User Profiles


User 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, forms, 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 Product name - ev itsm.png REST API.
  • 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.

You assign profiles to users in a secure way based on the concept of master profiles. This is a hierarchy of user profiles and their rights. Open url.png See the example.

Example

1. Creation of user profiles: Users can only access the tasks corresponding to their function.

  • Asset Management user profile: Assigned to users in charge of managing IT assets. Authorized to access the Administration menu.
  • Service Desk user profile: Assigned to users in charge of managing Service Desk calls. Not authorized to access the Administration menu.

2. Creation of form presentations: Users can only access the data corresponding to their user profile.

  • Main form presentation: The Equipment form displays the fields for entering IT equipment. Displayed for users whose profile is Logistics.
  • Secondary form presentation: The Equipment form hides financial data. Displayed only for users whose profile is Asset Management.

3. Assignment of profiles:

  • The master profiles for each user profile.
    • Asset Management user profile: Master profile = Administrator. This is the master profile of the Service Desk user profile.
    • Service Desk user profile: Master profiles = Asset Management and Administrator.
    • Manager Office Automation user profile: Master profile = Administrator.
    • Administrator user profile: This is the master profile of all profiles.
  • Who can assign profiles?
    • Users whose profile is Asset Management: Can assign their own user profile and the Service Desk user profile to any user.
    • Users whose profile is Manager Office Automation: Can assign only their own profile to any user.
    • Users whose profile is Service Desk: Not authorized to assign any user profile.
    • Users whose profile is Administrator: Authorized to assign all user profiles.
User profile Associated with master profile | Is the master profile of Can assign the following profiles
Administrator | Asset Management | Service Desk | Manager Office Automation
Administrator | Asset Management, Service Desk, Manager Office Automation Select ok icon.png | Select ok icon.png | Select ok icon.png | Select ok icon.png
Asset Management Administrator | Service Desk | Select ok icon.png | Select ok icon.png |
Service Desk Administrator, Asset Management | | | |
Manager Office Automation Administrator | | | | Select ok icon.png

Notes

  • Each user can have only one profile.
  • 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.
  • You can also define access to wizards and conditional form presentations by user profile in the form if you are authorized to edit the display for 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 display for the relevant menu.
  • Users can assign their own profile to another user if they are authorized to access the Administration menu and if they have the appropriate access rights.
  • Master profiles:
    • Only the master profiles of a profile can assign it to other users.
    • The Administrator is generally the highest-level user in the hierarchy of user profiles. The Administrator must be defined as the master profile of all users in order to assign access rights to all users.
  • You can export and import user profiles in Product name - ev itsm.png. You can also export the contents of a user profile in an XML file.

Best Practice big icon.pngBest practice

  • To enable the Product name - ev itsm.png administrator to define access rights for all users, you should assign the Administrator master profile to each of the user profiles.
  • To enable profiles to be assigned to users, you should allow access to the Update Profile wizard in the Employee Directory.
  • Use the relevant wizard to export the contents of a user profile in an XML file.
  • To view changes to a given profile, you can compare the XML files generated on two different dates.

Characteristics specific to versions 2016 and earlier

  • You manage menus in modules.
    • Customers can configure only the modules acquired by their active Product name - ev itsm.png license.
    • The standard configuration of menus is defined by Logo - EasyVista.png for every module. You can customize it.
    • You define edit rights in each module, i.e. the right to manipulate objects such as filters, views and wizards in the module menus.
  • Users associated with a profile can see all of the menu items defined by the Product name - ev itsm.png administrator for this profile. You cannot define optional menu items.

Menu access

Administration  > Access Management > User Profiles

Screen description

         User profile.png

Profile Name: Name of the user profile. 

  • The list of users associated with the profile is defined in the Employee Directory via the Profile view.
     

Master Profiles: List of user profiles authorized to assign the current profile to users. Open url.png See the example.

  • By default, only the profile of the current user is defined as the master profile.

Menu: Enables the administrator to define the mandatory menu items for the current user profile in the menu editor. Open url.png See the procedure.

