Assigning BMC Helix Digital Workplace Catalog roles to user accounts
As a service catalog administrator, you can promote any BMC Helix 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 Helix 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 Helix Digital Workplace Catalog dashboard. A user account that has been given the agent role can log in to BMC Helix Digital Workplace Catalog and access the Service Requests report. A user can be assigned to only one of the following roles:
| User role | Description |
|---|---|
| Administrator | The administrator, also called catalog administrator, maintains all aspects of the service catalog, including templates, service level agreement (SLA) policies, cost adjustments, and fulfillment workflows. The administrator also configures service connectors and performs other system administration functions, such as managing users and assigning sub-catalogs to BMC Helix Digital Workplace Catalog users. For more information about this role, see Quick start for catalog administrators. |
| Internal Supplier | The internal supplier maintains an assigned subcatalog. The internal supplier has the same service management capabilities as the catalog administrator without the application administration capabilities. Internal service suppliers send services for approval, since they cannot publish them to end users. For more information about this role, see Quick start for internal suppliers. |
| Internal Supplier Administrator | The internal supplier administrator maintains an assigned subcatalog. The internal supplier administrator has the same service management capabilities as the catalog administrator without the application administration capabilities. Internal service supplier administrators approve services and publish them. For more information about this role, see Quick start for internal supplier administrators. |
| Customer Administrator | The customer administrator belongs to a company managed by a service provider. You must enable the managed service provider mode for BMC Helix Digital Workplace Catalog before adding users as customer administrators. The customer administrator can view services, entitle users to view and request services, and promote other users to the customer administrator role. For more information about this role, see Quick start for customer administrators. |
| Asset Manager | The asset manager creates and maintains virtual marketplaces to entitle users to service catalog items. For more information about this role, see Quick start for asset managers. |
| Agent | Service agents investigate the status of service requests and answer queries by users about their service requests. |
| No specified role | The No specified role is not a defined role. This role indicates that a user in the BMC Helix Digital Workplace Catalog database is not assigned a user role. User accounts that are not given administrative capabilities can be entitled to view and request services. |
Important
You can assign a role only to an end user account that has not been assigned an administrative role in BMC Helix 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 Helix 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 Helix Digital Workplace Catalog. Hannah assigns Francie the role of Agent. With this role, when Francie logs in to BMC Helix 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 Helix 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 Helix 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 Helix 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.
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