Portal for external users
As a BMC Digital Workplace administrator, you can create an external portal as a subtenant of your regular BMC Digital Workplace application. By using this option, you achieve the following goals:
- Manage internal and external business processes separately.
- Configure and customize regular and external BMC Digital Workplace tenants separately.
An external portal is used by end users who are not internal to your organization (referred to as external users) and is primarily managed by a BMC Digital Workplace administrator of an external portal (referred to as external administrator).
As a BMC Digital Workplace administrator, you can assign an external administrator to configure, manage, and expose an external portal to external users. External users have limited access to the BMC Digital Workplace features and can use the external portal to request simple services.
Note
External users cannot view or request services from the regular BMC Digital Workplace application unless the Global permission is set for services and articles.
Scenarios for using an external portal
The following scenarios explain how external users can use an external BMC Digital Workplace portal.
How external users register and login
External users register in an external BMC Digital Workplace portal by filling in a short web registration form.
After filling in the form, external users activate their accounts by using an auto-generated registration email, as shown in the following example:
If users do not receive the auto-generated registration email and hence cannot activate their accounts, these users can use the option of re-sending the activation code.
Note
If external users activate their accounts successfully, these users are automatically registered in BMC Helix ITSM and BMC Digital Workplace Catalog. For more information about managing registered external users, see Managing access for external users.
Registered external users log in to an external portal by providing their email addresses and passwords in a short login form.
Features available to external users
The following table lists the BMC Digital Workplace features that are available to external users in an external portal:
| Feature | Description |
|---|---|
| Catalog |
|
| Global search | External users can search for services and knowledge articles. Additionally, they can provide feedback about articles. |
| My Activity | The My Activity page displays active and past events of a user. This allows to track the statuses of the submitted requests. |
| Cart | External users can add enhanced catalog items to a cart to request all items at the same time, instead of submitting individual service requests one at a time. For more information, see Requesting multiple enhanced catalog items with a cart. |
| Preferences | The Preferences page in an external portal differs from the regular BMC Digital Workplace Preferences page. External users can only view their profile information in read mode and edit notification settings. |
| Notifications |
|
The following illustration shows the Application Features section in the Admin console of an external portal and a limited set of features that an external administrator can enable for external users.
Other regular BMC Digital Workplace features are not available in an external portal and cannot be configured for external users. For more information about configuring an external portal, see Configuring an external portal for external users.
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