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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

Approval Workflows

Approval Workflows

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. Select the category IT Shop | Basic configuration data | Approval workflows.
  2. Select the approval workflow in the result list. Select Change master data in the task view.

    - OR -

    Click in the result list toolbar.

    This opens the Workflow Editor.

  3. Edit the approval workflow master data.
  4. Save the changes.

Working with the Workflow Editor

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 5: 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 methods are activated or deactivated depending on how they apply to the control element. You can move the layout position of the control elements in the workflow editor with the mouse.

Each of the elements has a properties window for editing the approval workflow, level or step data. Use Toolbox | <Element> | Edit... to open the properties window.

To delete a control, mark it and run Toolbox | <Element> | Edit...

Individual elements are linked to each other with a connector. Activate the connection points with the mouse. The mouse 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 6: Approval Workflow Connectors

Table 31: Approval Workflow Connectors
Connector Meaning
Approval 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 another approval level to by-pass 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 Toolbox | Assignments. 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 32: 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

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. All the approval steps in the approval process for one approval level have to be executed before the next approval level can be called upon. 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 Toolbox | Workflow | Edit....
  3. Edit the workflow properties.
  4. Click OK.
Table 33: Approval Workflow Properties
Property Meaning
Name Approval workflow name.

System abort (days)

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

Description Spare text box for additional explanation.
Detailed information about this topic

Editing Approval Levels

Editing Approval Levels

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

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 Toolbox | Approval levels | Add....

    This opens the properties dialog for the first approval step.

  2. Enter the approval step properties.
  3. Save the changes.

For more information, see Setting up an Approval Step.

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 Toolbox | Approval levels | Add....
  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 in one approval level have been completed in the approval process.

To add more approval steps to an approval level

  1. Select the approval level.
  2. Select Toolbox | Approval levels | Add....
  3. Enter the approval step properties.

  4. Save the changes.

To edit approval level properties

  1. Select the approval step.
  2. Select Toolbox | Approval levels | Add....
  3. Edit the approval step properties.
  4. Save the changes.
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