  • In the menu editor, when you click Menu button icon.png Menu > Choose evSM Menu Item, a list of the menu items authorized for the current user profile will be displayed.
  • Click Add Menu to add mandatory menu items to the tree structure in the menu editor.


(1) Edit rights and display rights: Used to indicate if the user profile has access rights to the option (box is checked) or not (box is not checked).

  • Rights are assigned for all menus.
             Edit and display rights.png
Option Description Impact
REST API Access rights to Web services provided by the Product name - ev itsm.png REST API.

Open url.png See the procedure in How to define a REST API user.

Able to run REST queries.
Edit Views Right to modify views. The Edit View Edit icon.png option will be displayed at the bottom of the View... list in List mode. Edit rights - View.png
Edit Filters Right to modify filters. The Edit Filter Edit icon.png option will be displayed at the bottom of the Filter... list in List mode. Edit rights - Filter.png
Edit Help Right to add comments to wizards. Wizard - Edit help icon.png will be displayed in the wizard title bar in List and Form modes. Edit rights - Wizard help.png
Edit display presentations Right to modify certain objects, e.g. forms, lists of values, wizards. Edit icon.png will be displayed next to the objects in forms. Edit rights - Presentations.png
Display Quick Call Dedicated quick call field. This will be displayed at the top right of the interface screen for users authorized to access the Operation, Transition or Self Service menus. Display rights - Quick call.png
Display Quick Dashboard Dedicated notification bar. This will be displayed in the top banner for users authorized to access the Operation, Transition or Self Service menus. Display rights - Quick dashboard.png
Manage Print Report Right to attach a smoReportDesigner report to a Product name - ev itsm.png form or view. The Manage Reports wizard will be displayed in the list of wizards in List and Form modes. Edit rights - Wizard assignment reports.png

(2) Menu items: Tree structure of Product name - ev itsm.png menu items. The menu items selected are those authorized for the current user profile in the menu pane.

  • You must select the parent menu before you can make one of its sub-menus available.
  • Click Menu to define the mandatory menu items. Open url.png See the procedure.
  • Click a menu item to see the options available, i.e. filters, views, wizards, related elements, form presentations. Select the ones authorized for the current user profile. Open url.png See the procedure.
  • Define the rights for each menu item.
    • Assign the right to create records: Check the first box or click Add icon.png next to the corresponding menu item.
    • Assign the right to modify records: Check the second box or click Edit icon.png next to the corresponding menu item.
    • You can assign creation rights alone or modification rights alone.
    • If the profile is only authorized to view a menu/sub-menu, you should not select any box.
       

(3) List of Product name - ev itsm.png objects linked to the menu item selected in the tree structure. The objects selected are those authorized for the current user profile.

  • Grid:
             Grid options.png
    • Filters: List of all filters defined for the current menu item.
      • Select the filters authorized for the current user profile. They will appear in the Filter... list (1) in List mode.
      • If you do not select any filter, the list will only contain No Filter, which is identical to the None filter.
         
    • Views: List of all views defined for the current menu item.
      • Select the views authorized for the current user profile. They will appear in the View... list (2) in List mode.
      • If you do not select any view, the list will only contain No View, which is identical to the List view.
         
  • Wizards: List of all wizards defined for the current menu item.
    • Select the wizards authorized for the current user profile. They will appear in the list at the top of the screen.
               Wizard options.png
    • If you do not select any wizard, only the Manage Reports wizard will be available if you are authorized to assign reports.
    • You can also define access to wizards in the form if you are authorized to edit displays.
  • Representations: List of all secondary form presentations defined for the current menu item.
    • Select the form presentations authorized for the current user profile. They will be displayed instead of the main form presentation.
  • Related Elements: List of related elements linked to the current menu item.
    • Select the elements authorized for the current user profile. They will appear as tabs in the form.
               Related element options.png

Procedure and Wizards

How to create a user profile

Step 1: Create the user profile.

