Employees Access Management


Access management is used to define the domains that employees and their profile are authorized to access.

  • The login and password are used to secure access to Product name - ev itsm.png.
  • Domains define the data that employees are authorized to access.
  • Profiles grant access rights to modules and menus.

Employee login and logout history is available in a specific table in the BACKOFFICE database on the SQL Server server. 

Notes

  • Employees are generally created in the directory or imported in an employee file. This screen can be used to create a new user quickly. If this is the case, you should open the Employee form to complete the information.
  • The LDAP functionality enables you to use authentication elements (e.g. logins and passwords) and authorizations (e.g. profiles and domains) that are defined directly in the corporate directory instead of in Product name - ev itsm.png. In this case:
    • All employees in the directory are automatically created via data integration and only external employees must be created manually in Product name - ev itsm.png.
    • Product name - ev itsm.png logins must be identical to those in the directory in order to maintain the link between the two applications.
    • Passwords, profiles and domains must not be modified in Product name - ev itsm.png as they will automatically be imported from the directory.
  • Password Management:
    • To assign a password to a user, select the Change Password wizard.
    • Users can modify their password in the User information zone.
    • Users who have forgotten their password can recover it using the Product name - ev itsm.png login page.
  • Users with no profile can log in to Product name - ev itsm.png using the default profile defined in Other Parameters > {ADMIN} Default Profile ID. They can access only one menu, Self Service.

Screens description

         Employee.png

Menu access: Administration > Access Management > Employees

Name, Employee Number, Email Address, Phone, Mobile: Information for contacting employees within the company. 

Login: Login of the employee, used for logging in to Product name - ev itsm.png.

Profile (Note: Not required if Product name - ev itsm.png is accessed via LDAP): Profile associated with the employee.

  • Update: Using the Update Profile wizard.

Interface Language: Language displayed in Product name - ev itsm.png when users log in.

Default Domain: Domain that employees access when they log in to Product name - ev itsm.png.

  • The other domains of each user are displayed in the User information zone.
  • Update: Using the Update Profile wizard.

List of tabs

      Employee tabs.png

Domains (Note: Not required if Product name - ev itsm.png is accessed via LDAP): List of domains that employees are authorized to access. 

  • By default, an employee will inherit the domains of the user who created the Employee form.
  • Update: Using the Update Profile wizard. 

Employee notifications

Notifications are used to define the different means of communication for contacting users, e.g. by email or messenger, in the Employee Directory.
      Employee - Notification.png

Certain notifications may behave differently. Email notifications are triggered automatically by actions performed in workflow steps depending on the type of action.

  • Notification = Mail: All workflow steps configured with emails to be sent will send automatic notifications to users, e.g. emails for financial approval.
  • Notification = No Notification: Only internal workflow steps configured with Send Email will send notifications to users.
  • Notification = NULL (unspecified field) or Other options: No workflow action will send notifications to users.

Login/Logout History

Employee login and logout history is available in the BO_ACTION_LOG table in the BACKOFFICE database on the SQL Server server. 

A SQL Server administrator with the correct priviledge can track all the logins made to any of the accounts installed on the server. 

         BO_ACTION_LOG.png

BO_ACTION_LOG table content

ACTION_DATE_TIME : Date and hour of the connection in UT.

IP_ADDRESS: IP address of the device used.

ACCOUNT: Account used.

  • 40000 = Test case
  • 50004 = Production 
  • 50005 = Sandbox

ACTION_TYPE_ID: Type of the action.

  • 10001 = Login
  • 10002 = Logout
  • 10003 or 5 = Timeout

ACTION_1 : Login used.

ACTION_2 : Employee name.

Procedure and Wizards

How to assign a user profile and manage employee domains

1. Select Administration > Access Management > Employees in the menu and find the employee you want.

2. If it is a new user, click Add icon.png to create it. Complete the form and click [ FINISH ].

3. Assign a profile using the Update Profile wizard.

4. Specify the domains the employee is authorized to access by running the Update Domains wizard.

5. Assign a password by selecting the Change Password wizard.

Wizards

Assign to a Group: Used to associate an employee with the Service Desk group or Change Management group.

Assign Employees to a Project (Note: Only if authorized to access the Project menu): Used to associate an employee with a project. The employee will then become a project resource and can be assigned tasks. The Projects tab and the corresponding Project form and Gantt chart are automatically updated.

Link to a CI: Used to assign a configuration item (CI) to employees so that they can be alerted if an incident occurs to the item.
    Example documentation icon EN.png You want to alert all users of the Expense account app that the app is unavailable due to a problem on the database server. 

ChangePassword_Wizard

Change Password (Note: Not required if Product name - ev itsm.png is accessed via LDAP): Used to modify the employee's password.

  • The password must comprise at least six characters. 
  • For security reasons, only the administrator can access this wizard. 
  • Users can modify their password by clicking Password close icon.png in the User information zone.
EndChangePassword_Wizard
Move_Wizard

Move: Used to define the employee's new role and equipment after a transfer to a new team within the company. It is also used to assign new equipment to the employee.

EndMove_Wizard
Departure_Wizard

Departure: Used to indicate the date on which the employee leaves the company and specify what will happen to the equipment previously assigned. The Employee form will be archived.

EndDeparture_Wizard
AccessMessageFrontOffice_Wizard

Access Message to Front Office: Used to send an email to employees informing them that they can access the IT portal (Self Service menu). 

EndAccessMessageFrontOffice_Wizard
Update_Wizard

Update: Used to update employee-related information. 

EndUpdate_Wizard
UpdateDomains_Wizard

Update Domains (Note: Not required if Product name - ev itsm.png is accessed via LDAP): Used to assign domains to each employee and define the default domain.

EndUpdateDomains_Wizard
UpdateProfile_Wizard

Update Profile (Note: Not required if Product name - ev itsm.png is accessed via LDAP): Used to assign a profile to the employee.

  • Users can assign their own profile and any lower-level profile belonging to their master profile.
EndUpdateProfile_Wizard

Reassign: Used to update the employee's location and/or department. Equipment forms associated with the employee will also be updated.

ExcelSeparator_Wizard

Excel Separator: Used to specify the character to be used as a delimiter when exporting records in CSV files, i.e. semicolon, comma or tab. You can export the file by selecting Tools Tools icon.png > Excel icon.png Export. Note: The character selected (i.e. semicolon, comma or tab) must correspond to the character specified in the List separator field in the Windows Control Panel > Regional and Language Options.

EndExcelSeparator_Wizard
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Last modified by Unknown User on 2018/06/05 11:17
Created by Administrator XWiki on 2013/03/25 18:09

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