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Identity Manager 8.1 - Identity Management Base Module Administration Guide

Basics for Mapping Company Structures in One Identity Manager Managing Departments, Cost Centers and Locations Working with Dynamic Roles Employee administration
One Identity Manager users for employee administration Basic data for employee master data Entering employee master data Employee's central user account Employee's central password Employee's default email address Mapping multiple employee identities Disabling and deleting employees Password policies for employees Limited access to One Identity Manager Assigning company resources to employees Displaying the origin of an employee's roles and entitlements Analyzing role memberships and employee assignments Additional tasks for managing employees Determining an employee‘s language Determining an employee's working hours Employee reports
Managing Devices and Workdesks Managing Resources Set up Extended Properties Appendix: Configuration parameters for managing departments, cost centers, and locations Appendix: Configuration parameters for managing employees Appendix: Configuration Parameters for Managing Devices and Workdesks

Basic data for employee master data

The following basic data is required for managing employees.

  • Configuration parameters

    Use configuration parameters to configure the behavior of the system's basic settings. One Identity Manager provides default settings for different configuration parameters. Check the configuration parameters and modify them as necessary to suit your requirements.

    Configuration parameters are defined in the One Identity Manager modules. Each One Identity Manager module can also install configuration parameters. You can find an overview of all configuration parameters in Base data | General | Configuration parameters in Designer.

  • Business Partners

    When external employees are entered into the system, a company must be named.

  • Mail templates

    The login data for new user accounts in a target system can be sent to a specified person by email. In this case, two messages are sent with the user name and the initial password. Mail templates are used to generate the messages.

  • Password policies

    An employee's central password is formed from the target system specific user accounts by respective configuration. The password policy "Employee central password policy" defines the settings for the (Person.CentralPassword) central password

Detailed information about this topic

Business partners

To manage external employees you require information about the business partner. Enter data for the external company.

To edit the data of a business partner
  1. Select Employees | Basic configuration data | Business partners.
  2. Select a company in the result list. Select Change master data.

    - OR -

    Click in the result list toolbar.

  3. Edit the business partner's master data.
  4. Save the changes.

Enter the following data for a company:

Table 29: General Master Data for a Company

Property

Description

Company

Short description of the company for the views in One Identity Manager tools.

Name

Full company name.

Surname prefix

Additional company name.

Short name

Company's short name.

Contact

Contact person for the company.

Partner

Specifies whether this is a partner company.

Customer number

Customer number at the partner company.

Supplier

Specifies whether this is a supplier.

Customer number

Customers number at supplier.

Leasing partner

Specifies whether this is a leasing provider or rental firm.

Manufacturer

Specifies whether this is a manufacturer.

Remarks

Spare text box for additional explanation.

Table 30: Company address
Property Description

Street

Street or road.

Building

Building

Zip code

Zip code.

City

City.

State

State.

Country

Country.

Phone

Company's telephone number.

Fax

Company's fax number.

Email address

Company's email address.

Web page

Company's website.

Click the Browse button to display the web page in the default web browser.

Creating Custom Mail Templates for Notifications

A mail template consists of general master data such as target format, important or mail notification confidentiality and one or more mail definitions. Mail text is defined in several languages in the mail template. This ensures that the language of the recipient is taken into account when the email is generated.

There is a One Identity Manager in the Mail Template Editor to simplify writing notifications. You can use Mail Template Editor to create and edit mail texts in WYSIWYG mode.

To edit mail templates

  1. In Manager, select the category Employees | Basic configuration data | Mail templates.

  1. Select a mail template in the result list and run Change master data.

    - OR -

    Click in the result list toolbar.

    This opens the mail template editor.

  2. Edit the mail template.

  3. Save the changes.

To copy a mail template

  1. In Manager, select the category Employees | Basic configuration data | Mail templates.

  1. Select the mail template that you want to copy in the result list and run Change master data.

  2. Select Copy mail template.

  3. Enter the name of the new mail template in Name of copy.

  4. Click OK.

To display a mail template preview

  1. In Manager, select the category Employees | Basic configuration data | Mail templates.

  1. Select a mail template in the result list and run Change master data.

  2. Select Preview.

  3. Select the base object.

  4. Click OK.

To delete a mail template

  1. In Manager, select the category Employees | Basic configuration data | Mail templates.

  1. Select the template in the result list.
  2. Click in the result list toolbar.
  3. Confirm the security prompt with Yes.
Detailed information about this topic

General properties of a mail template

The following general properties are displayed for a mail template:

Table 31: 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 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.

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:

  • 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 does not contain any formatting.

Design type

Design in which to generate the email notification. Permitted values are:

  • Mail template: The generated email notification contains the mail body in accordance with the mail definition.
  • Report: The generated email notification contains the report specified under Report (parameter set) as its mail body.
  • Mail template, report in attachment: The generated email notification contains the mail body in accordance with the mail definition. The report specified under Report (parameter set) is attached to the notification as a 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.

Deactivated

Specifies whether this mail template is disabled.

Mail definition

Unique name for the mail definition.

Language

Language which applies to the mail template.

Subject

Subject of the email message

Mail body

Content of the email message.

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