Managing notification profiles

Notifications are helpful to let you know of activities that are performed in BMC Helix Portal. Notifications help you quickly see the changes to the system and quickly respond to possible issues or user needs. For example, you get an in-app notification when a user is created or the access key is about to expire.

A notification profile defines the users and groups to be notified when an activity takes place in BMC Helix Portal. The following out-of-the-box profiles are available in BMC Helix Portal and the intended recipients receive in-app notifications about the changes made in these scenarios:

• New user is added to a user group
• User is removed from a user group
• New role is assigned to a user
• Role is revoked from a user
• Access key expiry: You receive a notification two days before the key expires.
  • Key expiry: All members of the Administrator group and the user who created and modified the access key receives the notification.
  • User-level key expiry: The user who created the access key receives the notification.

A tenant administrator also receives in-app notifications for the activities performed in BMC Helix Intelligent Automation. For details about the scenarios for which notifications are triggered, see  To view in-app notifications .

A notification expires 30 days after it is read. An unread notification expires 30 days after it is received.

To activate or deactivate notification profiles

The Notification Profiles page displays the notification profiles of the integrated products and BMC Helix Portal. You can temporarily stop notifications for activities that you don't want to verify,

1. Select Configure > Notification profiles. 
2. From the Actions menu of a notification profile, click Deactivate.

All notifications for that profile type are turned off and the impacted users no longer receive notifications.

You can also activate or deactivate a notification profile while editing the profile.

To specify the recipients to be notified

From the Actions menu of a notification profile, click Profile details.

• To send notifications to all users, groups, and roles, click Everyone.
• To send notification to specified recipients:

  • In Context variables, click Select. 

    • To send notifications to the selected users and groups, select Requested for.
    • To send notifications to the administrator, select Requested by.
      For example, when a new user is added, the specific user or group receives the notification. If the administrator also needs to be notified, select Requested by.
• To send notification to specific users, groups, or roles:

1. 1. Click Select. 
   2. From the Users, Groups, or Roles list, select the users, groups, or roles to add them as recipients, and click Confirm.

The selected individual users and users who are part of the selected groups or roles will receive the notification.

Use the Reset profile option to revert any changes to the profile's recipient list and reset it to the default state.

To remove recipients from the notification profile

1. Click <number of users, groups, or roles> assigned, which indicates the existing number of users or groups that are recipients of notifications. 
   
2. From the Users, Groups, or Roles list, select the users, groups, or roles to remove them as recipients, and click Remove.

To customize email notifications

An email notification is sent only for access key expiry. You can customize the notification profile by modifying the default text and rebranding the email notification. For example, you can change the default contact details or hide the footer in the email.

1. For a profile that has email notification enabled, select Actions > Profile details.
2. In the Profile details pane, click Template editor.
3. Add the Subject, Heading, Body, Footer, and Disclaimer text.
4. To automatically include information in the fields, add a variable by typing the following information:
   Type open braces ({), select one of the variables from the list, and type close braces (}).
   For example, in the Key expiry heading field, you add a text: Access key expiry for {$params.name}. When the user receives the email notification, the header will be: Access key expiry for <name of the access key>. 
   
5. Click Save and publish changes.

You can reset the notification details to the default values.