This documentation supports the 21.3 version of BMC Helix Digital Workplace Advanced.

To view an earlier version, select the version from the Product version menu.

Assigning catalog roles to user accounts

As a service catalog administrator, you can assign to a user any catalog user role, such as administrator, internal supplier, internal supplier administrator, asset manager, or agent and give them the ability to perform a set of actions and tasks based on the role. By default, all catalog user accounts are entitled to view and request services.

The user roles are specific to BMC Helix Digital Workplace Catalog.  A user assigned to an administrative role does not need to be an administrator of other BMC systems.

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 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.

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. 

Internal supplier and internal supplier administrator are subcatalog roles. To assign these roles to users, see Assigning subcatalog roles to user accounts.

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.

  1. In the BMC Helix Digital Workplace Catalog console, select User Roles.
  2. Click Add User Role.
  3. In the User Directory, select a user.
  4. Select a role for the user.
  5. Click Add.

To assign a catalog role to multiple users

From the Catalog console, you can assign a role to a only one user at a time. To add a role to multiple users at one time in bulk, see the blog  Update multiple users to Catalog agents Open link shared on BMC Community.

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.

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