Difficulty: novice
Content
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Learning Objectives
After reading this article you will be able to:
Manage profiles using the wizard
Adjust an existing profile
General
User profiles are managed using the ‘User profile management’ dashboard. This dashboard shows a comprehensive overview of:
the existing user profiles
an option to quickly create new user profiles, and;
overviews of system groups that are
Available and if it has been assigned.
Required, which are needed for processes that have been rolled out.
Optional, which are not required for the current processes.
Active (based on activated modules) distinguished between optional and not optional groups.
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Note: this dashboard is used to manage the profiles that are created in the client environment. Baseline profiles, such as the ‘Administrator Workplace Management’ profile are not available here. These profiles should not be edited. |
Creating profiles
After clicking User profile management we have to possibility to create user profiles by clicking Create user profile in the available user profiles include.
A wizard will open:
After selecting the groups to add the profile will be created and show up in the include and also in the authorization matrix Authorization matrix and user profile matrix.
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When assigning groups we follow the standard access rules. This means that giving users the group Edit properties automatically also allows them to view and create properties. |
The startboard an navigation menu will be generated and assigned automatically. Based on the groups that are added to the profile the startboard will contain different tabs. Below we show the dashboard of a servicedesk employee and a reservation coordinator. Both have a navigation menu and startboard dedicated to the modules they use.
So while the profiles are generally straightforward there are a few things we need to keep in mind:
Create the profiles with use of the user profile matrix (Authorization matrix and user profile matrix) and after discussing these with the customer.
There is no need to give a profile more groups than necessary. Only assign the groups that are needed for the profile. (e.g. if a supplier is allowed to add assets to a request it is sufficient to add the group “view assets” the group “edit assets” gives them the right to also edit all assets)
All groups that are within the include “Required groups to be assigned” need to be assigned for all modules to work correctly. Most groups in this include obtain a workflow task and are needed to correctly run through a workflow.
Editing profiles
To edit a profile we can select one of the profiles under “Available user profiles” or add groups manually by clicking “Add selected groups to selectable user profiles” in one of the includes under User profile management.
To make sure all changes are fully updated log out and in again with the user the profile is assigned to.
Summary
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Exercise
- Create a new profile (in the backup environment)
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