it cannot be requested a second time. Furthermore, an employee might need several of one type of company resources, for example, consumables.

Multi-request company resources are mapped in One Identity Manager as "Multi-request resources" or as "Multi-requestable/unsubscribable resources".

Table 4: Resource Types
Type Description Table
Resources Resources that an employee (workstation, device) may own just once.

The resources can be requested in the IT Shop just once. The resources are assigned to the employees after approval has been granted. They remain assigned until the request is canceled. You can request them again a later point.

Examples: phones, company cars

QERResource
Multi-request resources Resources that can be requested more than once in the IT Shop. Requests are automatically canceled once approved. The resources are not explicitly assigned to employees.

Example: consumables, like pens, printer paper

QERReuse
Multi-requestable/unsubscribable resources Resources which an employee can request more than once in the IT Shop but must return them explicitly once they are no longer needed. The resources are assigned to the employees after approval has been granted. They remain assigned until the request is canceled.

Example: printer, monitor

QERReuseUS

To set up multi-request resources and add them as products in the IT Shop

  1. Select the category Entitlements | Multi request resources for IT Shop.

    - OR -

    Select the category Entitlements | Multi requestable/unsubscribable resources for IT Shop

    .
  2. Select a resource in the result list. Select Change master data in the task view.

    - OR -

    Click in the result list toolbar.

  3. Edit the resource's master data.
  4. Save the changes.
  5. Select Add to IT Shop in the task view.
  6. Assign a shelf in Add assignments.
  7. Save the changes.
Detailed information about this topic
  • One Identity Manager Identity Management Base Module Administration Guide

Preparing Products for Requesting

Preparing Products for Requesting

Company resources have to fulfill at least the following prerequisites before you can request them in the Web Portal:

  • The company resource has to be labeled with the option IT Shop.
  • A service item must be assigned to the company resource.
  • The company resource must be assigned to a shelf as a product.
  • Label the company resource with the option Only use in IT Shop if it can only be assigned to employees using IT Shop requests. This means that the company resource cannot be directly assigned to roles outside the IT Shop.

All company resources that can be requested through the IT Shop are displayed in the category Entitlements. This includes applications, system entitlements, system roles, account definitions, resources, multi request resources and assignment resources if the corresponding modules are installed.

You can prepare the company resources for requesting in the IT Shop if you are a IT Shop administrator and have logged in as role-based. You can assign service items, edit the options IT Shop and Only use in IT Shop and assign company resources to an IT Shop shelf.

To prepare company resources for requesting

  1. Select the category Entitlements.
  2. Select the company resources you want from the navigation view and result list.
  3. Select Change master data in the task view.
  4. Set the option IT Shop.
  5. Assign a new service item in Service item.

    To add a new service item, click . Copy the name of the company resource as identifier for the service item. Enter the other properties on the service item master data form.

  6. Save the changes.
  7. Select Add to IT Shop in the task view.
  8. Assign the company resource to shelves in Add assignments.
  9. Save the changes.

Customer keep their requested products on the shelf until they unsubscribe them. In this way, membership in a target system group, for example, may only be valid for the period of the project. There are other settings required to provide limited period products.

Detailed information about this topic

Entering Service Items

In order to request company resources in the Web Portal, a service item must be assigned to them. Service items contain additional information about the company resources. For example, you can specify article numbers, request properties, product supervisors or approvers for requests. A service catalog can be put together from the service items in the Web Portal. These contain all the requestable products. You can use service categories, tags and service item names to find the product in the service catalog.

NOTE: It is possible to assign a service item to different company resources. If these company resources are assigned to one and the same shelf, the product cannot be uniquely identified. Then a randomly select product is given in the request.

If you groups several company resources under one service item, assign the company resources to different shelves. In the Web Portal, the requester can select from which shelf he wants to request the product.

To edit service items

  1. Select the category IT Shop | Service catalog | Hierarchical view | <service category>.

    - OR -

    Select the category IT Shop | Service catalog | Hierarchical view | Singles.

  2. Select the product's service item in the result list.

    - OR -

    Click in the result list toolbar.

  3. Select Change master data in the task view.
  4. Enter the service item's master data.
  5. Save the changes.

General Master Data for a Service Item

General Master Data for a Service Item

Enter the following data on the General tab: If you add a new service item, you must fill out the compulsory fields.

Table 5: General Master Data for a Service Item
Master Data Meaning
Service item Service item name
Special service item If a product is used for a specific purpose, for example, for product collection, then mark it as a special service item.
Service category Group individual products into a collection of products. Select an existing service category from the list or add a new one.

To create a new service category, click . Enter at least one name for the service item.

Product owners Assign a Request & Fulfillment | IT Shop | Product owners application role.

Product owners can be used as approvers in a defined approval process within the IT Shop. They can decide on approval of the service item request.

To create a new application role, click . Enter the application role name and assign a parent application role.

If no product owner is assigned, the product owner of the assigned service category is determined by template.

Attestors Assign Request & Fulfillment | IT Shop | Attestors to an application role.

The members of this application role can chosen as attestor in an attestation procedure.

To create a new application role, click . Enter the application role name and assign a parent application role.

Cost center Cost center for booking the service item in the accounts.
Manufacturer Manufacturer data.
Terms of use Terms of use for the product. The product can only be requested if the requester has accepted the terms of use.
Request number, product code, product code (foreign). Company specific service item properties.
Functional area

Company specific service item property.

Approval policies Approval policy used to determine the approver when the service item is requested from the IT Shop.
Request property Select the group for defining extended properties for a request. These request properties are displayed in the Web Portal depending on the configuration, requester or approver.
Calculation info Enter the calculation mode as accounting information.
Availability Company specific information about the service item‘s availability.
Sort order Customer specific criteria for sorting service items.
Web page Web page with more information about the service item.

This field allows you to link product descriptions in the internet or intranet to the service item. The web page is opened in the default browser when you select the task Visit website.

Validity period Time period for limited assignments through the IT Shop.

The service item is automatically canceled when the time expires. This value has no effect if multi-request resources (QERReuse) are requested.

Description Spare text box for additional explanation.
Retain service item assignment on relocation Specifies whether requests belonging to this service item remain intact when a customer or a product relocates.
Not available Specifies whether the service item can still be requested in the IT Shop.

If this option is enabled, no new requests can be placed for this item. Existing requests remain intact.

Request properties must be defined separately per recipient Specifies whether additional request properties must be entered separately for each recipient of this product, if the product is requested for different recipients in one request procedure.

If this option is not set, the selected requested properties apply uniformly to all recipients of the product.

Approval by multi-factor authentication The approval of requests with this service item requires multi-factor authentication.
Detailed information about this topic
Related Topics
  • One Identity Manager Attestation Administration Guide.
  • One Identity Manager Identity Management Base Module Administration Guide
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