User Profiles


Profiles are used to restrict the Product name - ev itsm.png functional scope for a given user or user group. They are specific to each organization and can, for example, be defined by business line based on the jobs of employees.

When you define a user profile, you:

  • Define access rights to Product name - ev itsm.png objects, e.g. menus, sub-menus, forms, tabs, filters, views, wizards, etc. 
  • Define edit rights for Product name - ev itsm.png objects and data, e.g. the right to add, modify or delete.
  • Define access rights to Web services provided by the REST APIProduct name - ev itsm.png.
  • Customize the display of the Home page and select the information panes to be displayed, e.g. schedule, trends, or news articles.
  • Define the display of secondary form presentations to replace the main form presentation in a specific context, e.g. type of record, user profile, etc.

Security is implemented in user profile management:

  • The master profile concept is used to define a hierarchy of profiles and their rights. Only the master profile of a given profile can assign the profile to users.
  • Users can assign their profile to any user as long as they are authorized to access the Administration menu and have the relevant rights.
  • The Administrator user is generally the highest-level user in the profile hierarchy. This user must have the master profile as regards all users in order to define access rights for them.

Examples

1. Create different profiles to prevent users from accessing tasks that are not related to their job.

  • Asset Management profile ==> Assigned to users in charge of the management of IT assets.
  • Service Desk profile ==> Assigned to users in charge of managing calls to the Service Desk.

2. Create different form presentations to prevent users from accessing data that is not related to their job.

  • Main form presentation: Equipment form displaying the fields for specifying IT equipment ==>  Displayed for users whose profile is Logistics.
  • Secondary form presentation: Equipment form where all financial data is hidden ==> Displayed for users whose profile is Asset Management.

3. Assign profiles:

  • Description of current profiles:
    • The master profile of the Asset Management profile is Administrator.
    • The Service Desk profile is not authorized to access the Administration menu. Its master profiles are Asset Management and Administrator.
    • The Office Automation Manager profile is authorized to access the Administration menu. Its master profile is Administrator.
    • The Administrator profile is the master profile of all profiles.
  • Who can assign profiles?
    • Users whose profile is Asset Management can assign their own profile and the Service Desk profile to any user.
    • Users whose profile is Office Automation Manager can assign their own profile to another user, but not the Service Desk or Asset Management profile.
    • Users whose profile is Service Desk cannot assign any profile because they do not have the relevant rights.
    • Users whose profile is Administrator can assign any profile.
Profile Associated with master profile Is the master profile Can assign the following profiles
Administrator Asset Management Service Desk Office Automation Manager
Administrator Asset Management

X

X

X

X

Service Desk
Office Automation Manager
Asset Management Administrator Service Desk

X

X

Service Desk Administrator
Asset Management
Office Automation Manager Administrator

X

Notes

  • Users can have a single profile.
  • Users with no profile can log in to Product name - ev itsm.png using the default profile defined in Other Parameters. They can access only one menu, Self Service.
  • You can configure only the modules for the active Product name - ev itsm.png license.
  • You can also define access to wizards and conditional form presentations by profile in the form if you are authorized to edit the module associated with the relevant menu.
  • You can manage access to the Continual Improvement menu by selecting Continual Improvement > Edit Menu if you are authorized to edit the module associated with the relevant menu.
  • You can export and import profiles. You can also export a profil in XML format.

Best Practice big icon.pngBest practice

  • To enable profiles to be assigned to users, you should allow access to the Update Profile wizard in the Employee Directory.
  • To archive a profil, export it in XML format via the dedicated wizard.
  • To see what has been modified for a given profile at two different dates, compare the XML files generated on those dates.

Screen description

User profile.png

Menu access: Administration  >  Access Management >  User Profiles

Profile Name: Name of the user profile. 

REST API: Used to indicate if the profile can access Web services provided by the REST APIProduct name - ev itsm.png (box is checked) or not (box is not checked).

Master profiles: Profiles authorized to access the current profile. 

  • Click Edit icon.png to select them.
  • By default, the master profile is identical to the profile of the user who created the new profile.

Best Practice icon.png Assign the Administrator master profile to each profile so that the Administrator can define access rights for all users.

Modules pane: List of business modules for the active Product name - ev itsm.png license, providing access to a set of menus.

  • The standard configuration of menus is defined by Logo - EasyVista.png for every module. You can customize it in the Menus pane.
        Example documentation icon EN.png  For the Operation module:
    • Standard configuration: Operation, Administration, Home menus.
    • You can add the Project menu to this configuration.
  • When you select or unselect a module, the standard configuration menus will automatically be selected or unselected in the Menus pane.
  • To assign edit rights to the current profile for a module, i.e. the right to manipulate objects in the module menus such as filters, views and wizards, you should select the box next to the module. Next, click Edit icon.png and select the options you want.
                   User profile - Module options.png
    • General option:
      Option Description Impact
      Edit Filters Right to modify filters The Edit icon.png icon will be displayed next to the Filter drop-down list in each screen for all module menus. Edit rights - Filter.png
      Edit Views Right to modify views The Edit icon.png icon will be displayed next to the View drop-down list in each screen for all module menus. Edit rights - View.png
      Edit display presentations Right to modify certain objects in the interface, e.g. forms, lists of values, wizards, menus The Edit icon.png icon will be displayed next to the name of each object in all module menus. Edit rights - Presentations.png
    • Wizards option:
      Option Description Impact
      Edit Help Right to create comments in wizards The Wizard - Edit help icon.png icon will be displayed in the title bar for wizards in all module menus. Edit rights - Wizard help.png
      Assignment of Reports Right to create reports The Manage Reports wizard will be displayed in the Wizards list in forms in all module menus. Edit rights - Wizard assignment reports.png
    • Quick Call options (Note: Only for the Operation, Transition and Self Service menus):
      Option Description Impact
      Display "Quick Call" Field reserved for quick calls The field will be displayed at the top right of the interface window. Display rights - Quick call.png
      Display "Quick Dashboard" Notification bar The bar will be displayed at the bottom of the interface window. Display rights - Quick dashboard.png
    • [ WIZARDS ]: Used to select the wizards that the current profile can access in the quick call.
       


