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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

General Properties of a Mail Template

General Properties of a Mail Template

The following general properties are displayed for a mail template:

Table 123: Mail Template Properties
Property Meaning
Mail template Name of the mail template. This name will be used to display the mail templates in the administration tools and in the Web Portal. Translate the given text using the button.
Base object Mail template base object. A base object only needs to be entered if the mail definition properties of the base object are referenced.

Use the base object PersonWantsOrg or PWOHelperPWO for notifications in the IT Shop.

Report (parameter set) Report, made available through the mail template.
Description Mail template description. Translate the given text using the button.
Target format Format in which to generate email notification. Permitted values are:
Value Description
HTML The email notification is formatted in HTML format. HTML format can contain formatting.
TXT The email notification is formatted in text format. Text format cannot contain any formatting.
Design type Design in which to generate the email notification. Permitted values are:
Value Description
Mail template The generated email notification contains mail text corresponding to the mail definition.
Report The email notification is generated with the report contained under Report (parameter set) as mail body.
Mail template, report as attachment The generated email notification contains mail text corresponding to the mail definition. The report entered in the Report (parameter set) field is attached to the mail as PDF file.
Importance Importance for the email notification. Permitted values are "low", "normal" and "high".
Confidentiality Confidentiality for the email notification. Permitted values are "normal", "personal", "private" and "confidential".
Can unsubscribe Specifies whether the recipient can unsubscribe email notification. If this option is set, the emails can be unsubscribed through the Web Portal.
Disabled Specifies whether this mail template is disabled.
Mail definitions Unique name for the mail definition.
Language culture Language which applies to the mail template.
Subject Subject of the email message
Mail body Content of the email message.

Creating and Editing an Email Definition

Creating and Editing an Email Definition

Mail texts can be defined in these different languages in a mail template. This ensures that the language of the recipient is taken into account when the email is generated.

To create a new mail definition

  1. Open the mail template in Mail Template Editor.
  2. Click the button next to the Mail definition list.
  3. Select the language culture you want the mail definition to apply to from the Language culture menu.

    All active language cultures are shown in the list.To use other languages, enable the corresponding countries in the Designer. For more information, see theOne Identity Manager Configuration Guide.

  4. Enter the subject in the Subject field.
  5. Edit the mail text in the Mail definition view with the help of the Mail Text Editor.
  6. Save the changes.

To edit an existing mail definition

  1. Open the mail template in Mail Template Editor.
  2. Select the language in the Mail definition list.
  3. Edit the mail subject line and the body text.
  4. Save the changes.

Using Base Object Properties

Using Base Object Properties

You can use all the properties of the object entered under Base object in the subject line and in the mail body. You can also use the object properties that are referenced by foreign key relation.

To access properties use dollar notation. For more information, see the One Identity Manager Configuration Guide.

Example

An IT Shop requester should receive email notification about the status of the request.

Table 124: Email Notification Properties
Property Value
Base object PersonWantsOrg
Subject "$DisplayOrg[D]$" status change
Mail body Dear $FK(UID_PersonOrdered).Salutation[D]$ $FK(UID_PersonOrdered).FirstName$ $FK(UID_PersonOrdered).LastName$,

The status was changed on the following request on $DateHead:Date$.

Product: $DisplayOrg[D]$

Requested by: $DisplayPersonInserted$

Reason: $OrderReason$

Current status of your request:

Approval: granted

Approver: $DisplayPersonHead[D]$

Reason: $ReasonHead[D]$

The generated email notification could look like the following, for example, once it has been formatted:

Use of Hyperlinks in the Web Portal

Use of Hyperlinks in the Web Portal

Table 125: Configuration Parameters for the Web Portal URL
Configuration parameter Active Meaning
QER\WebPortal\BaseURL Web Portal URL This address is used in mail templates to add hyperlinks to the Web Portal.

You can insert hyperlinks to the Web Portal in the mail body. If the recipient clicks on the hyperlink in the email, the Web Portal is opened on that web page and further actions can be carried out. In the default version, this method is implemented for IT Shop requests.

Prerequisites for using this method

  • The configuration parameter "QER\WebPortal\BaseURL" is set and contains the Web Portal URL.

    http://<Server>/<App>

    with:

    <Server> = Server name

    <App> = Web Portal installation directory path

To add a hyperlink to the Web Portal into the mail text

  1. Click in the mail body at the point where you want to add the hyperlink.
  2. Open the context menu and select Hyper Link....
  3. Enter the hyperlink in Display text.
  4. Set the option File or website.
  5. Enter the address of the page to be opened in the Web Portal in Address.

    Use the default functions.

  6. To accept the input, click OK.
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