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.

Managing access for external users

As an external administrator, you can manage access for external users in your external BMC Helix Digital Workplace portal.

After external users register in an external BMC Helix Digital Workplace portal, activate their accounts, and are automatically or manually approved, the users are automatically registered in BMC Helix ITSM and BMC Helix Digital Workplace Catalog.

In the BMC Helix Digital Workplace Admin console, you can perform the following management actions for external users:

  • Approve external users manually 
  • Deactivate active external users 
  • Reactivate previously deactivated external users
  • Block external users in all statuses
  • Unblock previously blocked external users

The following figure shows the User Management page in the External Users section of the Admin console:



Status values for external users

The following table explains the status values for external users and the actions that an external user can or cannot do in each of the statuses.

StatusDescriptionCan doCannot do
Active

External users are active in the following cases:

  • If external users register successfully in an external portal, activate their accounts, and are approved.
  • If an external administrator manually reactivates deactivated external users.

External users have full access to all features available in an external portal.

For more information about the available features for external users, see Portal for external users.

N/A
Pending Activation

External users are pending activation in the following cases:

  • If external users register successfully in an external portal but do not activate their accounts.
  • If previously blocked external users are unblocked by an external administrator.
External users can only receive email notifications with the confirmation codes for their accounts.
  • External users cannot log in to an external BMC Helix Digital Workplace portal.

Approval Required

(The Approval Required tab is always visible, regardless of the auto-approve configuration.)

External users are pending approval if the Auto-approve new user requests setting is turned off and an external administrator has not yet approved these users.


N/A


  • External users cannot log in to an external BMC Helix Digital Workplace portal.
  • External users cannot activate their accounts by using an activation code and cannot request a password change.
InactiveExternal users are inactive if an external administrator manually moves these users to the Inactive status.

External users continue to receive notifications about their active events.

Note: Active events of an inactive external user do not change in status when the user's status changes.


  • External users cannot log in to an external BMC Helix Digital Workplace portal.
  • External users cannot activate their accounts by using an activation code and cannot request a password change.



BlockedExternal users are blocked if an external administrator manually blocks these users.N/A
  • External users cannot log in to an external BMC Helix Digital Workplace portal.
  • External users cannot activate their accounts by using an activation code and cannot request a password change.

Note: When an external administrator blocks external users, active events of these users are automatically cancelled.


To manage access for external users

  1. In the BMC Helix Digital Workplace Admin console, go to Configuration > External users.
  2. Open the User Management tab.
  3. Click the required status tab, and then locate and select a required external user.

    Tip

    To find a user, you can search by name or by email. You can also sort columns by name, email, and date.

    To select all the users on a tab, select the check box next to the Name column title.

  4. Perform one of the following steps:

    1. To approve the user, click Approve.

      Important

      This option is available only if the auto-approve feature is turned off.

    2. To deactivate the user, click Deactivate.
    3. To reactivate the user, click Reactivate.
    4. To block the user, click Block.

    5. To unblock the user, click Unblock.

      Important

      When you unblock users, the users are moved to the Pending Activation status tab regardless of the statuses that they had before being blocked. The unblocked users receive email notifications with the confirmation code to confirm the unblock action.

To approve external users manually

By default, external users are approved automatically. If you want to approve newly registered external users manually, perform the following actions:

  1. In the BMC Helix Digital Workplace Admin console, go to Configuration > External Users.
  2. Open the Settings tab.
  3. Turn off the Auto-approve new user requests toggle key.
  4. Click Save.
    Now, external users are not approved automatically. Newly registered external users appear on the Approval Required tab.
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