Domains
Definition
Domains are used to define the Service Manager data that a given employee or user group can access, based on restriction criteria related to locations, departments, types and categories. They act like permanent filters that are applied when users log in to Service Manager.
EndDefinition
- Domains are specific to each company. They can be defined based on the business lines of employees, their duties, their location, etc.
- Restrictions on types usually apply to assets, i.e. type of equipment, licenses and contracts.
- When several criteria are defined for a given domain, they are linked using the logical AND operator.
- When several values are defined for a given criterion, they are linked using the logical OR operator.
Examples
Domain with several values for a given criterion: Logical OR
- Domain with a restriction on two locations, Europe/Germany and Europe/France.
- Users who log in to this domain will:
- See all elements associated with each of the two locations and their sublevels, e.g. Europe/France/Paris or Europe/France/Lyon.
- Not see the elements associated with the other locations, e.g. Europe/Spain or Europe/Italy.
Domain with several criteria: Logical AND
- Domain with a restriction on the Equipment/General Assets equipment type, and on the Europe/Germany location.
- Users who log in to this domain will only see the equipment for the General Assets type associated with the Europe/Germany location and the equipment in the sublevels.
Domains based on the business line: For security reasons and to ensure the confidentiality of information, users located in France must not see data in the Canadian IT infrastructure, and vice versa.
Two domains must be created: France IT Infrastructure; Canada IT Infrastructure.
Notes
- Users can be associated with one or more domains. They will always log in to a default domain but they can switch to one of their other domains using the user information zone.
Caution
- If no domain is associated with users, they will automatically log in to the default domain, Whole Company. They will then be able to access all of the records in the database without any restriction.
- If users are authorized to access a domain structured using Tree fields such as location or equipment type, they will be able to access all of the parent and child records.
Best Practice
- To associate domains with users, you should assign the relevant access rights to the Update Domains wizard found in the Employee Directory and Employee access management.
Menu access
Administration > Access Management > Domains
Screen description
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
| Create a new item | Delete an item or association with a related item |
|---|---|
|
Run the New wizard at the top of the tab
|
Move the cursor over the corresponding item and click
|
Details
Description: Name of the domain.
Default Location: Default location associated with the domain. In forms that require a value for the Location field, this location will be loaded by default if users do not specify a value.
example
- Default location = Europe
- The Location field was not specified when a License form was created ==> The Europe value will automatically be loaded for the license.
Default Department: Default department associated with the domain. In forms that require a value for the Department field, this department will be loaded by default if users do not specify a value.
Default Type: Default type associated with the domain. In forms that require a value for the Type field, this type will be loaded by default if users do not specify a value.
Default Category: Default category associated with the domain. In forms that require a value for the Category field (e.g. incident or service), this category will be loaded by default if users do not specify a value.
Employees
List of users associated with the domain.
- Update: In the Employee Directory.
Locations
List of restrictions on locations defined for the domain.
- Update: Use the Manage Domains wizard.
Departments
List of restrictions on departments defined for the domain.
- Update: Use the Manage Domains wizard.
Types
List of restrictions on types defined for the domain.
- Update: Use the Manage Domains wizard.
Categories
List of restrictions on categories defined for the domain.
- Update: Use the Manage Domains wizard.
Procedure and Wizards
How to create a domain
Step 1: Create the domain.
1. Select Administration > Access Management > Domains in the menu.
2. Create the domain.
- Click + New in the top banner.
- Enter the domain name.
- Click Create / Update.
Step 2: Define restrictions for the domain.
1. Specify the restrictions for the domain for each criterion.
- Select the relevant values from the tree structure, i.e. location, department, type or category.
- Select the Default box if this is the default value to be loaded when users do not specify any value in the form.
- Click
to add another value.
- Click Next to proceed through the wizard.
2. Click Finish in the last step.
The Domain form will appear.
Step 3: Assign the domain to users.
1. Select References > Directory > Employees or Administration > Access Management > Employees in the menu.
2. Select the users authorized to access the new domain.
3. Run the Update Domains wizard.
The domains assigned will take effect when the users next log in to Service Manager.