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Identity Manager 8.1.5 - IT Shop Administration Guide

Setting up an IT Shop solution
One Identity Manager users in the IT Shop Implementing the IT Shop 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 Active Directory and SharePoint groups to the IT Shop automatically Adding Privileged Account Management user groups to the IT Shop automatically
Approval processes for IT Shop requests
Approval policies for requests Approval workflows for requests Determining the effective approval policies Selecting responsible approvers Request risk analysis Testing requests for rule compliance Approving requests from an approver Automatically approving requests Approval by 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 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 Custom mail templates for notifications Request templates
Resolving errors in the IT Shop Configuration parameters for the IT Shop Request statuses Examples of request results

Escalating 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 is then further processed in the normal approval 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 9: Example of an approval workflow with escalation

  4. Configure the behavior for the approval step to be escalated when it times out.

    Table 47: Properties for escalation 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 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.

    • Escalation: The request process is escalated. The escalation approval level is called.

In the event of an escalation, email notifications can be sent to the new approvers and requesters.

Related topics

Approvers cannot be established

You can specify a fallback approver if requests cannot be approved because no approvers are available. A request is then always assigned to the fallback approver for approval no approver can be found in an approval step in the specified approval procedure.

To specify fallback approvers, define application roles and assign these to an approval step. Different approval groups in the approval steps may also 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 detailed information, see the One Identity Manager Authorization and Authentication Guide.

To specify fallback approvers for an approval step

  • Enter the following data for the approval step.

    Table 48: Approval step properties for fallback approvers
    Property Meaning

    Fallback approver

    Application role whose members are authorized to approve requests if an approver 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.

Request sequence with fallback approvers

  1. No approver can be found 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 approved a request, it is presented to the approvers at the next approval level.

    NOTE: In the approval step, you can specify how many approvers must make a decision on this approval step. This limit is NOT valid for the chief approval team. The approval step is considered to be approved as soon as ONE fallback approver has approved the request.

  3. The request is aborted if no fallback approver can be found.

Fallback approvers can make approval decisions on requests for all manual approval steps. Fallback approvals are not permitted for approval steps using the CR, SB, CD, EX, and WC approval procedures or OC and OH approval procedures.

Related topics

Automatic approval on timeout

Requests can be automatically granted or denied approval once a specified time period has expired.

To configure automatic approval if the timeout expires

  • Enter the following data for the approval step.

    Table 49: 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 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, which is executed if the timeout expires.

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

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

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

Related topics

Cancel 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 50: Properties of the approval step 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 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, which is executed if the timeout expires.

    • Abort: The approval step, 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 51: Properties of the approval workflow 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 procedure.

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

Related topics
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