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Identity Manager 8.1.5 - Attestation Administration Guide

Attestation and recertification
One Identity Manager users for attestation Attestation base data Attestation policies Custom mail templates for notifications
Approval processes for attestation cases
Approval policies for attestations Approval workflow for attestations Selecting attestors Setting up multi-factor authentication for attestation Prevent attestation by employee awaiting attestation Attestation by peer group analysis Managing attestation cases
Attestation sequence Default attestation and withdrawal of entitlements User attestation and recertification Mitigating controls Configuration parameters for attestation

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 the Toolbox | Approval levels | Add item.

    This opens the properties dialog for the first approval step.

  2. Enter the approval step properties.

  3. Save the changes.

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 the Toolbox | Approval levels | Edit item.

  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 attestors of an approval level can make a decision about an attestation case in parallel rather than sequentially. The attestation case cannot be presented to the attestors at the next approval level until all approval steps in one approval level have been completed in the attestation procedure.

To add more approval steps to an approval level

  1. Select the approval level.

  2. Select the Toolbox | Approval levels | Add item.

  3. Enter the approval step properties.

  4. Save the changes.
Related topics

Editing approval steps

To edit approval level properties

  1. Select the approval step.

  2. Select the Toolbox | Approval steps | Edit item.

  3. Edit the approval step properties.

  4. Save the changes.
Detailed information about this topic

Properties of an approval step

On the General tab, enter the data described below. On the Mail templates tab, select the mail templates for generating mail notifications. If you add a new approval step, you must fill out the required fields.

Table 21: General properties of an approval step

Property

Meaning

Single step

Approval step name.

Approval procedure

Procedure to use for determining the attestors.

Role

Hierarchical role from which the attestors are to be determined using the default approval procedures OM and OR.

Fallback approver

Application role whose members are authorized to approve attestation cases if an attestor cannot be determined through the approval procedure. Assign an application from the menu.

To create a new application role, click . Enter the application role name and assign a parent application role. For detailed information, see the One Identity Manager Authorization and Authentication Guide.

NOTE: The number of approvers is not applied to the fallback approvers. The approval step is considered approved the moment as soon as one fallback approver has approved the request.

Condition

Condition for calculating approval with approval procedures CD, EX, or WC.

Number of approvers

Number of attestors required to approve an attestation case. Use this number to further restrict the maximum number of approvers of the implemented approval procedure.

If there are several people allocated as approvers, then this number specifies how many people from this group have to approve an attestation case. A request can only be passed up to next level afterwards.

If not enough attestors can be found, the approval step is presented to the fallback approvers. The approval step is considered approved as soon as one fallback approver has approved the attestation case.

If you want approval decisions to be made by all the employees found using the applicable approval procedure, for example, all members of a role (default approval procedure OR), enter the value -1. This overrides the maximum number of attestors defined in the approval procedure.

The number of approvers defined in an approval step is not taken into account in the approval procedures CD, EX,or WC.

Description

Text field for additional explanation.

Approval reason

Reason entered in the attestation case if approval is automatically granted.

This field is only shown for the approval procedures CD, EX, and WC.

Reject reason

Reason entered in the attestation case and the attestation history, if approval is automatically denied.

This field is only shown for the approval procedures CD, EX, and WC.

Reminder interval (hours)

Number of working hours to elapse after which the attestor is notified by mail that there are still pending attestation cases for attestation.

The reminder interval is set to 30 minutes, by default. To change this interval, modify the Checks reminder interval and timeout of attestation cases schedule.

NOTE: Ensure that a state, county, or both is entered into the employee's master data for determining the correct working hours. If this information is missing, a fallback is used to calculate the working hours. For more detailed information about calculating employees' working hours, see the One Identity Manager Identity Management Base Module Administration Guide.

If more than one attestor was found, each attestor will be notified. The same applies if an additional attestor has been assigned.

If an attestor delegated the approval, the time point for reminding the delegation recipient is recalculated. The delegation recipient and all the other attestors are notified. The original attestor is not notified.

If an attestor has made an inquiry, the time point for reminding the queried employee is recalculated. As long as the inquiry has not been answered, only this employee is notified.

TimeOut (working hours)

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

The timeout is check every 30 minutes, by default. To change this interval, modify the Checks reminder interval and timeout of attestation cases schedule.

The working hours of the respective approver are taken into account when the time is calculated.

NOTE: Ensure that a state, county, or both is entered into the employee's master data for determining the correct working hours. If this information is missing, a fallback is used to calculate the working hours. For more detailed information about calculating employees' working hours, see the One Identity Manager Identity Management Base Module Administration Guide.

If more than one approver was found, the an approval decision for the approval step is not automatically made until the timeout for all approvers has been exceeded. The same applies if an additional approver has been assigned.

If an approver delegated approval, the time point for automatic approval is recalculated for the new approver. If this approval is rejected, the time point for automatic approval is recalculated for the original approver.

If an approver is queried, the approval decision must be made within the defined timeout anyway. The time point for automatic approval is not recalculated.

Timeout behavior

Action that is executed if the timeout expires.

  • Approved: The attestation case is approved in this approval step. The next approval level is called.

  • Deny: The attestation case is denied in this approval step. The approval level for denying is called.

  • Escalation: The attestation case is escalated. The escalation approval level is called.

  • Abort: The approval step and, therefore, the attestation case, are canceled.

Additional approver possible

Specifies whether a current attestor is allowed to instruct another employee as an attestor. This additional attestor has parallel authorization to make approvals for the current attestation case. The attestation case is not passed on to the next approval level until both attestors have made a decision.

This option can only be set for approval levels with a single, manual approval step.

Approval can be delegated

Specifies whether a current attestor can delegate the attestation to another person. This employee is added to the current approval step as the attestor. This employee then makes the approval decision instead of the attestor who made the delegation.

This option can only be set for approval levels with a single, manual approval step.

Approval by affected employee

Specifies whether the employee who is affected by the approval decision can also approve it. If this option is set, employees to be attested can attest themselves.

If this option is not set, use the QER | Attestation | PersonToAttestNoDecide configuration parameter to define whether the employees to be attested can attest themselves.

Do not show in approval history

Specifies whether or not the approval step should be displayed in the attestation history. For example, this behavior can be applied to approval steps with the CD - calculated approval procedure, which are used only for branching in the approval workflow. It It makes it easier to follow the attestation history.

Detailed information about this topic
Related topics

Connecting approval levels

When you set up an approval workflow with several approval levels, you have to connect each level with another. You may create the following links.

Table 22: Links to approval levels

Link

Description

Approve

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 bypass the current approval.

Attestors can let other approval levels make the approval decision, for example, if approval is required by a manager in an individual case. To do this, create a connection to the approval level to which the approval can be rerouted. This way, approvals can also be rerouted to a previous approval level, for example, if an approval decision is considered not to be well-founded.

It is not possible to reroute approval steps with the approval procedures EX, CD, SB, or WC.

Escalation

Link to another approval level when the current approval level is escalated after timing out.

If there are no further approval levels after the current approval level, the attestation case is considered approved if the approval decision was to grant approval. If approval is not granted, the attestation case is considered to be finally denied. The attestation procedure is closed in both cases.

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