1. Select Administration > Access Management > User Profiles in the menu.

2. Select the method for creating the user profile.

  • You can create a new user profile.
    • Click Add icon.png.
    • Enter the name of the new user profile.
    • Click Save.
      The new user profile will appear in the list of user profiles.
    • Click the sequence number # in the first column of the grid to open the form of the new user profile.
  • You can also use a template.
    • Select the user profile template you want.
    • Run the Duplicate wizard (Note: Available only in List mode).
    • Enter a name for the new user profile and click Finish.
      The new user profile will appear in the list of user profiles.
    • Click the sequence number # in the first column of the grid to open the form of the new user profile.


Step 2: Select the master profiles for the user profile. Open url.png See the example.

1. Click Master Profiles.

2. Check the profiles you want and click Save.

Step 3: Assign edit rights and display rights.

1. Check the rights you want to assign the user profile. Open url.png See the description.
         Edit and display rights.png

Step 4: Select and configure the menu items authorized for the user profile.

1. In the tree structure, select all menu items authorized for the user profile.

  • To select sub-menu items, check the box next to the parent menu and restrict the selection by unselecting the items you do not want.

2. Assign creation and modification rights for each menu item.

  • Check the first box or click Add icon.png to assign creation rights.
  • Check the second box or click Edit icon.png to assign modification rights.
  • If the user profile is only authorized to view objects, you should not select any box.
     

Step 5: Select the Product name - ev itsm.png objects available for each menu item.

1. Select the menu item in the tree structure.
The lists of Product name - ev itsm.png objects such as filters, views, wizards, related elements and form presentations will automatically be refreshed.

2. Check the objects authorized for the user profile.

  • To select all of the objects in one go, click the box to the right of the property banner.
             Properties - Select all checkbox.png

Step 6: Select the mandatory menu items authorized for the user profile.

1. Click Menu.
The menu editor will appear.

2. Click Menu button icon.png Menu.
The Choose evSM Menu Item list displays the menu items authorized for the user profile. Note: These correspond to the menu items selected in the tree structure in the Profile Management screen (2).

3. Select the mandatory menu items to be displayed in the menu pane for the user profile.

4. (optional) Modify the default values defined for the menu item, e.g. name, filter/view combination.

5. Click Add Menu.
The menu item will be added at the bottom of the menu pane.
         Add menu option.png

6. (optional) Click and drag the item to the position you want in the menu pane.

7. Repeat the procedure from point 2 onwards to add the other mandatory menu items to the menu pane for the user profile.

Step 7: Save the user profile.

1. Click Save.
The menu editor will close.

How to assign a profile to a user

1. Select Asset Management/Operation/Transition/Extended CMDB/Project > Directories > Employees in the menu to open the Employee Directory. You can also select Administration > Access Management > Employees in the menu.

2. Select the employees to whom you want to assign the new user profile.

3. Run the Update Profile wizard.

4. Select the new user profile and click Finish.

  • The assigned user profile will be effective when the users next log in to Product name - ev itsm.png.
  • Menus will automatically be refreshed.


Procedure_RESTAPIUser

How to define a dedicated user to the REST API

Step 1: Create a REST API profile

1. Select Administration > Access Management > User Profiles in the menu.

2. Create a new profile and check the REST API box to give him the authorization to use the Product name - ev itsm.png REST API.
         Profile - REST API Users.png

Step 2: Create a dedicated user, authorized to carry out REST requests

1. Proceed to the employee directory: select Asset Management / Operation / Transition / Extended CMDB / Projet > Directory > Employee in the menu.

2. Create a new user and assign the profile previously created.
         User - Profile REST API.png
All multilingual data will be displayed in that user's language.

Wizards

Duplicate (Note: In List mode): Used to create a new profile using an existing profile as a template. You can then modify its properties as required.

Export (Note: In List mode): Used to export the user profile in an XML file. Click Download. The name of the file will be based on the profile name followed by the file generation date and time.

Example documentation icon EN.png  Service_Desk_-_Manager_20170227104609  ==> Service Desk Manager profile - file generated on 27/02/2017 at 10:46:09

Delete (Note: In List mode. Only for elements not used in the app): Used to delete the profile.

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Last modified by Unknown User on 2018/12/14 12:11
Created by Administrator XWiki on 2013/03/25 18:08

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