Assigning BMC Digital Workplace Catalog roles to user accounts

As a service catalog administrator, you can promote any BMC Digital Workplace Catalog user to one of the following user roles: administrator, internal supplier, internal supplier administrator, asset manager, or service agent. User roles are unique within BMC Digital Workplace Catalog. A user assigned to an administrative role does not need to be an administrator of other BMC systems.

User roles and authentication

A user account that has been given an administrative, supplier, or manager role can be used to log in to the BMC Digital Workplace Catalog dashboard. A user account that has been given the agent role can log in to BMC Digital Workplace Catalog and access the Service Requests report. A user can be assigned to only one of the following roles:

Important

You can assign a role only to an end user account that has not been assigned an administrative role in BMC Digital Workplace Catalog.

Before you can promote a user account, the account must have been added to the BMC Digital Workplace Catalog database. For information about adding users to the BMC Digital Workplace Catalog database, see User-accounts-groups-and-permissions-for-BMC-Digital-Workplace-Catalog.

Scenarios for assigning or changing user roles

Review the following examples on how you can promote or change administrative roles.

Promote an end user to an internal supplier

Silvio Ragozzi is an end user. Hannah is the catalog administrator. Hannah asks for Silvio's help to manage the organization's service catalog. Silvio's account already exists in BMC Digital Workplace Catalog so that he can request services. For Silvio to be able to manage the service catalog, Hannah adds Silvio to an existing subcatalog, or she creates a new subcatalog, and assigns him a role of the Internal Supplier.

Enable an internal supplier to administer a subcatalog

Silvio Ragozzi becomes a subject matter expert in configuring services, workflows, and questionnaires. He effectively maintains his own services and helps other internal suppliers. Hannah decides that Silvio can now review services submitted by other internal suppliers and decide whether to publish services.

For his assigned subcatalog, Hannah removes the Internal Supplier role from Silvio's user account and adds the Internal Supplier Administrator role.

Hannah later decides to expand Silvio's role so that he can help the organization to manage service templates, categories, and users. She changes Silvio's role from Internal Supplier Administrator and promotes him to a catalog administrator.

Promote an end user to a service agent

Francie Stafford is starting her new role as a service agent. In this role, Francie needs to be able to answer user questions about requests. Francie's account already exists as an user in BMC Digital Workplace Catalog. Hannah assigns Francie the role of Agent. With this role, when Francie logs in to BMC Digital Workplace Catalog, she has access only to the Service Requests report.

Change administrative role to reduce responsibilities

Ian Plyment is a current catalog administrator who wants to give up all administrative capabilities except for managing virtual marketplaces. Silvio, the newly promoted catalog administrator, changes Ian's role from Administrator to the role of Asset Manager. Ian can continue to maintain entitlement groups, but cannot change service details, workflows, or manage users.

To assign Asset Manager, Administrator, or Agent role to an end user

End users are assigned an Asset Manager, Administrator, or Agent role from the User Roles page.

In the BMC Digital Workplace Catalog console, select User Roles.
Click Add User Role.
In the User Directory, select a user.
Select a role for the user.
Click Add.

To assign the Internal Supplier or Internal Supplier Administrator role to an end user

Assign an Internal Supplier or Internal Supplier Administrator role on the Sub-catalogs page.

In the BMC Digital Workplace Catalog console, select Catalog > Sub-catalogs.
Select the subcatalog to which you want to assign an internal supplier or internal supplier administrator.
In the User Roles section, perform one of the following steps:

- To assign an end user to an internal supplier administrator role, click Add next to Administrators, select a user, and click Add.
- To assign an end user to an internal supplier role, click Add next to Internal Suppliers, select a user, and click Add.

Important

You can view user accounts that have been assigned the Internal Supplier and Internal Supplier Administrator role on the User Roles page, but you cannot edit the role. Instead, you must first remove and then re-add the role.

To remove an Asset Manager, Administrator, or Agent role from an end user

Remove a user from the list of administrators or agents, but not from the application database.

On the User Roles page, select the check box beside one or more users to remove.
Select Actions > Delete, and confirm the action.

To remove an Internal Supplier or Internal Supplier Administrator role from an end user

Remove an Internal Supplier or Internal Supplier Administrator role from a user account on the Sub-catalogs page.

In the BMC Digital Workplace Catalog console, select Catalog > Sub-catalogs.
Select a subcatalog associated with an end user.
In the User Roles section, perform one of the following steps:

- To remove an internal supplier administrator role from a user, click the people link next to Administrators. Select a user, and click Remove.
- To remove an internal supplier role from a user, click the people link next to Internal Suppliers. Select a user, and click Remove.