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Identity Manager 8.1.4 - IT Shop Administration Guide

Table of Contents

Setting up an IT Shop solution

One Identity Manager users in the IT Shop Implementing the IT Shop Requestable products

Multi-request resources

Preparing products for requesting

Entering service items

General master data for a service item Pricing information Extended master data for a service item Default service items Additional tasks for managing service items

The service item overview Editing product dependencies for requests Defining hierarchy for service items Assigning hierarchical roles

Assigning organizations Assigning business roles

Assigning functional areas Assigning extended properties Displaying websites Changing products Adding and assigning tags Assigning object-dependent references

Specifying product dependencies Reports about service items

Overview of all assignments

Entering service categories

Service category master data Default service categories Additional tasks for managing service categories

The service category overview Assigning service items Assigning object-dependent references

Entering product-specific properties

Request property master data Additional tasks for managing request properties

The request properties overview Copy request properties

Products for requests with time restrictions Product request on customer or product relocation Non-requestable products Entering terms of use

Additional tasks for terms of use

The terms of use overview Assigning service items

Additional tasks for tags

The tags overview Assigning service items

Assigning and removing products

Assigning products to shelves Removing products from shelves Moving products to another shelf Replacing products

Preparing the IT Shop for multi-factor authentication

Using multi-factor authentication for requests

Assignment requests and delegating

Standard products for assignment requests and delegation Requesting memberships in business roles Requesting memberships in application roles Customizing assignment requests Preparing for delegation Canceling assignments and delegations Removing customers from a shop Setting up assignment resources

General master data for an assignment resource Default assignment resources Additional tasks for managing assignment resources

The assignment resource overview Adding assignment resources to the IT Shop Removing assignment resources from the IT Shop

Creating IT Shop requests from existing user accounts, assignments, and role memberships

Creating requests for employees Creating user account requests Creating workdesk requests Creating assignment requests

Adding Active Directory and SharePoint groups to the IT Shop automatically

Deleting unused application roles for product owners

Adding Privileged Account Management user groups to the IT Shop automatically

Approval processes for IT Shop requests

Approval policies for requests

General master data for approval policies Default approval policies Additional tasks for approval policies

The approval policy overview Adding to the IT Shop Validity checking Editing approval workflows

Approval workflows for requests

Working with the workflow editor Setting up approval workflows

Editing approval levels Editing approval steps Properties of an approval step Connecting approval levels

Additional tasks for approval workflows

The approval workflow overview Copying approval workflows

Deleting approval workflows Default approval workflows

Determining the effective approval policies Selecting responsible approvers

Default approval procedures

Self-service Using IT Shop structures to find approvers Using request recipients to find approvers Using specific roles to find approvers Using requested products to find approvers Using approval roles to find approvers Using cost centers to find approvers Using departments to find approvers Using requested roles to find approvers Waiting for further approval Calculated approval Approvals to be made externally Finding requesters

Setting up approval procedures

General master data for an approval procedure Queries for approver selection

Copying an approval procedure Deleting approval procedures Determining the responsible approvers

Request risk analysis Testing requests for rule compliance

Compliance checking requests Identifying rule violations Finding exception approvers Restricting exception approvers

Setting up exception approver restrictions

Explicit exception approval Rule checking for requests with self-service

Approving requests from an approver

Setting up approver restrictions

Automatically approving requests

Configuring automatic approval

Approval by peer group analysis

Configuring peer group analysis

Gathering further information about a request Appointing other approvers Escalating an approval step Approvers cannot be established Automatic approval on timeout Cancel request on timeout Approval by the chief approval team Approving requests with terms of use Using default approval processes

Request sequence

The request overview

Displaying request details Displaying the approval sequence Displaying the approval history

Requesting products more than once Requests with limited validity period

Checking request validity periods

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 Notifications in the request process

Demanding an approval decision Reminding approvers Scheduled demand for approval Sequence for limited requests Approving or denying request approval Notifying delegates Canceling requests Escalating requests Delegating approvals Rejecting approvals Notifications with questions Using additional approvers to approve requests Unsubscribing approved requests Renewing approved requests Product change notifications Default mail templates Bulk delegation notifications

Approval by mail

Editing approval emails

Approval by Starling 2FA app Requests with limited validity period for changed role memberships Requests from permanently inactive employees Deleting requests

Managing an IT Shop

IT Shop base data

Processing status Standard reason for requests

Predefined standard reasons for requests

Role classes for the IT Shop Role types for the IT Shop Business partners Functional areas Chief approval team Product owners Attestors

Setting up IT Shop structures

Adding IT Shop structures General master data for IT Shop structures Custom master data for IT Shop structures Additional tasks for IT Shop structures

The IT Shop structure overview Assigning approval policies Assigning requestable products to shelves

Setting up a customer node

Adding customer nodes General master data for customer nodes Custom master data for customer nodes Additional tasks for customer nodes

The entitled customers overview Assigning employees directly Assigning employees through dynamic roles

Deleting IT Shop structures

Deleting customer nodes Deleting shelves Deleting shops Deleting shopping centers

Templates for automatically filling the IT Shop

Using shelf templates in an IT Shop solution Editing shelf templates General master data for a shelf template Custom master data for shelf templates Additional tasks for shelf templates

Assigning approval policies Assigning requestable products to shelf templates Shelf-filling wizard

Assigning shelf templates to shops and shopping center templates Deleting shelf templates

Custom mail templates for notifications

Creating and modifying IT Shop mail templates General properties of mail templates Creating and editing mail definitions

Using base object properties Use of hyperlinks to the Web Portal Default functions for creating hyperlinks Customize email signatures

Copying IT Shop mail templates Displaying IT Shop mail template previews Deleting IT Shop mail templates Custom notification processes

Request templates

Creating and modifying request templates General master data for a request template Cart items Deleting request templates

Resolving errors in the IT Shop

Timeout on saving requests Bulk delegation errors Process monitoring for requests

Configuration parameters for the IT Shop Request statuses Examples of request results

Setting up a customer node

Set up only one customer node for each shop to facilitate customer administration. Add the employees to this customer node who are permitted to request products from this shop.

IMPORTANT:If a shop contains a large number of customers, the calculations in the IT Shop can cause a heavy load on the DBQueue Processor and therefore on the database server, as well.

Ensure that no more than 30,000 employees are members in a customer node. If necessary, set up your own shopping center with several shops and customer nodes.

Adding customer nodes

To set up a customer node

In the Manager, select the IT Shop | IT Shop | <shop> or the IT Shop | IT Shop | <shopping center> | <shop> category.
Click in the result list.
Edit the customer node's master data.
Save the changes.

General master data for customer nodes

Enter the following master data for a customer node:

Table 72: General master data for a customer node
Property	Description
IT Shop node	IT Shop structure name.
Internal name	Internal IT Shop structure name.
IT Shop information	Labels the IT Shop structure as customer node. In the menu, select Customers. The menu is only displayed when you insert a new IT Shop structure.
Role type	Not relevant
Shelf template	N/A.
Parent IT Shop node	Parent IT Shop nodes in the IT Shop hierarchy. Select the shop to which the customer node will be added. Only one customer node is allowed per shop.
Full name	Full identifier of the customer node.
Location	N/A.
Department	N/A.
Cost center	N/A.
Owner	N/A.
Deputy manager	N/A.
Attestors	N/A.
Description	Text field for additional explanation.
Dynamic roles not allowed	Specifies whether a dynamic role can be created for the customer node.

Related topics

Assigning employees through dynamic roles

Custom master data for customer nodes

Additional company-specific information. Use the Designer to customize display names, formats, and templates for the input fields.

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