Setting up functional roles, permissions, and assignments for users

(Version 20.08.01) As an administrator, after you load or create Foundation data, you must assign user functional roles, line of business functional roles, bundle access, and permissions so that only authorized users can perform actions in the product.

(Version 20.08) As an administrator, after you load or create Foundation data, you must assign user functional roles and permissions so that only authorized users can perform actions in the product.

You can define the assignment availability of case agents and enable agents to take up assignments. All users in BMC Helix Business Workflows must have Foundation data read permissions so that they can access BMC Helix Digital Workplace Advanced. If a user does not have Foundation data read permission, you must provide the read permission to the user.

You can set up user roles, permissions, and assignments in bulk by using the Data Management Console. Alternatively, you can set up individual user roles, permissions, and assignments by using the BMC Helix Innovation Studio.

To update user roles and permissions in bulk

1. Log in to the BMC Helix Platform Data Management Console.
2. Download the following sheets from the Import section of the Data Management Console:
   
   • People.xlsm
     
   • Location.xlsm
     
3. Download the following sheets from the Templates section of the Data Management Console: 
   • People Data Template.xlsx
     
   • Operational Categorization Template.xlsx
   • Location Data Template.xlsx
     

4. To update the Foundation data, perform the following actions:

   Action	Description
   Update people records to add functional roles and pictures	Copy the People IDs from the People Data.xlsx spreadsheet to the Person Data Template.xlsx file. In the People Data Template.xlsx file, on the Person tab, in the Functional Roles column, add a functional role ID for the person record. To add multiple functional roles for the person record, add the functional role IDs separated by semicolon. The functional role IDs for functional roles is as follows: Knowledge Publisher—AGGAA5V0H3XY6AOTLL9ROSP8NW7YD9 Knowledge Contributor—AGGAA5V0H3XY6AOTLLLEOSP8PI7YDM Case Agent—AGGAA5V0GE9Z4AOR0BXUOQ3ZT04EJA SLM User—AGGAA5V0GEOUZAOTCSFBOSGQE2PQLN Knowledge Candidate—AGGAA5V0H3XY6AOTLLPTOSP8TY7YDT Knowledge Coach—AGGAA5V0H3XY6AOTLKINOSP72R7YAE Document Manager—AGGADG1AAO0VGAP8SXEGP7VU2U4ZS8 Case Catalog Administrator—AGGADG1AANVNMAP1JE54P02183EGA9 FoundationRead—AGGAA5V0GEON8AOZHHGIOY0UZNXGOR Unrestricted Access—AGGADG1AAP0ICAP5J3ECP425604Z70 SLM Viewer—AGGAA5V0GEOUZAOTCSG9OSGQFVPQLP SLM Administrator—AGGAA5V0GEOUZAOTCS0FOSGQJ6PQLS Case Business Analyst—AGGAA5V0GE9Z4AOR7DBBOQLAW74PH7 Person Activity Read—AGGADG1AAO0VGAPSXWAEPSA6PDZAG6 Case Manager—AGGAA5V0GE9Z4AOR7CWOOQLASE4PHJ In the Person Image column, add a path to the image file for the person record. For a Case Business Analyst, add Named under License Type. Delete all columns except Data Load Actions, Data Load Status, Unique Person ID, Functional Roles, License Type, and Person Image. Upload the updated file to BMC Helix Platform.
   Add emails to all the primary organizations	If required, add email IDs to all primary organizations.
   Add location data including regions, site areas, and site	Update the Location Data Template.xlsx file to add Region - Site associations. You an associate a site only to the lowest region tier. For example, if you defined Region North America as the Parent for Region Canada, you can only associate the site to Region Canada. If you use multiple tiers for a site, upload the sheets one tier at a time using the different worksheets provided for each category tier. Upload the updated file to BMC Helix Platform.
   Add operational categorization data	To add operational categories, update the Operational Categorization Template.xlsx file using the different worksheets provided for each category tier. Upload the updated file to BMC Helix Platform.

To assign functional roles and permissions to a user

BMC Helix Business Workflows provides the Case Business Analyst, Case Manager, and Case Agent as primary functional roles. In addition to the primary functional role, BMC Helix Business Workflows also supports additional functional roles such as Knowledge Coach, Document manager, and so on.  For more information see, Setting up roles and permissions.

To assign a functional role to a user, perform the following steps:

1. As an administrator, log in to BMC Helix Innovation Studio and navigate to the Administration tab.
2. Select Foundation Data > Manage People, and perform any of the following actions:
   
   • When assigning a functional role to a new agent, click New.
     The Create Person pane is displayed.
   • When assigning a functional role to an existing agent, from the Manage People page, open the required profile.
     The Edit Person pane is displayed.
     The following figure highlights the Functional Roles list that is displayed while editing an agent's profile:
     
     
     

3. On the Access Details tab, from the Functional Roles list, select the BMC Helix Business Workflows functional roles that you want to assign to the agent.

   The functional role list includes roles from all the applications in your BMC Helix Platform.

   Important

   The Functional Roles list displays some roles that are not supported by BMC Helix Business Workflows such as Multi-cloud Service Owner and Unrestricted access. These roles do not enable any additional functionality or data access in BMC Helix Business Workflows even if you assign the roles to a user.

4. Click Save.

To assign a permission to a functional role, perform the following steps:

1. As an administrator, log in to BMC Helix Innovation Studio and navigate to the Administration tab. 
2. Select Configure My Server > Application Permissions > Manage Functional Roles.
3. From the Functional Roles page, open the functional role to which you want to assign additional permissions.
   The Edit Functional Role pane is displayed.
4. From Select Role, expand a functional area whose roles you want to assign.
5. Select the check boxes that correspond to the roles you want to assign.
   In Selected Role, the selected roles are added to the corresponding application name. 
   The following figure highlights a role that is selected from Select Role and is displayed in Selected Role:
   

6. Click Save.

To assign the Foundation read role to a user

1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab. 
2. Select Foundation Data > Manage People.
3. In the Manage People page, click the name of the user to whom you want to provide Foundation read permission.
   The Edit Person pane is displayed.
4. On the Basic tab, click Access Details.
5. Expand the Functional Roles field, and select the FoundationRead check box.
6. Click Save.

To define assignment availability of an agent

1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab. 
2. Select Foundation Data > Manage People.
3. In the Manage People page, click the name of the user to whom you want to provide Foundation read permission.
   The Edit Person pane is displayed.

4. On the Basic tab, click Assignment Configurations, and complete the following fields:

   Field	Description
   Assignment Availability	Select Yes to enable an agent to take up assignments. Note: Ensure that the agent is associated with a primary organization with the Status field set to Enabled.
   Number Assigned	Displays the number of cases assigned to an agent.
   Capacity Rating	Enter the capacity of an agent based on which a new assignment can be allocated to the agent.
   Last Ticket Assign Time	Displays the data and time when an agent was assigned the last task or case.

5. Click Save.

Related topics

Roles in BMC Helix Business Workflows

Setting up roles and permissions