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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

Setting up an Approval Step

Setting up an Approval Step

Approval steps can be automatically escalated once the specified timeout is exceeded. The request is presented to another approval body. The request can subsequently be processed again in the normal workflow.

To configure escalation of an approval step

  1. Open the approval workflow in the Workflow Editor.
  2. Add an additional approval level with one approval step for escalation.
  3. Connect the approval step that is going to be escalated when the time period is exceeded with the new approval step. Use the connection point for escalation to do this.

    Figure 10: Example of an Approval Workflow with Escalation

  4. Configure the behavior for the approval step to be escalated when it times out.
    Table 63: Approval Step Properties for Abort on Timeout
    Property Meaning
    TimeOut (working hours)

    Number of working hours to elapse after which the approval step is automatically granted or denied approval.

    The approvers work time applies to the time calculation.

    NOTE: Ensure that a state and/or county is entered into the employee‘s master data for determining the correct working hours.
    Timeout behavior

    Action, which is executed if the timeout expires.

    Table 64: Possible Methods for Escalation on Timeout
    Method Description

    Escalation

    The request process is escalated. The escalation approval step is called.

Emails can be sent to the new approvers and requesters on escalation.

Related Topics

Approvers cannot be Established

Approvers cannot be Established

You can specify a fallback approver if requests cannot be approved due to lack of approver. A request is always returned to the fallback approver for approval if the approval step in a specified approval procedure, cannot determine an approver.

To specify fallback approvers, define application roles and assign these to an approval step. Different approver groups in the approval steps may require different fallback approvers. Specify different application role for this, to which you can assign employees who can be determined as fallback approvers in the approval process. For more information, see the One Identity Manager Application Roles Administration Guide.

To specify fallback approvers for an approval step

  1. Select the category IT Shop | Basic configuration data | Approval workflows.
  2. Select a workflow in the result list. Select Change master data in the task view.
  3. Mark the approval step in the workflow editor.
  4. Select Toolbox | Approval levels | Add....
  5. Assign an application in Fallback approver or create a new application role.
  6. Save the changes.

Request sequence with fallback approvers

  1. An approver cannot be established for an approval step in an approval process. The request is assigned to all members of the fallback approver application role.
  2. Once a fallback approver has made an approval decision, the request is passed onto the approvers of the next approval level.

    NOTE: Specify in the approval step, how many attestors must approve this approval step. This limit is not valid for the chief approval team. The approval step is considered approved the moment one fallback approver has approved the request.
  3. The request is aborted if no fallback approver can be established.

Fallback approvers can approve requests for all manual approval steps. The fallback approvals are not permitted for approval steps with the approval procedures CR, SB, CD, EX and WC as well as OC and OH.

Related Topics

Automatic Approval on Timeout

Automatic Approval on Timeout

Requests can be automatically approved once a specified time period has been exceeded.

To configure automatic approval if the timeout expires

  • Enter the following data for the approval step.
    Table 65: Properties for Automatic Approval on Timeout
    Property Meaning

    TimeOut (working hours)

    Number of working hours to elapse after which the approval step is automatically granted or denied approval.

    The approvers work time applies to the time calculation.

    NOTE: Ensure that a state and/or county is entered into the employee‘s master data for determining the correct working hours.

    Timeout behavior

    Action, which is executed if the timeout expires.

    Table 66: Possible Methods for Escalation on Timeout
    Method Description

    Approval

    The request is granted approval in this approval step. The next approval step is called.

    Deny

    The request is denied approval in this approval step. The next approval step is called.

If a request is decided automatically, the requester can be notified by email.

Related Topics

Abort Request on Timeout

Abort Request on Timeout

Requests can be automatically aborted once a specified time period has been exceeded. The abort takes place when either a single approval step or the entire approval process has exceeded the timeout.

To configure an abort after the timeout of a single approval step has been exceeded

  • Enter the following data for the approval step.
    Table 67: Approval Step Properties for Abort on Timeout
    Property Meaning

    TimeOut (working hours)

    Number of working hours to elapse after which the approval step is automatically granted or denied approval.

    The approvers work time applies to the time calculation.

    NOTE: Ensure that a state and/or county is entered into the employee‘s master data for determining the correct working hours.
    Timeout behavior

    Action, which is executed if the timeout expires.

    Table 68: Method for Abort on Timeout
    Method Description

    Abort

    The approval, and therefore the entire approval process for the request, is aborted.

To configure abort on timeout for the entire approval process

  • Enter the following data for the approval workflow.
    Table 69: Approval Step Properties for Abort on Timeout
    Property Meaning

    System abort (days)

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

If a request is aborted, the requester can be notified by email.

Related Topics
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