Menus pane: List of menus associated with modules for the active Product name - ev itsm.png license. Select the ones that the current profile can access. Next, click the buttons next to each menu to define its properties and access rights.
         Screen description - Menu block.png

  • [ ACTIONS ]: Used to define the properties of each sub-menu.
             User profile - Menus - Actions options.png
        Note:
    • To specify the sub-menus in a menu, tick the box next to the parent menu and restrict the list of sub-menus by unselecting the ones you do not want.
    • You must select the parent menu before you can make one of its sub-menus available.
    • The name of the boxes will appear when you roll your mouse over them:  Add (first column), Update (second column).
      • Add: Right to create records in all menu screens.
      • Update: Right to modify records in all menu screens.
    • The right to create records must be assigned together with the right to modify records. 
    • The right to modify records can be assigned alone.
    • If the profile is only authorized to view a menu/sub-menu, you should not select any box.

    • [ WIZARDS ]: Used to select the wizards that the profile can access in the Wizards list in Form mode and List mode.
      • If you do not select any wizard, the list will not be displayed except if the profile is authorized to assign reports for the wizards in the module. If this is the case, then only the Manage Reports wizard will be available. 
      • You can also define access to wizards in the form if you are authorized to edit the module.
         
    • [ FILTERS ]: Used to select the filters that the profile can access in the Filter drop-down list in menu screens.
      • If you do not select any filter, the list will only contain No Filter, which is identical to the None filter.
         
    • [ VIEWS ]: Used to select the views that the profile can access in the View drop-down list in menu screens.
      • If you do not select any view, the list will only contain No View, which is identical to the List view.
         
    • [ DIALOG ]: Used to select the tabs/sub-tabs that the profile can access in forms and to define their properties.
                         User profile - Menus - Actions options - Dialog.png
      • The Dialog option displayed at the top represents the form. If you do not select the option, the form will be displayed without any tabs.
      • To specify the sub-tabs in a tab, tick the box next to the parent tab and restrict the list of sub-tabs by unselecting the ones you do not want.
      • You must select the parent tab before you can make one of its sub-tabs available.
      • The name of the boxes will appear when you roll your mouse over them:  Add (first column), Update (second column).
        • Add: Right to create records for the tab/sub-tab.
        • Update: Right to modify records for the tab/sub-tab.
      • The right to create records must be assigned together with the right to modify records. 
      • The right to modify records can be assigned alone.
      • If the profile is only authorized to view a tab/sub-tab, you should not select any box.
         
      • [ REPRESENTATION ]: Used to select the secondary form presentations that the profile can access instead of the main form presentation. Click Edit icon.png to view one of the form presentations.
                 User profile - Menus - Actions options - Dialog Representation.png
  • [ TRENDS ]: Used to select the trends that the profile can access in the Home page.
  • [ HOME PAGE ]: Used to select the panes that the profile can access in the Home page, e.g. schedule, trends, or news articles. Click Up icon.png and Down icon.png to arrange them in the order you want.
             User profile - Menus - Home page options.png

List of tabs

         User profile tabs.png

Employees (Note: Can only be viewed. The list is automatically updated using information from the Employee Directory): List of users associated with the profile.

Procedure and Wizards

How to create and associate a profile with a user

1. Select Administration > Access Management > User Profiles in the menu and click Add icon.png.

2. Enter the name of the profile and click Edit icon.png to select its master profiles.

3. In the Modules pane, select the modules that the profile can access. Click Edit icon.png to define the edit rights for each selected module.

4. In the Menus pane, select the menus that the profile can access and:

  • Click [ ACTIONS ] to define the properties of sub-menus.
  • Click [ TRENDS ] to define the trends to be displayed on the profile's Home page.
  • Click [ HOME PAGE ] to define the panes to be displayed on the profile's Home page.

5. Click Save icon.png to save the new profile.

6. Associate the new profile with users. Open the Employee Directory and select the Update Profile wizard. Note: The associated profile will be effective the next time the user logs in to Product name - ev itsm.png.

Wizards

Duplicate: Used to create a new profile using an existing profile as a template. You can then modify its properties as required.

Delete (Note: Only for elements not used in the application): Used to delete the profile.

Tags:
Last modified by Unknown User on 2018/07/24 14:27
Created by Administrator XWiki on 2013/03/25 18:08

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